While one can easily say that a project manager is someone who manages projects, it is much more than that. A project manager is someone who is responsible for the initiation of a particular project; s/he also plans, designs, monitors as well as controls the project till its closure. Project managers are mainly divided into four different types: Technical, Adventurous, Expert and Supportive. But all these types of project managers must be adept with one thing which is- proper communication skills.
While there are lots of projects managers out there, good ones are most likely difficult to come by. For any project to be successful, it is highly essential to have a project manager with impeccable technical knowledge about the latest project management software, market trends, and communication skills. Essential skills for project managers are known by most of them who are holding this particular position, but implementing these skills can be a little difficult based on various factors like the project at hand, the client, structure of the organization, etc.
While communication might have various meanings, in this context, we refer to Lasswell’s definition of communication which says, “who says what to whom, in what channel with what effect.” Hence one can define communication as exchange of valuable information in the most effective manner.
A good project manager will understand the following points which shall help in communicating efficiently and effectively. Here are 10 essential communication skills for project managers to follow.
1. Truthfulness:
One of the many communication skills for project managers, these two points go hand in hand. The best way to win any client’s trust is to be transparent with them and tell them what is what.
An effective project manager will always prefer to be transparent in dealing with clients. Trust from the client’s side only comes when there is no hidden motive or requirement to read between the lines.
2. Observant:
Being observant and sharp and having focus is also one of the communication skills for project managers that need to be taken into consideration. One must never allow themselves to lose focus as it can be detrimental to the project.
When some projects happen at the last minute and are not planned, things are bound to go out of control, at such times, this is one of the communication skills for project managers which is taken into consideration as it shows their mindfulness.
3. Objective:
While working in a team, it is evident that the project manager may come across various points of view. At such times being objective is one of the communication skills for project managers that come extremely handy. An effective project manager will allow everyone to speak their mind and then make an informed decision which is not subjective in nature. Finding strategic solutions that aid the project is what project leaders are supposed to do and that only comes when they view things objectively.
4. Confident:
Being confident is also one of the prerequisite communication skills for project managers. Everybody listens to someone who is sure of what they are saying. As a project leader, it is imperative to be confident while speaking as it makes for a good impression. But, many times, there is a thin line between confidence and arrogance. To be confident while speaking is necessary but to take pride in that confidence is arrogance. Executives are always on the lookout for people who are not shy in speaking what they think right. Therefore, project leaders need to be confident in everything they do and say.
5. Walk the Talk:
It is always easier to say things than do them. But project leaders cannot just do the talking. As someone who is in-charge, managers must lead by example and show the team how to go about doing the work. A leader must not set the rules just to govern those who are beneath them. In fact, s/he should live by them, abide them and prove that everyone is equal and will be treated equally. A team works at their full potential when everyone is given equal importance, no matter what role they play. Only after everyone feels included and equal, is when they are actually motivated to work better. Therefore, a good project manager always sets examples by first doing everything himself and then expecting others to follow him.
6. Driven by Passionate and Optimism:
A project manager will be loved and admired only if s/he puts across a smiling face and motivates people to do better. A pessimistic manager can dampen the spirits of the entire team which may end up affecting the project in hand. With a motivated manager in the team, the morale everyone remains boosted and that inspires everyone to do their best. Optimism goes a long way in determining the success of any project. Also, amongst the other communication skills for project managers, one is passion. A passionate project manager will never be demotivated or pessimistic about anything. In fact, s/he will always try to find the positives in every situation and inspire the team to work harder. They influence and support the team from the beginning till the end and that’s what is essential for any project to succeed.
7. Flexible and Consistent:
An intelligent project manager is someone who is consistent with his/her work and is flexible enough to adapt to new changes. Experienced project managers are always consistent with their style of communication and the work they deliver. But at the same time, an effective manager will also be able to make changes flexibly according to the needs of the clients.
8. Open to Feedback:
In environments like that of project managers, they are usually surrounded by team mates who are entitled to their own opinions. A good leader will always be open to suggestions and feedback. S/he knows that a lot of solutions come from asking others what they think and feel about the project. Having an atmosphere where constant feedback is exchanged is essential and one of the major communication skills for project managers. Active listening helps in working towards success. When one lets others talk and in turn, listens with attention, it speaks volumes about how humble and effective a project leader is.
9. Accessible and Clear:
A project manager must be accessible whenever his/her team members require them. Being accessible shows how responsible the manager is and how seriously they take their job. It is essential for project managers to let everyone know that they can be easily accessible and that one need not fear before getting in touch with them. Apart from that, clarity of thought is also extremely essential otherwise it can be difficult to convince the team what the manager is thinking about.
These are some of the communication skills for project managers that need to be stressed upon as it helps make an effective and efficient manager.