PMcrunch

As Project Managers and Leaders, we receive a tremendous number of project communications.  Much of this is “noise,” and can be a tremendous distraction if we do not manage it well.  If we do not set criteria to manage it ourselves, and to train others accordingly, this will all generate a stream of low-value meetings, emails, documents, and voicemails.  Hidden in all that noise is the information you need to assess, decide, act - and lead.  There is a clear need for ground rules - to be set by you, the project manager and team leader.

Useful data will remain elusive unless deliberate ground rules are set.  One way to determine what is useful is to collaborate creatively with your people to select “less-is-more” standards for communication, such as guidelines for having / attending project meetings and presentations, mandated pithy subject lines with clear next steps for emails, etc.

Here is a list of considerations for you and the team to consider as simple rules for thinking about this:

1. Can this information be delivered more efficiently, such as bundling it with other related info?
2. Is the meeting necessary?  Does it have a clear purpose and outline?
3. Does everyone on the project understand the critical success factors for the project?  If so, ask if a particular communication speaks directly to the critical success factors.
4. Does the value of the communication match the perspective time spent on the communication?
5. Can you and your team spot the "noise" in project communications easily?  A weekly meeting to discuss this for the week can be a valuable exercise until there is little left to talk about!

_____________________________
John Reiling, PMP
Project Management Training Online
Lean Six Sigma Training Online