Communication in Planning Phase

communication in planning phase

Effective communication in the planning phase is important for the success of any project. Essentially, the key is to ensure that all team members are aware of what is happening and how their tasks align with the project’s objectives. Therefore, the project manager plays a central role in facilitating communication. Further, effective communication requires the project manager to engage with all stakeholders and team members using different communication channels. Hence, developing a comprehensive communication plan for the duration of the project is essential. Ultimately, good communication results in a more streamlined project, better outcomes, and a positive team culture.

Tips For Effective Communication

  1. Recognize and understand individual differences:

    • Do not make assumptions about your audience’s backgrounds, identities, or experiences.
    • Be mindful of your own biases.
    • Use appropriate, professional, and neutral language.
  2. Brainstorm and craft the appropriate message:

    Communicate the right message by thinking about your intended audience. With whom are you communicating? In your communications, always be clear about your reasons for reaching out:
    • What channels can your audience use to contact you or the team?
    • Are you conveying information?
    • Are you asking for input?
    • Are you clarifying an issue?
    • Are you resolving a problem?
    Some team members may require detailed information, while others may only need an overview of the situation. No matter who your audience is, you should be sure to identify the purpose of the message, state the information or request clearly and concisely, and stay on topic.
  3. Deliver your message:

    As you craft your message, think about which methods are available and appropriate for communicating with various members of your team, whether that is in person, in a conference, over the phone, via email, or in a meeting. Choosing the right method is especially important if you have team members or stakeholders in different regions and time zones. Also, be sure to:
    • Avoid including any sensitive or potentially private information.
    • Assume everyone at the company will receive the communication.
  4. Obtain feedback and incorporate that feedback going forward

    Communication does not end when you deliver your message, so be sure to follow up with your audience by:
    • Checking to make sure your message was clear.
    • Asking them for feedback.
    • Encouraging open communication.
    • Responding to questions quickly.
    In this final step, you will obtain feedback from your audience to ensure that your message was received as you intended.

How to Create an Effective Communication Plan

  1. Identify the project stakeholders:

    Project team members, customers, vendors, and all others are stakeholders, and the project’s outcome impacts them. Therefore, it is essential for a project manager to understand their communication needs.

  2. Determine the communication objectives:

    Next, you should clearly establish the purpose of the communication. In addition, the frequency of communication and the information are also important.

  3. Decide on communication channels:

    This could include email, phone calls, team meetings, progress and status reports, or project management software. Each stakeholder will prefer different ways of communication. Therefore, it is essential to choose communication channels that are accessible to all stakeholders.

  4. Set a communication schedule:

    The final step is to set a communication schedule for the project. This involves defining the frequency of communication, the timing of communication, and the deadlines for deliverables. All stakeholders are kept informed as the project progresses.  Therefore, it is important to adhere to the communication schedule.

Example communication plan in the planning phase:

communication in the planning phase
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