(lively upbeat music)
- As a project manager,
you communicate with people
at all levels of organizations
from the customer and management team
to the people who do project work.
Communication isn't just telling someone something,
it's about getting a message across
so the other person understands it
and often does something with it.
Good communication skills
help you and your team get more
and better work done.
First, it's up to you
to get your point across.
Start by telling your audience
why your message is important.
That gets their attention
so they hear your message.
Second, get to the point.
That way, way you get through
even if your audience
has a short attention span
or your time is limited
to a three floor elevator ride.
Third, tailor your message to your audience.
In other words,
focus on what's relevant to your audience
and use terms they understand.
I managed a project
in which the client wanted a lot
and wanted it quickly.
The team was overworked and exhausted.
At meetings, management focused on
projected sales and revenue from the project.
Team members just slumped in their chairs
because all they heard was,
"We want you to do even more work."
When I talked to them,
I focused on how the project
would benefit the team.
The team perked up to this tailored message
and we made the project a success.
Fourth, be positive and proactive.
If you have to discuss a problem,
state the problem
and then your plan to handle it.
Here are some other tips
for improving communication.
Listening is as important as talking.
When you're the audience,
pay full attention
to the person talking to you.
No cell phones,
no text messages, no emails.
I know it's tough,
but it's worth practicing.
You'll get a lot more done.
Watch for unspoken communication.
In person, watch body language
and facial expressions.
On the phone, listen for intonations
in someone's voice.
Choose face-to-face meetings
for difficult, delicate
or crucial communication,
so you and your audience
can receive spoken
and unspoken messages.
Keep an open mind.
Conversation or meetings are a waste
if you aren't going to listen
to what other people say.
To improve understanding,
paraphrase what you've heard
or ask the other person to do that.
By putting the information
in your own words,
you demonstrate that you do understand
and you give the other person
a chance to correct you
if you misunderstood.
Finally, use email effectively.
It's fast and easy,
but it presents challenges too.
Like other communication,
take time to write a clear
and effective message.
It saves time and reduces
back and forth email volleys.
Use informative subject lines.
If you're asking for action
and you have a deadline,
include those in the subject.
Start with the point.
Start with what you want
and what's important
and then backfill with the detail.
A good email is like a newspaper article,
which presents key information
in the initial paragraphs.
Proofread your messages.
Spelling or editing mistakes
and grammatical errors
can radically change the meaning of a message.
Confirm that your emails arrive.
If you don't get a response,
follow up with another email,
call or visit.
Be careful with humor
because it doesn't work well in email.
Use humor only with people you know well
and let people know you're doing it.
Good communication is something
you have to work at constantly,
but by doing so,
you and your team
will work more effectively.
(lively upbeat music)