4 Secrets to Better Project Management Communication
In the modern business world where teams work to complete a wide range of projects and tasks at the same time, regular communication about projects becomes imperative.
While many organizations utilize some form of communication such as email, distributed memos, or task-management programs, team members still face issues from poor communication.
If your team is looking for ways to improve information flow and keep other team members in the loop, here are 4 strategies to try.
#1: Regularly Schedule Emails
Many teams receive plenty of mundane project-related emails intended to keep them informed about project updates as situations happen. When one team member completes a pivotal milestone or a new major client signs up, an email is generated to disseminate this news. However, sometimes generating emails on an as-needed basis means smaller (but still important) updates miss out.
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Regularly scheduled emails that provide status updates on either a daily or weekly basis can be beneficial for keeping your team informed. First, your team will learn to expect the update. Second, in an effort to generate content for the update, smaller milestones will be recognized and further motivate your team.
#2: Use Tools like Yammer or SharePoint
If you’re opposed to sending out yet another email to keep your team in the loop, consider using Yammer or SharePoint.
These applications allow employees to create social profiles, have informal discussions, and share information through their feeds. This is a great choice for teams looking for ways to structure informal conversations and to keep each other informed throughout the day. It can also help foster a sense of community within the team, which can lead to better working relationships.
#3: Hold Daily Mini-Meetings
In addition to more formal structured meetings, hosting 5-minute, daily mini-meetings or huddles can provide your team with a great way to stay in the loop. You can use this as an opportunity to motivate the team and celebrate small accomplishments to propel progress forward.
It’s easy to forget to celebrate small team victories such as completing a task before it was scheduled or maintaining a positive workplace. However, celebrating these small victories can be great for team motivation or morale.
Most teams love to be social and support each other. Small mini-meetings provide another opportunity for your team to be social without the longer time commitment and distraction of formal team meetings.
#4: Determine How Much Information Teams Need
For modern teams, it is easy to overshare. Many of us like to keep our friends and families informed with perhaps too much information on social media networks like Facebook. The same is true for project management. While teammates might be interested in hearing about an upcoming project, they may not need or want to know everything.
Before posting a status update or providing information in a meeting, evaluate the information you want to share. If the information is superfluous, consider providing only what’s needed. This strategy can reduce the number of updates sent to the team.
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