How to avoid miscommunication – Unusual league

Don’t forget your “other” stakeholders

Ensuring that there is no miscommunication with project stakeholders is as important as avoiding miscommunication with your project team. Since project managers work with the additional responsibilities of managing a remote team, it’s easy to forget other stakeholders who may become “out of sight, out of mind.”

To avoid this, project managers must make extra efforts to stay connected with all parties, including clients, executives and clients. The complication is that each of them will need to communicate separately. “What works best for us doesn’t work best for our stakeholders. We all absorb information differently,” wrote Gina Abudi, managing consultant and author of “Implementing Positive Organizational Change.”

To ensure proper communication with everyone, include them in your communication plan. Determine how often they want or need to update on project progress and set a schedule for communication. It is also important to identify the information they need and the best ways to share that information with them.

The most important thing is to avoid miscommunication with them, do not treat them thoughtfully, writes Grace Windsor at Brightwork, a provider of SharePoint projects and portfolio management solutions. Be sure to include them in your communication plan from the beginning so you can keep them informed and prevent problems along the way.

Make sure you have the right tools for communication

Having the right tools to communicate clearly across a project is essential, especially when conducting remote teams. Both project management tools and communication tools are needed to ensure consistent and clear communication.

When it comes to managing tasks and processes, using spreadsheets and email will not be enough to prevent miscommunication, writes the team at software and services company Coreworx. Automated workflows and project management software are essential for giving everyone access to real-time project information so that nothing is missed or misinterpreted when sharing.

Also, Harry Hall, founder of Project Risk Coach, writes that one or two communication tools will not be enough to prevent miscommunication in a remote project team. Project managers need to employ a variety of tools, including email, video conferencing, newsletters, and instant messaging. Some or all of these are required to ensure that all team members and stakeholders receive accurate information in a timely manner.

Miscommunication can lead to collapse of any project. That risk is higher for remote teams who have to work across time and distance to share information and collaborate. By planning ahead and making a concerted effort to focus on communication, project managers are better prepared to avoid disasters and lead their delivered project teams to successful project delivery.

Photo: beer5020 / © 123RF.com, Ivan Kruk / © 123RF.com, Roman Samborskyi / © 123RF.com

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