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Project Communications: The Only Right Way

To be a project leader you need to be able to take into account as many factors as possible, especially in the realm of communication style. Such factors include geographic location and cultural differences, etc. As Moira Alexander explains in an article for TechRepublic, doing so is imperative when deciding on an appropriate communication style to use.

Communication Factors

First, find what works for your audience. Take into consideration their needs and communication preferences. Ask questions like these:

Who is the message intended to reach? Is your audience internal or external? Who makes up your audience? Are they likely to be receptive or resistant?

Go even further to consider the amount of time needed for them to receive your message, decode it, and respond.

Second, consider your content’s nature and significance. Will you be providing too much information or not enough? Be transparent and consistent, and find a balance of information.

Third, keep in mind your tone of voice. Being professional and respectful is without a doubt a must. A project manager should never be disrespectful or condescending no matter who they are addressing, but it is okay to be firm when the scenario calls for it. All individuals deserve the right to be treated with equal respect regardless of their position or title. It is also important to keep in mind your tone when you are communicating through written messages, where taking things out of context is more likely to occur.

Fourth, context and delivery are key when sending or receiving messages. Pay close attention to how the message may be received and be vigilant of the context. Something as miniscule as a single word placed in the wrong order can alter the meaning of a message. First, seek to understand.

Fifth, take into consideration the timing of the message. Remember: Timing is everything. Consider how much time you have to deliver you message and how much time your audience has to digest it.

Lastly, consider the medium of the communication. Select the most appropriate medium for the message. Factors that need to be taken into consideration include purpose, nature, audience, timing, content sensitivity, the recipient’s communication preference, and message accessibility.

You can view the original article here: http://www.techrepublic.com/article/project-communications-what-works-what-doesnt/

About Melissa Colon

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Melissa is a staff writer for AITS, with a background in journalism. She has previously written for York Dispatch and York Daily Record.

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