Autor: Cristian Sánchez

In another article entitled 'The Role of the Project Manager in an Organization', we mentioned that project management is a complex process that requires coordination, organization, planning, and precise execution to achieve desired objectives. However, it should be emphasized that one of the most critical aspects is effective communication. In this article, we will explore the importance of clear and transparent communication in project management. 

From requirement gathering and analysis, through development or execution phases, testing, and deployment, everything relies on communication. It is essential to listen and make oneself understood by the people directly and indirectly involved in the project. For this, it is necessary to consider who the message is addressed to, what roles they have, what they are interested in knowing about the project, the medium through which the message is sent, and the objective or purpose of this message. For this purpose, the following aspects can be considered:

Identification of Stakeholders:

When conducting project management, it's essential to identify all involved stakeholders. This includes members of the development team, clients, users, sponsors, and even governmental entities that regulate the final project deliverable, among other parties affected by the project. Once we have knowledge about who the stakeholders are and what their needs and expectations are, we can adapt our communication and way of expressing ourselves to address their concerns effectively.

Establishment of Communication Channels:

Once stakeholders have been identified, it's crucial to establish clear communication channels. In our case, we use emails for more formal matters, schedule meetings to track project development and clarify specific doubts, send summaries of meetings via chat or email (if necessary). Internally, project management tools like Azure DevOps, GitHub, or instant messaging systems like Microsoft Teams can be used. Once these communication channels are established, everything becomes easier, from assigning tasks to team members, sprint planning meetings, daily stand-ups, understanding meetings, release announcements, user testing, bug fixes, among others.

​By providing these communication channels and knowing our intended recipient well, we can deliver the message as clearly as possible and ensure that information is effectively conveyed.

Clarity and Transparency:

As mentioned earlier, effective communication is based on clarity and transparency. It's essential to share relevant information in a timely manner and avoid ambiguities that may lead to misunderstandings. For this, I recommend using questions. If we understand what we want to ask, say, or inquire about, it will be easier for the recipient to understand. For example, before sending a message, one should ask oneself:

• What do I want to ask/say? 
• Why do I want to know this? What will I achieve with this? 
• Why do I need this information? What will I respond to with this?
• When should I ask? When do I need the answer?
  

• Through what means should I ask? Through what means do I need them to respond?
• Who can help me resolve this doubt? / To whom should I communicate this information?

By keeping everyone informed about the project's progress and significant changes, we can foster and increase trust and commitment among stakeholders.

Active Listening:

Effective communication also involves practicing active listening. This means being open to the opinions and concerns of team members and other stakeholders. These should be taken into account and responded to appropriately. If an environment where feedback is valued is encouraged, we can address issues more quickly and work together to find solutions, avoiding or reducing future conflicts or difficulties.

Message Adaptation:

It is essential to adapt the message according to the person or persons it is directed to. Everyone is different, and understanding of the message is influenced by each one's character, personality, as well as their different communication needs and preferences. By tailoring our message to the audience, we can ensure clear understanding and increased participation in the project.

Conflict Management:

Effective communication is the result of using two significant personal skills: assertive communication and empathy, as mentioned by the Universidad San Buenaventura de Medellín: "Assertive communication is based on a positive personal attitude when relating to others and consists of expressing opinions and evaluations, avoiding disqualifications, reproaches, and confrontations. It is one of the most suitable ways for interaction and communication between people, optimizing our relationships. It is not only about saying what we think and how we say it; it is also about understanding my needs, those of others (empathy), being responsible for my emotions, and connecting with others." 

However, conflicts are something that will always arise in a teamwork environment, among stakeholders, among leaders, and among any group of people. Therefore, conflicts must be handled constructively. By fostering an environment where any conflict or problem can be openly addressed, we can find collaborative solutions that benefit the project as a whole.

Follow-up and Feedback:

These two activities allow for an overview of the current project status, providing information on what is being done, how well it is being done, and what can be improved. They are complementary and help make timely decisions for team members and other stakeholders to improve team performance or the resources used to achieve the project's goal. This allows everyone to be informed about the project's status and next steps, helping to maintain a high level of commitment and ensuring project success.

Conclusion:

The success of a project undoubtedly lies in communication. Everything depends on it, so it is essential to acquire and refine active listening skills, assertive communication, effective communication, empathy when expressing oneself, as well as being clear, concise with the things that need to be communicated, and at the right time. By following up on activities, socializing them, and keeping stakeholders properly informed according to their roles, through agreed communication channels and providing them with the information they request.

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