Chanukya RajagopalaDirector - IT Strategy - R & D| iPOCA Private LtdUnited Kingdom
Communication in a project lifecycle, according to me, is the heartbeat of the project, which keeps all the organs(stakeholders) connected towards the One Vision. Each piece of communication generates subsequent multiple responses, which generate multi-multi responses, and the mail trails are never ending. Somewhere in between all this communication, where a lot of documents could be included,a busy project stakeholder can easily miss a vital point, discussion, highlight, milestone, action point, decision, opinion etc etc, which could lead to Assumptions, which further leads to decisions made on assumptions. This is just one possible scenario.
So, How Much Communication is too much communication in a project lifecycle?
How does a project manager or stakeholder get through the "chaff" of information to extract the "grain" of the communication?
Can Communication Quantum be deemed as an Issue (or even a Risk) at start of a project?
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Communcation if communicated clearly and to the point should not be an issue at all. Effective communication is always essential and can't be quantified at all.
How much communication depends on the requirements, needs, and so on.
Here is why one should know the importance of Effective and Efficient communication.
Effective communication - information is provided in the right format, at the right time, to the right audience, and with the right impact.
Efficient communication - providing only the information that is needed.
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1 reply by Chanukya Rajagopala
Dec 19, 2016 2:55 AM
Chanukya Rajagopala
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Thank you for a quick reply Anupam.
Regards
Chanu
Saving Changes...
Thilo WackHead of Existing Product and Test Lab| optimedTholey-Hasborn, Germany
Communication always is an issue in a project, that's why you should develop a communication plan at the start of the project...Depending on the nature of the project and the needs of the stakeholders you can exactly define who needs/wants to see what, how they'll get the information, how the email chains you mentioned can be prevented (e.g. calling meetings for certain issues), that for certain stakeholders any important and urgent emails will always have their assistant in cc, whatever works for you, your team and the stakeholders.
As a side note: For any organizational development project that is meant to change the behavior of people and transform the organization, I really think there is no such thing as overcommunication.
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1 reply by Chanukya Rajagopala
Dec 19, 2016 2:57 AM
Chanukya Rajagopala
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Thilo,
Point noted regarding "over-communication". Thank you for taking time to reply to my query.
Regards
Chanu
Saving Changes...
saurabh mahajanPMP, ITIL, PRINCE2| vodafonePune, Maharashtra, India
Yes too much communication can become a problem, and people might get disoriented by this resulting in missing the important communication and further delays in decision making (if expected from them after getting the message) or providing vital input to the decision making.
so to keep it crisp :
1) always set expectation before initiating a communication. I case of sending mail make it clear what is intended from it.
2) request an acknowledgement for the message. this will help you know if the message was understood and avoid delays.
3) If it's a mail chain, then summarizing the entire mail chain (on every 3-4 mail loops)in one single mail (in continuation to the mail chain for all audiences) is good practice. this will save time to go through all the mail chain for everybody in the mail loop
4) try and use common platforms like internal social media for effective communication
5) meetings are best possible ways to avoid lengthy mails and arrive at conclusions quickly.
and many more such steps.
so if you message is not fetching intended results in quick time for required stakeholders then it is too much communication resulting in nothing. stop it right there.
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1 reply by Chanukya Rajagopala
Dec 19, 2016 2:58 AM
Chanukya Rajagopala
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Hi Saurabh,
Thanks for a decisive response.
Regards
Chanu
Saving Changes...
Chanukya RajagopalaDirector - IT Strategy - R & D| iPOCA Private LtdUnited Kingdom
Dec 18, 2016 7:38 PM
Replying to Rami Kaibni
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Communcation if communicated clearly and to the point should not be an issue at all. Effective communication is always essential and can't be quantified at all.
How much communication depends on the requirements, needs, and so on.
Thanks for your response Rami.
Regards,
Chanu Saving Changes...
Chanukya RajagopalaDirector - IT Strategy - R & D| iPOCA Private LtdUnited Kingdom
Dec 18, 2016 10:25 PM
Replying to Anupam
...
Here is why one should know the importance of Effective and Efficient communication.
Effective communication - information is provided in the right format, at the right time, to the right audience, and with the right impact.
Efficient communication - providing only the information that is needed.
Thank you for a quick reply Anupam.
Regards
Chanu Saving Changes...
Chanukya RajagopalaDirector - IT Strategy - R & D| iPOCA Private LtdUnited Kingdom
Dec 19, 2016 1:35 AM
Replying to Thilo Wack
...
Communication always is an issue in a project, that's why you should develop a communication plan at the start of the project...Depending on the nature of the project and the needs of the stakeholders you can exactly define who needs/wants to see what, how they'll get the information, how the email chains you mentioned can be prevented (e.g. calling meetings for certain issues), that for certain stakeholders any important and urgent emails will always have their assistant in cc, whatever works for you, your team and the stakeholders.
As a side note: For any organizational development project that is meant to change the behavior of people and transform the organization, I really think there is no such thing as overcommunication.
Thilo,
Point noted regarding "over-communication". Thank you for taking time to reply to my query.
Regards
Chanu Saving Changes...
Chanukya RajagopalaDirector - IT Strategy - R & D| iPOCA Private LtdUnited Kingdom
Dec 19, 2016 2:48 AM
Replying to saurabh mahajan
...
Yes too much communication can become a problem, and people might get disoriented by this resulting in missing the important communication and further delays in decision making (if expected from them after getting the message) or providing vital input to the decision making.
so to keep it crisp :
1) always set expectation before initiating a communication. I case of sending mail make it clear what is intended from it.
2) request an acknowledgement for the message. this will help you know if the message was understood and avoid delays.
3) If it's a mail chain, then summarizing the entire mail chain (on every 3-4 mail loops)in one single mail (in continuation to the mail chain for all audiences) is good practice. this will save time to go through all the mail chain for everybody in the mail loop
4) try and use common platforms like internal social media for effective communication
5) meetings are best possible ways to avoid lengthy mails and arrive at conclusions quickly.
and many more such steps.
so if you message is not fetching intended results in quick time for required stakeholders then it is too much communication resulting in nothing. stop it right there.
Hi Saurabh,
Thanks for a decisive response.
Regards
Chanu Saving Changes...
Drew CraigSr. Agile & Product Coach| VanguardPhiladelphia, Pa, United States
Great responses so far.
In addition, I have found centralizing communication to a project site on SharePoint via discussions helped to reduce email. You can subscribe various stakeholders to the threads, dependent on the level of communication that is required - each new post, daily, weekly. Easy to email a hyperlink to the communications as well, instead of disparate emails.
Ideally, all project information should be centralized; status, artifacts, conversations, etc.
Another way to help is by adding keywords to the subject line to help identify if informative, or requires action. Additionally, placing the most important sentence first, with the supporting paragraph after will help provide the reader with the necessary information right away.
Philippe SchulerSenior Instructor/Lecturer in Project/Program/Account PMO Management| Independant ConsultantLes Choux, France
For me we overcome the acceptable limit level of communication when we are no longer able to answer to all the phone calls. Here you are very close of the burn-out!!
To guarantee a right pace of formal communication you must first structure it in a communication plan and in a Governance Manual. Then stick to the agreed communication without any exception (even by limiting your unformal communication). Monitor and evaluate the documented communication and change it if necessary but stay structured. This will increase your leadership. Saving Changes...