Some would say that every project has three main goals:

1. To create something new – a product or service, building or other tangible assets.

2. To complete that within a specific timeframe and budget.

3. To get benefits from the new ‘thing’.

Now it could be that the thing you are creating is not new, but an update, a refresh or a tweaking of something, let’s go with a broad understanding of the goal. All projects create change – if you have been in business for a while, I am stating the obvious here! 

The major, and some say only, tool is to communicate why your world will be better as a result of developing, planning and implementing the project. If you are the project sponsor or project manager always focus on the expected benefits – the ‘what’s in it for me’. Of course, having the objectives well defined and scope inclusions and exclusions helps with clarity too.

From time to time I have had to have my messages sent to the corporate communications teams for editing. That’s OK, we are all on the same team and I want this to be right. However if the comms teams begin to edit it in such a way that it loses the core meaning, you may need to do a better job of explaining what you are trying to accomplish and educate them to the benefits and objectives of the project. You may even have to go further to explain the consequences of a miscommunication. 

When preparing a communication via email, newsletter, website or any other channel, keep in mind these key points:

• Think of your audience – generally they will be short of time and may skim read articles.
• Keep it as short as possible, if people want more information, then direct them to a fuller document or discussion forum that you manage.
• Put things in bullet point lists so that key messages stand out on the page/screen.
• Long paragraphs may not be thoroughly read.
• Avoid the jargon and highly technical words that only you and your team understand.
• Each person will have varying understanding about the project and one approach to communications will not fit everyone.

Learn more about project communications during a workshop: Project Management Fundamentals. See the Home Page for the latest dates and locations.

Carol Speirs

One Day Training