{"id":377,"date":"2019-07-31T12:12:00","date_gmt":"2019-07-31T17:12:00","guid":{"rendered":"https:\/\/projectmanagementacademy.net\/resources\/?p=377"},"modified":"2022-09-01T12:57:51","modified_gmt":"2022-09-01T17:57:51","slug":"effective-project-team-communications","status":"publish","type":"post","link":"https:\/\/projectmanagementacademy.net\/resources\/blog\/effective-project-team-communications\/","title":{"rendered":"4 Components of Effective Project Team Communications"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\"><strong>Why is Communicating Effectively Important?<\/strong><\/h2>\n\n\n\n<p>You spend countless hours creating a Communications Plan for your stakeholders.&nbsp; You identify and prioritize them and create an extensive strategy regarding what, when, and how often you\u2019ll communicate with them.&nbsp; But what about your project team members?&nbsp; Do you know what Josh is working on, where Chrissy sees risk, and the fact Shannon hasn\u2019t been to work for a few days?&nbsp; The rigor you apply to project stakeholders should also be extended to the team.&nbsp; In fact, I\u2019ve found it is often more important to be thorough and strategic in communications planning and execution with team members than stakeholders outside the team.&nbsp; Remember, without effective project team communications, what are you going to communicate with the other stakeholders?&nbsp; Incorrect, incomplete, and possibly inappropriate messages?&nbsp;<\/p>\n\n\n\n<!--more-->\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-1 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p><strong>On this page:<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/effective-project-team-communications\/#audience\">1. Identify Your Audience<\/a><\/li><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/effective-project-team-communications\/#Hold-a-Successful-Kick-Off-Meeting\">2. Hold a Successful Kick-Off Meeting<\/a><\/li><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/effective-project-team-communications\/#Establish-a-Meeting-Frequency\">3. Establish a Meeting Frequency<\/a><\/li><li><a href=\"https:\/\/projectmanagementacademy.net\/resources\/blog\/effective-project-team-communications\/#Communication-Best-Practices\">4. Communication Best Practices<\/a><\/li><\/ul>\n<\/div>\n<\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div class=\"wp-block-columns has-background is-layout-flex wp-container-core-columns-is-layout-2 wp-block-columns-is-layout-flex\" style=\"background-color:#f3fbff\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:40%\">\n<div style=\"height:60px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-image\"><figure class=\"alignright size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"720\" height=\"600\" src=\"https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/01094754\/Emotional-Intelligence-Free-PDU-Course.jpg\" alt=\"Free Course on Emotional Intelligence\" class=\"wp-image-6604\" srcset=\"https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/01094754\/Emotional-Intelligence-Free-PDU-Course.jpg 720w, https:\/\/e360-media.s3.amazonaws.com\/2022\/09\/01094754\/Emotional-Intelligence-Free-PDU-Course-300x250.jpg 300w\" sizes=\"auto, (max-width: 720px) 100vw, 720px\" \/><\/figure><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:50%\">\n<div style=\"height:48px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<p><\/p>\n\n\n\n<p class=\"has-medium-font-size\" id=\"block-eef25254-e22e-41f6-826b-cab064e3d095\"><strong>Free Emotional Intelligence PDU<\/strong><\/p>\n\n\n\n<p id=\"block-14690051-2796-4b03-bcb7-95d54bd01fcd\"><em>Develop your Emotional Intelligence as well as your team members in this Free PDU Course!<\/em><\/p>\n\n\n\n\t\t\t\t\t<script>\n\t\t\t\t\t\thbspt.enqueueForm({\n\t\t\t\t\t\t\tportalId: 3294842,\n\t\t\t\t\t\t\tformId: \"9513deed-dab2-44ea-a7fb-33297ddc13b6\",\n\t\t\t\t\t\t\ttarget: \"#hbspt-form-1776465436000-3904304618\",\n\t\t\t\t\t\t\tregion: \"na1\",\n\t\t\t\t\t\t\t\n\t\t\t\t\t\t});\n\t\t\t\t\t<\/script>\n\t\t\t\t\t<div class=\"hbspt-form\" id=\"hbspt-form-1776465436000-3904304618\"><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\"><\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:10%\">\n<div style=\"height:100px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<\/div>\n<\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"audience\"><strong>1. Identify Your Audience<\/strong><\/h2>\n\n\n\n<p>When I\u2019m thinking about how to communicate with my project team, I use the same systematic and strategic planning I use with all other stakeholders.&nbsp; I think about who (prioritization of team members), how (methodology), when (frequency), what (the actual message), and why (my intention communicated in a manner that addresses their issues and concerns).&nbsp; I\u2019ll expand on each topic below, and then provide some tips and tricks I\u2019ve used throughout my project management career.<\/p>\n\n\n\n<p>Just as all stakeholders are not created equally, neither are project team members.&nbsp; Especially if you are leading a large multi-national project team. &nbsp;You must create a communications structure to reinforce consistent communications throughout the team.&nbsp; Structure your communications by having regular meetings with your project team leads.&nbsp; Then, request your project team leads meet with the team members who are supporting them.&nbsp; By doing this you\u2019re mentoring your team leads on how to effectively motivate and delegate tasks.&nbsp; If applicable, you may wish to have a team lead attend one of your meetings with your sponsor.&nbsp; This should be seen as recognition for an accomplishment and a reward for a contribution made.&nbsp; Don\u2019t require the team member to make a presentation (unless they want to, and it is part of their development plan).&nbsp; But it\u2019s a great way to help a team lead learn how to effectively communicate with a sponsor.<\/p>\n\n\n\n<p>Once you\u2019ve decided who you are going to meet with, the next thing to determine is how you\u2019ll meet with them.&nbsp; Given most communication is non-verbal, try to have your key communications meetings face-to-face.&nbsp; If everyone can\u2019t physically be in the same location, use the teleconferencing capabilities of your organization (or find a reliable one to begin using).&nbsp; If this isn\u2019t an option, utilize communications software with web camera capabilities.&nbsp; Finally, in the worst-case scenario, if you can\u2019t get the group together consistently, travel to meet with your team members.&nbsp;<strong>&nbsp;<\/strong><\/p>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div class=\"wp-block-group is-layout-flow wp-block-group-is-layout-flow\">\n<p class=\"has-text-align-center has-medium-font-size\"><strong>Studying for the PMP Exam?<\/strong><\/p>\n<\/div>\n\n\n\n<div class=\"wp-block-buttons is-horizontal is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-1 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button has-custom-width wp-block-button__width-100 is-style-fill\"><a class=\"wp-block-button__link has-white-color has-text-color has-background\" href=\"https:\/\/projectmanagementacademy.net\/free-pmp-questions\" style=\"border-radius:2px;background-color:#366194\" target=\"_blank\" rel=\"noreferrer noopener\">PMP Practice Questions<\/a><\/div>\n<\/div>\n\n\n\n<div style=\"height:8px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Hold-a-Successful-Kick-Off-Meeting\"><strong>2. Hold a Successful Kick-Off Meeting<\/strong><\/h2>\n\n\n\n<p>Probably the most important team meeting you\u2019ll have is your project kick-off meeting.&nbsp; Be sure to put it in the budget to make sure it is in-person.&nbsp; Plan activities away from the actual meeting so the team may start to bond.&nbsp; Any activity where they need to do something together, which isn\u2019t directly aligned with the project, is a good activity.&nbsp; The key is to get people working together for a common goal in an entertaining and enjoyable activity.&nbsp;<\/p>\n\n\n\n<p>During your kick-off meeting, facilitate a discussion to create a Team Charter.&nbsp; Include ground rules for effective communications and team meetings as part of your Team Charter. Align expectations to all the specifics regarding when and how the team will meet.&nbsp; Make sure part of your team meeting ground rules address agenda items (you should have one and publish it before the team meeting), note-taking, and action items. Your team meetings should culminate with notes being disseminated to team members, and they should become part of your project information and summarily lessons learned.&nbsp; I have found team meetings which focus on the project baselines, issues, risks, and recognition are the most useful.&nbsp; I typically ask for activity and deliverable statuses to be collected and documented before the meeting.&nbsp; The purpose of the meeting isn\u2019t to collect status reports, it\u2019s to understand how the project is progressing and make decisions regarding the next steps.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Establish-a-Meeting-Frequency\"><strong>3. Establish a Meeting Frequency<\/strong><\/h2>\n\n\n\n<p>How often should you meet with your team?&nbsp; Many project managers feel you can\u2019t meet often enough.&nbsp; I disagree and believe in \u201cquality\u201d over \u201cquantity.\u201d&nbsp; In my experience, I\u2019ve landed on bi-weekly project team lead meetings and monthly meetings with the entire team. I also think you should meet with your team leads individually on a bi-weekly basis as well.&nbsp; The cadence of meetings is dictated by the level of activity and complexity of the project and the phase you are in (earlier usually means more).&nbsp; The key thing to remember is to ensure when you meet, you meet with a purpose; an agenda needs to be disseminated, notes should be taken, action items are identified, and team members are held accountable.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Communication-Best-Practices\"><strong>4. Communication Best Practices<\/strong><\/h2>\n\n\n\n<p>Once you have the audience selected, the meetings scheduled, and the purpose defined, how can you optimize the communications experience for all the participants?&nbsp; Some key strategies to ensure effective communication with your team includes:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>Ask the right questions:<\/strong> Make sure you don\u2019t monopolize the conversation and get to understand \u201cwhat\u201d and, most importantly, \u201cwhy.\u201d If you\u2019re talking more than half the time, you\u2019re missing an opportunity to learn.&nbsp; Lyndon B. Johnson once said, \u201cyou can\u2019t learn while you are talking\u201d.&nbsp; This is very true for project managers.<\/li><li><strong>Listen with your eyes and ears:<\/strong> Communication is effectively useless if you don&#8217;t listen to and comprehend the responses you get regarding your message. Listening isn&#8217;t just using your ears to collect sounds. You need to understand the things being said to you in such a way you can form a coherent and knowledgeable response.<\/li><li><strong>Enthusiasm is important:<\/strong> When you are communicating, one of the easiest ways to get someone to respond to you in a positive manner is to be enthusiastic about what they are saying. No one is going to want to talk to you if you sigh, roll your eyes, or seem otherwise impatient or bored while they are trying to convey their information.<\/li><\/ul>\n\n\n\n<p><a href=\"https:\/\/www.northeastern.edu\/graduate\/blog\/communication-in-project-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">Project communications<\/a> is more than the manner, structure, and approach.\u00a0 It\u2019s about developing trust, and trust can only be nurtured through effective communication.\u00a0 The best project teams are the ones who trust each other.\u00a0 And trust must be earned, starting at the project kick-off meeting and extending throughout the lifetime of the project.\u00a0 It\u2019s said many projects fail due to poor communication. I contend projects fail due to a lack of trust created by inefficient, ineffective, or nonexistent communications.\u00a0 If you succeed in communicating with your team, you\u2019ll develop the trust needed to manage a successful project.\u00a0<\/p>\n\n\n\n<div style=\"height:45px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\">\n<p style=\"font-size:25px\"><strong>Upcoming PMP Certification Training &#8211; Live &amp; Online Classes<\/strong><\/p>\n\n\n\n<div class=\"wp-block-group\"><div class=\"wp-block-group__inner-container is-layout-flow wp-block-group-is-layout-flow\"><table class=\"table table-striped table-bordered table-responsive-sm font-md mt-5 mb-0 d-none d-md-table\"><tr><td>Name<\/td><td>Date<\/td><td>Place<\/td><td><\/td><\/tr><\/table>\n<\/div><\/div>\n\n\n\n<p><\/p>\n<\/div><\/div>\n\n\n\n<div style=\"height:45px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator is-style-wide\"\/>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Why is Communicating Effectively Important? You spend countless hours creating a Communications Plan for your stakeholders.&nbsp; You identify and prioritize them and create an extensive strategy regarding what, when, and how often you\u2019ll communicate with them.&nbsp; But what about your project team members?&nbsp; Do you know what Josh is working on, where Chrissy sees risk, [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":1713,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","theme-transparent-header-meta":"","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"default","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"categories":[4,11],"tags":[],"class_list":["post-377","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management","category-training-and-development"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>4 Components of Effective Project Team Communications - Project Management Academy Resources<\/title>\n<meta name=\"description\" content=\"You spend countless hours working on communicating with your stakeholders. 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