Managing a project of any kind without proper communication is almost impossible to achieve. In the following memo, there would be a representation of the effect of feasible communication within project teams and why it is important in delivering a project with the help of reviews done for several peer reviewed journals.
Communication in all forms must be made transparently within the project teams. Especially, the concept of communication should be kept absolutely clear when it comes to the people who would be directly or indirectly associated with the project and would be affected by the outcomes of the project as well. These are the stakeholders of a project and can include both the clients and the organization serving the clients. However, it is not necessary to have a transparent conversation with every stakeholder involved within the project. This would make it difficult for the project progression as too much information shred can cause people to involve into the tasks they are not assigned to and this can cause delays in project timings. The primary requirement of having a proper communication approach is to have a priority list set for the stakeholders involved within the project to make sure that subtle and to-the-point information is shared to the associated stakeholders.
There are several attributes that should be kept in mind while prioritizing the stakeholders and they are the power of the stakeholders, the legitimacy of the stakeholders and the urgency and proximity of the stakeholders. The shared information and communication approach should also depend upon the hierarchy and involvement of the stakeholders of the project. This is where an effective communication plan is based upon and this basic strategy ensures the entire communication plan devised for the entire project. However, the base of any communication plan is formed by the establishment of trust in the entire team and the success of the project.
An effective communication plan is determined by the key planners and establishment of the purpose of the communication. The people involved within the project also needs to make sure that the project has realistic goals in every stage of the project and this is why the outcome and specific goals also needs to be shared with them through effective communication plan. As a part of a feasible and effective project management plan, the communication plan is also devised to find out or rather plan out the extent of involvement for every person within the project team. As a part of this communication plan itself, the stakeholders should be provided with the feedback plan that would help the management team in finding out whether the communication plan is being feasible or understandable for them in chalking out their roles and responsibility within the project team or not.
Project Management is not just about the used and implemented strategies and tools implied for the completion of a project within the given budget and time but it is necessary that the people involved within the project team should also be given proper priority as well. This is why an effective management communication is necessary to make sure that proper information is passed on to every involved stakeholder of the project.
The basic skills that are required for a proper project communication plan can be listed as follows:
- Listening: The effective project managers do not just talk and order but also possess the capability of listening to others as well, which forms the base of an effective management communication.
- Emphasizing speed less than efficiency:The communication plan should make sure that the communication and sharing information is effective and people have understood the shared information totally.
- Provision of asking question:Effective communication plan in project management begins with the stakeholders provided the gap to ask questions as well.
- Looping all the stakeholders:A proper management approach is to keep all the stakeholders in loop of the shared information with respect to their levels of involvement.
In conclusion, it can be said that effective communication management is utmost necessary in any project and it should be maintained throughout the project progression; even before and after the project is put into action. The layer of requirements that are included in a project from both the aspects of a client and the assigned organization is huge and it is impossible to continue with a project without proper communication within the project team. There is utmost importance of a proper management of communication within every stakeholder of a project team and based on their levels of hierarchy, the communication plan should be devised beforehand by the project managers.
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