Adaptive Project Communication

The main objective of project communication is to ensure that the communication requirements are met and effective

. It is important to note that the requirements differ from one project to another. They also differ from one stakeholder to another. Therefore there is a need to keep project communication effective and also adapt to it.

Ways of communicating about your project, who is the audience and when is the right time form the basis of project communication management plan. It must address all the needs of project stakeholders and sponsors.

Nowadays, it is important to note that projection communication greatly relies on weekly reports and status meetings. Status reports can either be in person or done remotely by use of conference calls. It is possible that not all stakeholders that have time for the weekly reports or conference calls but can be receptive to other ways of providing and receiving information. The following are some of the project communications that can be used to achieve project success:

Written and oral. These methods call for effective skills in speaking and listening. This method is quite important in disseminating information but depends on the message and the recipients.

Internal communication and external communication. Internal involves any communication within the project and the external means outside the project and includes communication with the media, the customer, and the public.

Formal and informal reports. Formal reports include briefings, reports, presentations and documents. The informal reports include emails, memorandums, instant messages, facial expressions, body language, and ad hoc conversations. They play an important role in disseminating information across all the management levels.

Vertical and horizontal communication. Vertical communication occurs when information must be passed down and up in an organization. The horizontal of communication occurs among the peers.

All the above methods used in project communication are important and have their place in any project to be undertaken. It is a good idea to use all the above methods in order to adapt the ways used in communicating the project information to the entire team, stakeholders and sponsors.

A good project communication plan should be able to define all the methods and attributes that you need to utilize and also help in driving the project. It is a good idea to test or the methods above and if one of them is not working or it is not effective, there is a need to adapt (change) it and use an updated version of your project communication plan such that every person is aware of any change that has occurred.

It is the role of project communication manager to ensure that all the information that is being distributed is not only comprehensive but also as complete as possible. Having a project communication plan that is well-adapted but is not fully complete then it is still worthless.

Communication in a business environment is quite important as it marks the start of success in the various projects undertaken. Getting a good internal communication application for a business is the best solution.

by: Abel Nyarangi

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