Effective Communication in Virtual Project Management

Written by: Annie Hudson, WISE Project Management Lead

Project management requires many skills, to be successful one should master the art of communication. Successful communication will make your clients happy and projects more efficient.

 

Many of the organizations I’ve worked for (or have been affiliated with) have emphasized the importance of effective communication. Sure, I agree with that sentiment, but…

What does effective communication look like and how does that translate into the world of virtual work?

I lead the project management team at WISE, and communication is a huge part of my job. Daily, I take part in several different types of communication: formal and informal, top down, bottom up, and client facing. I estimate that I write over 50 emails a day and have at least 3 meetings.

I learn something new every day; how I could have, would have, or should have communicated a point more effectively.

I keep a notebook and jot down tips of how I can continue to improve my methods of communication.

 

Annie’s Communication Tips:

  1. Read your emails out loud. Before you push “send” on your email, read it out loud. You’ll find grammatical and spelling errors you didn’t catch previously.
  2. Step Away – If you receive an email that elicits an emotional response, step away. If you respond immediately, your response may be fueled with emotion rather then facts.
  3. Tone of voice. Pay careful attention to your tone. Nobody wants to work in an environment where they’re being “barked at” all of the time. Follow the golden rule and speak to others how you would like to be spoken to.
  4. Mind your manners. Manners go a long way; use please and thank you.
  5. Check for errors. Grammarly.com is a great resource for checking grammar and spelling; Google Chrome even has an extension for it!
  6. Use exclamation sparingly. Beware of the exclamation mark; it conveys strong feelings or high volume. Unless your entire email is celebratory, then use it sparingly.
  7. Listen. When someone comes to you a problem or for advice, listen. Don’t talk over them, don’t give unsolicited advice, and don’t interrupt them. Remain quiet and give them space and respect to talk through their issues. Often times you’ll find that the person already knows the answer, but needs a trusted colleague to talk it through.

 

Everyone has his or her own communication styles and it is important to stay true to who you are. Reflecting on your style of communication and making just a few adjustments could make the world of a difference!

 

Want to work with a team of strong communicators? Schedule a discovery call with us today! WISE is a one-stop shop for all your project needs.