Overview
I encourage PMs looking to improve their communication abilities to consider Toastmasters or other communications development opportunities (e.g., public speaking). Falling short of these crucial skills is no minor problem in a career where communicating can take up to 90% of your time. In fact, poor communication is a primary factor in 30% of failed projects, according to PMI’s 2016 Pulse of the Profession: The High Cost of Low Performance.
PMs must take initiative-taking steps to improve their skills and their projects. Lack of communication is a problem area that technology has done little to improve, an area where nature has left its mark so ingrained that the term human nature is used to excuse uncommunicative behavior. Because of the rapid advancements in technology, the need for effective communications among people is at a greater premium than ever before. Let’s look at the four ways you can advance your communication skills and become a better collaborator.
4 Ways to Advance Communication Skills and Become a Better Collaborator
- Meet people (try to remember their names), respect them, and really listen. One of the key attributes of a good communicator is to be an effective listener. The person that can do this successfully will develop a greater degree of mutual respect, and trust among project participants. To increase the content of a conversation is paraphrasing what the speaker said to be sure you understand the point and stopping at intervals to review what you have understood up to that point. Also determine the speaker’s feelings (i.e., tone of voice and body language) and acknowledge them. Finally, many experts believe that the difference between good PMs and excellent PMs is their ability to nurture relationships, use empathic listening skills and showing appreciation.
- Exercise tolerance and be tactful. The tolerance that you extend (i.e., new employee that is learning) to others will also teach others to be tolerant when it’s called for by your actions. Most of us have been fortunate when tolerance was extended to us for making a mistake and were grateful for the response. Use tact in defining the problems of others. The perception of your approach to communicating the problem can turn the situation into a negative or positive. Show people you are willing to collaborate with them where appropriate, and that you really want to add value to the process or product. Tact is the art of making a point without making an enemy. -Howard W. Newton, American advertising executive
- Always stay in touch with everyone involved in your project. Be quick to assist and ask others for assistance. Give (e.g., praise or support) and ask for feedback. As members of a project willingly share their knowledge and experiences, the collective strength of the project increases, which creates a win-win outlook. Finally, one of the most important endeavors of a PM is to publicize the ongoing status (i.e., progress, issues, and changes) of your project in a timely manner which shows collaboration.
- Turn tough updates into something positive. This includes when you are wrong! Admit it without any delay. Admitting when you are wrong can change the mood from one of confrontation to cooperation. You gain respect when you are wrong and have the courage to admit it – tensions immediately ease. Another example is setting the stage for communicating bad news about your project without any delays. Bad news might seem like a major setback, but you should recommend steps to mitigate the problem by considering alternatives and making a recommendation based on your expertise. The goal is to put the bad news behind you quickly, learn from the experience, and move on. An amusing example of how to mitigate bad news is provided in the following letter from a college student to her parents. Variations of this letter can be found on many websites.
Dear Mom and Dad, or should I say Grandma & Grandpa
Yes, I am pregnant. No, I am not married yet since Larry, my boyfriend, is out of a job. Larry’s employers just don’t seem to appreciate the skills he has learned since he quit high school. Larry looks much younger than you, Dad, even though he is three years older. I’m quitting college and getting a job so we can get an apartment before the baby is born. I found a beautiful apartment above a 24-hour auto repair garage with good insulation, so the exhaust fumes and noise won’t bother us.
I am very happy, I thought you would be too.
Love, Ashley
PS: There is no Larry and I’m not pregnant. I’m not getting married. I’m not quitting school, but I am getting a “D” in Chemistry. I just wanted you to have some perspective.
Your feedback is always welcome here in the comments, and in the Community Discussion Forum!
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