Start with the Background
Before effective communications can start, you should have a clear picture of what exactly it is that you’re communicating. By describing the project landscape, so to speak, you know what your parameters are, and it’ll help you get buy-in from the stakeholders and your team.
Start with a project vision and its objectives. What are they? Jot them down. This is the loadstar you’ll follow throughout your project, so you want to have them clearly defined from the start and remind people throughout the project the importance of this mission.
Next, you must assign an owner to the communication process. If you have too many
people responsible for communications, then your message is scattered and less effective. Pick that person and provide them with the right tool or tools, such as chat, email, text, etc.
You’re also going to need a review method in place to monitor the effectiveness of your communications. This way, if your metrics show that you’re not getting a message across to those who need to hear it, you can tweak the process before it negatively impacts the whole project.
And you’re going to want to record the measurement process after you close out the project. Now you have a record of how well your communication plan worked and where it fell short, so you can address those issues when developing a communication plan for your next project.
Analyze the Situation
What are strengths and weakness in your plan? You might have a team that is very tightknit and communicates easily. But maybe stakeholders are not happy with the method you’ve chosen to communicate the project’s progress with them?
These strengths and weaknesses are not etched in stone. They can be springboards of opportunity, and you should use them as such. Now you have a chance to improve your communications. Be aware of all strengths, weaknesses, opportunities and even threats to your communication process, and record them all.
Make the right plan.
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