Communication will play an intricate role in a project as a well-seasoned project manager will spend over 90% of their time communicating with the team, upper management, the sponsor, vendors, consultants, and other stakeholders. Many information technology project managers come from senior technical positions.
What can you do to help them transition into a project management role and become a well-rounded communicator?
Consider what the major processes are involved in managing project communication.
Describe the "walk-through" process. What roles need to be performed during a walk-through?
Plan a project team meeting and write a memo that clearly defines the purpose of the meeting, identifies participants, and outlines the meeting agenda.
Full Answer Section
- Writing skills: Offer workshops on writing concise emails, reports, and meeting agendas.
- Presentation skills: Train on structuring presentations, using visuals effectively, and handling Q&A sessions confidently.
2. Communication Process Management:
- Develop a communication plan: Define communication channels, frequency, and target audiences for stakeholders.
- Utilize communication tools: Encourage efficient use of project management software, collaboration platforms, and communication channels like email and instant messaging.
- Practice effective conflict resolution: Train on active listening, empathy, and assertive communication to navigate disagreements constructively.
- Promote transparency and open communication: Create a culture where team members feel comfortable sharing concerns and asking questions.
3. The Walkthrough Process:
The walkthrough is a crucial communication tool for project managers, allowing stakeholders to visualize project progress and identify potential issues early on.
Roles:
- Project Manager: Facilitates the walkthrough, guiding participants through key aspects of the project.
- Team Members: Present their work and answer questions from stakeholders.
- Stakeholders: Provide feedback, ask questions, and offer suggestions for improvement.
Walkthrough Steps:
- Preparation: Define the purpose, scope, and audience for the walkthrough.
- Presentation: Team members showcase their work using visuals, demonstrations, or prototypes.
- Discussion: Encourage open dialogue, address concerns, and brainstorm solutions.
- Documentation: Capture key takeaways, action items, and decisions made during the walkthrough.
4. Planning a Project Team Meeting:
Sample Memo:
To: Project Team Members
From: [Your Name], Project Manager
Date: October 26, 2023
Subject: Project Team Meeting: Discussing Phase 2 Development
Purpose: This meeting aims to discuss the development plan for Phase 2 of the [Project Name] project. We will collaboratively determine tasks, timelines, and resource allocation for the upcoming phase.
Participants: All project team members, including developers, designers, testers, and marketing representatives.
Agenda:
- Welcome and Introductions (5 minutes)
- Phase 1 Review (10 minutes)
- Phase 2 Development Plan (30 minutes)
- Discussing key features and functionalities
- Defining tasks and responsibilities
- Establishing timelines and milestones
- Identifying resource needs
- Risk Assessment and Mitigation Strategies (15 minutes)
- Open Discussion and Q&A (10 minutes)
- Next Steps and Action Items (5 minutes)
Sample Answer
Transitioning from a technical role to project management can be exciting, but the shift towards communication as a primary focus can feel daunting. To help your tech-savvy PMs become well-rounded communicators, consider these strategies:
1. Communication Skills Training:
- Active listening: Encourage attentive listening, clarifying questions, and summarizing key points to demonstrate understanding.
- Clear and concise communication: Advocate for plain language, avoiding technical jargon and focusing on delivering the message effectively.