How to Communicate Effectively?
Communication among people in an organization is very important. The imparting or exchanging information, expression of thoughts, feelings and sharing meaning plays a vital role in the success of a company.
In project communication management, the project manager becomes the link that transfers the message to the target audience. The flow of information may occur within or outside the organization. More so, this communication channel model may continuously flow upward, downward, or sideways and become limitless so long as the message has to be sent and received.
Feedback mechanism must be employed whether be it in face-to-face conversations or inter-department memos. The project manager has to ensure that the project team understood the instructions for a specific task and may provide comments or suggestions to improve the performance of the team.
Importance of a Communication Channel
One of the responsibilities of a project manager is to communicate the project plans, frameworks and possible changes to its project team. An effective transfer of information helps create a conducive working environment. Otherwise, if the employees are misinformed, they would feel neglected and will consider themselves as not part of the company which may lead to unproductivity in the workplace.
To avoid harm in achieving the project goals and manage it more efficiently, the project manager should make sure to communicate the expectations of the business to its project team. To add, the project manager needs to have the capacity not just to convey the message and the intended meaning, but also to be able to recognize the feelings and understanding of his/her people.
Types of Communication Channels
Communication channels may include the use of technology like the use of the entreprise social networking. Teams nowadays may use video conferencing, mobile, electronic mails and other means of communication to connect with others.
With an array of possible channels to be used, the project managers tend to find it difficult what communication channel to be employed, based on the fact that they cannot talk to the people in the organization one by one. To make this issue be resolved, communication channels are classified into formal, informal and unofficial.
- Formal Communication Channels
Formal communication channels are the transmission of information within the company that may come in form of letters, and memos to be posted in each department. Its goal is to provide a clear and definite information about the meetings to be held, reports and directions to achieve the ultimate goal of the company. It may also include business plans, survey sheets and employer’s manual.
- Informal Communication Channels
A very formal working environment may build pressure and awkwardness within the organization. The challenge the project managers have to take is to find balance in the communication channel through disrupting the chain of commands. Creating an informal communication channel helps build personal relationships between the project managers and teams. This informal communication may occur in canteens, hallways or even in training programs. The goal is to encourage the employees and project managers to mingle with one another and build rapport.
- Unofficial Communication Channel
These “grapevine” discussions build friendships outside of the workplace that may produce positive implications but may also give negative outcomes especially when false information has been given. While social gatherings may be encouraged within the organization, the project managers have to be privy of their personal information and remain confidentiality in such areas of their lives. If mishandled, exaggerated stories may cause spreading rumors and may circulate all throughout the company.
There are different types of communication channels that may exist in the workplace. It may be formal, informal or unofficial. Each type may be used in relation to the goals to be achieved. Hence, effective communication deepens relationships improve teamwork decision making and problem solving. It enables the managers to connect and transmit messages without creating conflicts or destroying trusts.
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