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