• Stephen Stofanak

Can You Overcommunicate Your Project?

Updated: Aug 4, 2021

When it comes to projects you can almost never over communicate.


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  • Projects create change, communicating what will change and what won't change is critical.

  • Reduce surprises, expand involvement, commitment, and support for the change by communicating often.

  • Communicating change is like planting a garden. Plant seeds into a receptive environment, nurture the seeds, and appreciate the time delay.

  • Communicate formally and informally

  • There are two main categories to communicate, the project work and the solution.

  • Project communication includes the project work i.e. what's the work, who's doing the work, when will the work start and end, i.e. status.

  • Project status is about work, schedule, budget, teams, and resources.

  • Solution communication includes what will change, how will we use the project's deliverables, and what are the new processes, tools, behaviors.

  • What are the key messages that need to be communicated?

  • What are the intended actions or behaviors of each communication?

  • Who needs to receive specific communications, who's the target audience?

  • Why do they need the information?

  • When do they need to receive the communications?

  • How will the communications be delivered?

  • What triggers do we need to be aware of to initiate specific communications?

  • Where are the people located that need specific communications?

  • Does a formal communication plan need to be developed?

  • Is there an employee communication and or public relations requirement?

  • Will customers and/or other external groups need specific communication?

  • Who is the communications contact when the project leader is not available?

  • Projects create change, identify who needs to be aware of the change, i.e. who's the target audience?

  • If the communication requirements were previously defined then review the requirements & Identify any changes that may have occurred since developing the initial requirements and how those changes may impact communication.

  • Determine formal and informal communication.

  • Recognize that very often the most effective communication is informal

  • Communicate, communicate, communicate