Some say that you will spend up to 80% of your project management time communicating with others. So making sure you use that time efficiently is well worth putting in some planning and preparation time. 

Whether you have an on-site team or virtual team make sure you:

Keep your emails short and to the point. It’s a good idea to ask the recipient to call you or message you back if they need clarity on any points raised in the email. Avoid the TLDR - too long, didn't read it - people's attention span is probably shorter than you think!  Also don’t get into a debate or long-winded discussion via email – pick up the phone or dial into a quick video conference.

Stay connected – seems obvious – but in the rush and pressure to get stuff done your team maybe feeling neglected. Set up a regular chat up with each team member individually as well as your regular, all team meetings. Having an individual meeting will build rapport and you will learn more about the issues or questions your team have. Its also great to give praise and recognition individually too.  Not everyone wants to be under the spotlight at the all team meeting.

You may need to follow up calls and face to face meeting with summaries via email or notes (or even minutes and action points from the meeting) so that people will be able to act on their assigned tasks, don't assume people will remember everything.

Vary your channel – it doesn’t always need to be email. Could you use a chat/messenger note or video call, or messages in MS Teams or some other communication channel?  Tried Loom ?

Catch them where they mee t – this could be in the breakout or kitchen area or a local coffee shop. 

Use your video camera if you are using on-line conferencing – it helps create the personal connection.

Projects have a unique problem - people are under pressure, they may have this project and others or their normal day job to be doing too, so you may not have their full attention.  Be mindful of their competing priorities when communicating.

For help with Project Management email me for more tips and guides:  carol@onedaytraining.co.nz