Adela TataruSenior Project Manager| Self EmployedVancouver, British Columbia, Canada
In my experience I have learned that communication problems have some of the following root causes (not in a particular order and incomplete):
- Unclear communication guidelines and process
What channel(s) are used ? Who is to be contacted and when? What is the adapted format?
If there are no organization rules, the team must decide together what are the different options. You do not have to cover every situation but have a common governance will help enhancing the exchanges.
- Unregular exchanges with team members and no instance where everyone can express themselves
If there is no instance where all team members can share their questions or exchange on the work that is being done or give a status concerning their projects etc, then definitely the information each team member will have will be partial and not always correct. It will also indicate that members do not have any say in how the team works or on any decisions impacting them.
Try to have team meetings or standup meetings on a regular basis where everyone can share freely
- Lack of transparency due to political strategies
Communication is also difficult when there are political games going on and the choice of communicating to part of the team only on certain subjects that should have been shared with everyone (for example changes in the project scope or planning) will definitely have a bad impact on the team exchanges. This usually creates silos and discontentment and creates a toxic environment for teams.
You cannot always share everything with everyone in a team because sometimes you will be dealing with sensitive information, but make sure to keep up to date all persons that need to have the information so that they can correctly do their work. If you build a house and mid-project you decide to change the materials but you do not inform the architect of this, do not expect to maintain the same quality standards as initially defined.
- Bad Management
If managers expect for the team members to do all the communication without their implication in the process and then blame their teams for not receiving the complete information then of course no one will want to work on that aspect. Management is the driver for change and if it gives the bad example, then that example will be followed.
- Lack of training
Simply put, sometimes people need to be trained in communication techniques and tools. It is not something that everyone is comfortable with and knows how to do from the start.
If you notice that your team struggles, maybe it is necessary to have a training session with the basics. This can be provided by the manager, someone in the Learning team (if the company has this department) or an external colleague that has experience with that. It can also be formal or informal depending on what is the best way your team learns.
These are just a few of my observations and in different organizations I did find myself having a mix of these issues when it comes to communication.
Sometimes a few simple steps can improve most of the communication in a team (think 80/20 rules) and you have to try different tactics until you can achieve results. Saving Changes...
Emilio Reyes-HernandezOwner| ER Projects & Engineering ConsultingNaples, Fl, United States
A clear description of the communications structure at the project definition stage is key to have communications swiftly flowing up and down, within your team and with external resources. For each communications type define: - Originator - Reviewer/Checker (if required) - Must receive - May receive - Should be informed - Must respond. - May respond Keeping a flowchart or communications matrix will be very helpful. Saving Changes...
NAVANEETHA KRISHNAN BALRAJManager Project Management Office| Saxon InfotechNew Market, MD, United States
Hi George, looking at your profile and experience, I assume you must have plenty of experience handling a team. In my opinion, if the key team members understand the RACI matrix and the role of each member, the communication must happen flawlessly. A good Scrum master will engage the team members and keep them motivated. Hope this helps! Saving Changes...
