Monday, June 24, 2019

Adopting an effective communication management is crucial to the success of any organization. In fact, it can be considered as the foundational element that becomes the building block of all the functions of the business. A project manager should learn the basics of delivering the message down the line to ensure there’s no room for confusion in all stages of the project delivery—conceptualizing, planning, organizing, testing, and implementing.

A project manager can be a good leader only if he or she develops good communication skills. Otherwise, they will have a hard time rallying the troops and keeping them motivated when the business hits a roadblock.

In fact, employees who have good communication skills might not be able to master the technical aspects of their jobs but they are likely to move up quickly in the corporate ladder compared to those who would rather remain silent and let their work speak for themselves. The problem with that mindset, however, is that in a large organization your output tends to get lost in the bureaucracy. Somewhere out there, somebody is getting credit for the work that you completed.

Now, you can be the best project manager in the world but you will be hampered by your inability to assemble the team and make sure the right message is relayed to the proper channel. In fact, it’s probably a misnomer to call you the best project manager when you don’t possess a major prerequisite for a good leader—the ability to explain complex problems in simple terms so the team can find the ideal solution.

Employees can get away with being silent as they stick to their corner within the business environment and just focus on delivering quality output. Once they are elevated to assume supervisory positions, the dynamic drastically changes. Leaders have to possess effective communication skills because they take on the additional responsibility of motivating the employees, lifting their morale, and ensure seamless teamwork. In most cases, a leader assumes many roles.

He could be a firefighter to douse water into a heated argument, a peacemaker to ease the office tension, a cheerleader to root for the employees when they feel frustrated, and a general to rally the troops to battle. He can’t possibly do all that without mastering the art of written and oral communication, as well as the verbal and non-verbal skills.

Here are four ways on how effective communication management can help your organization:

1. Keeping the harmony in the office

A business is made up of individuals who have their own different personalities, temperament, goals, and priorities. Because they are composed of distinct characteristics, a clash of ego is unavoidable. There are so many reasons for a frustrated employee, among these are:

  • They feel their talents are not recognized enough
  • They think that they are bypassed in a promotion and somebody undeserving got their place
  • They think they are not paid enough for the work that they do
  • They are not clear about their status in the organization
  • They don’t have a professional relationship with their immediate project manager
  • They feel that they are not able to communicate their ideas that could have helped the business
  • They feel that their career is not progressing quickly enough
  • They feel nobody listens to them

Frustrated employees are very dangerous because they become cynical and turn in mediocre work. They also tend to become more passive-aggressive and can become the source of tension in the office.

If the project managers have very good communication skills, they can nip the problem in the bud even before it gets worst. What makes somebody a good communicator is the ability to listen, and this will encourage workers to speak out their minds more.

The most successful businesses are composed of individuals with diverse backgrounds. However, they remain true to their goal and they buy in into the company’s mission and vision. You could theoretically impose homogeneity in the office but what would be the fun in that?

2. Boost Productivity

When everybody knows the targets and directives, there’s less chance of veering off course. The leader who knows effective communication management will lay down the parameters, set the daily tasks, establish the timelines, and assign the roles of each member of the team so workers know what is expected of them.

There’s really no excuse today for the leaders still failing to relay the message through the different teams. They can make use of chats, video conferencing, phone calls, text messaging, emails, and even the old-fashioned summons to the office. When the staff knows their assignments, the profit margins, the progress of the project, as well as their specific contributions to the success of the project, they are more motivated to work. Meanwhile, misinterpretation of the directive will cause unnecessary delay in the project delivery.

As an added offshoot of effective communication management is the savings on cost. The business can reduce the amount of wastage in terms of time and resources because employees misinterpreted the directives, misheard the orders, and misunderstood the schedules.

3. Better Problem-Solving Techniques

An organization with an effective communication management will mean teams with superior problem-solving techniques. Employees who may encounter a roadblock in the implementation of the project will naturally turn to the superior for advice. The next step, therefore, is to solicit recommendations on how to best address the issue.

An organization with an effective communication management will mean teams with superior problem-solving techniques. Employees who may encounter a roadblock in the implementation of the project will naturally turn to the superior for advice. The next step, therefore, is to solicit recommendations on how to best address the issue.

Despite the misconception, a leader with a good communication skill, however, knows his limitations. Each project manager has his own sets of expertise. Somebody whose background is in IT won’t be expected to be proficient when it comes to marketing and sales. The worst personality trait for a project manager can do is to assume he knows everything on the account of his position in the company.

An added benefit of this is you develop the self-confidence of the team. Each of the team members knows that their opinions are valued and that will only help make them a better employee in the future. In the end, it’s the company that will benefit once the human resource is developed.

4. Improved Customer Service

Ultimately, however, your organization will be able to deliver consistent customer satisfaction. Good customer service anchored in effective communication management will allow you to gain an edge over your competition. For instance, imagine two companies offering similar products. One has excellent customer service while the other one consistently ignores customer complaints and feedbacks. Which of them do you think will earn the loyalty of their clients?

When you advocate for honest communication within personnel and departments, it will change the culture of your organization from one that is insular in the way it treats information to one that is very transparent.

This will reflect in everything that you do. Customers always know when they are being lied to. Because your employees now know that their voices matter, they are more likely to pay it forward by also making sure that the customers’ voices are also heard.

Other Ways Effective Communication Management Can Bring Value to Your Business

This article only mentioned four but there are actually a myriad number of ways that a good communication will benefit your organization.

For instance, companies with employees who belong to different generations will likely encounter some tensions just because they belong to different eras. The older set tends to be more resistant to any change in the workplace. The younger generation tends to be more ambitious but Millennials also tend to lack focus. The project manager must make sure the wheel is constantly moving and that means each spoke is functioning properly.

What are the crucial communication skills that project managers should have?

  • They should know how to listen
  • They should know how to read non-verbal cues
  • They should know how to maintain eye contact when they speak
  • They should be assertive and firm
  • They should speak clearly or write legibly
  • They should learn to accept a differing viewpoint even if it clashes with their own beliefs.
  • They should be the most positive person in the room
  • They should be confident of their abilities to lead
  • They should also be self-aware about how other employees perceive them self-confidence

Effective communication management also means taking the time to learn the names and backgrounds of the employees. There’s nothing like the feeling that your boss cared enough to try to know you personally. But there’s another reason for this, as well. Knowing the temperament of your team members will provide you with the blueprint on how to motivate them better. Some people need to be shouted at to spur them into action. Others want a more subtle approach as they respond better to words of encouragement. You should be able to don on many hats as you try to navigate the different personalities of your team members. Sometimes it’s not about the message itself but how you say it is what’s important.