7 Tools And Techniques For Manage Communication Process
In my previous article, I have talked about some of the inputs of manage communication process for projects. I want to talk about some of the tools and techniques for manage communication process for projects. Follow me as we are going to look at this together in this article.
Here are the tools and techniques…
#1 Communication Technology
Factors that influence the technology include whether the team is collocated, the confidentiality of any information that needs to be shared, resources available to the team members, and how the organisation’s culture influences the way in which meetings and discussions are normally conducted.
#2 Communication methods
The choice of communication methods should allow flexibility in the event that the membership of the stakeholder community changes of their needs and expectation changes.
#3 Communication skills
Communication techniques that can be used for this process include:
Communication competence: A combination of tailored communication skills that considers factors such as clarity of purpose in key messages, effective relationships and information sharing, and leadership behaviours.
Feedback: Feedback is information about reactions to communications, a deliverable, or a situation. Feedback supports interactive communication between the project manager, team and all other project stakeholders. Examples include coaching, mentoring, and negotiating.
Nonverbal: Examples of nonverbal communication include appropriate body language to transmit meaning through gestures, tone of voice, and facial expressions. Mirroring and eye contact are also important techniques.
The team members should be aware of how they are expressing themselves both through what they say and what they don’t say.
Presentations: A Presentation is the formal delivery of information and/or documentation. Clear and effective presentations of project information to relevant stakeholders can include Progress reports and information updates to stakeholders, background information to support decision making and general information about the project and its objectives, for the purpose of raising the profile of the work of the project and the team. It also covers the specific information aimed at increasing understanding and support of the work and objectives of the project.
Presentation will be successful when the content and delivery take the following into account: The audience, their expectations, and needs and the needs and objectives of the project and the project team.
#4 Project Management Information System
Project Management Information System can ensure that stakeholders can easily retrieve the information they need in a timely way. Project information is managed and distributed using variety tools including:
Electronic project management tools: Project management software, meeting and virtual office support software, web interfaces, specialized project portals and dashboards, and collaborative work management tools.
Electronic communication management: Email, fax, and voice mail; audio, video and web conferencing; and websites and web publishing.
Social media management: Websites and web publishing; and blogs and applications, which offers the opportunity to engage with stakeholders and form online communities.
Project reporting: Project reporting is the act of collecting and distributing project information. Project information is distributed to many groups of stakeholders and should be adapted to provide information at an appropriate level, format, and detail for each type of stakeholder.
The format may change from a single communication to more elaborate custom reports and presentations. Information may be prepared regularly and on an exception basis.
While work performance reports are the output of the Monitor and Control Project Work process, this process develops ad-hoc reports, project presentations, blogs and other types of communication about the project.
#5 Interpersonal and team skills
Interpersonal and team skills that can be used include:
Active listening: Techniques of active listening involve acknowledging, clarifying and confirming, understanding and removing barriers that adversely affect comprehension.
Conflict management: This has to do with the present that may arouse in the project of interaction among team members and stakeholders that are involved in the project.
Cultural awareness: There is also the need for you to consider the culture of the people around you as well as your team members. You have to make sure that this is seriously considered when you need to interact with the members of the community and other people that are involved in the project.
Meeting management: Meeting management is taking steps to ensure meetings meet their intended objectives effectively and efficiently. The following steps should be used for meeting planning:
- Prepare and distribute the agenda stating the objectives of the meeting.
- Ensure that the meetings start and finish at the published time.
- Ensure the appropriate participants are invited and attend.
- Stay on topic.
- Manage expectations, issues and conflicts during the meeting.
- Record all actions and those who have been allocated the responsibility for completing the action.
Networking is interacting with others to exchange information and develop contacts. Networks provide project managers and their teams with access to informal organizations to solve problems. Influence actions of their stakeholders, and increase stakeholder support for the work and outcomes of the project, this improves performance.
Political awareness: Political awareness assists the project manager in engaging stakeholders appropriately to maintain their support throughout the project.
Meeting support the actions defined in the communication strategy and communication plan.
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