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Every project manager must be clear with communications, while still giving stakeholders and team members all the information necessary to make decisions and perform the work needed for a successful project. A project manager should develop and improve their ability to write clearly and communicate face-to-face in an effective way.
A project manager manages meetings to ensure that those desired goals are achieved. To be concise and clear, however, it's important that project managers become intimately familiar with the project information and with effective methods to present this information. They must also understand what the audience needs to know about a project.
To make project materials accessible, a project manager should present complex information using simpler visuals. The proper visual can be a substitute for words, or it can be used to focus on details contained within the words. If you use visuals, the audience must understand what you're presenting.
EXAMPLE
There's no reason to say, “The project difficulties were ameliorated with sustained exertion.”, when “We worked hard to fix the issue.” could be used instead.Often project managers will be called upon to deliver bad news or warn stakeholders of project problems. At those times, it's important the news is delivered to stakeholders in a clear and comfortable way.
Bad news is best delivered face-to-face in a group setting or one-on-one meetings. Then the project manager can better gauge and manage stakeholder reactions and immediately address questions. The goal of these meetings should be to reduce confusion so informed decisions are reached.
When the issue requires a decision, the project manager should prepare recommendations and inform the meeting attendees of the steps necessary to solve the problem. The project manager should then seek consensus on the solution.
EXAMPLE
Construction on a new home project is going to be delayed two weeks due to issues with the weather. The project manager might present a solution where multiple trades work inside the house at the same time to partially make up the time lost.When discussing problems, the project manager should avoid placing blame. The discussion should be about the solutions.
Source: this work is adapted from sophia author jeff carroll.