Effectively Communicate to Project Teams

<h1>Effectively Communicate to Project Teams</h1><strong>Author: <a title="Anna Korlyakova" href="http://www.articlesbase.com/authors/anna-korlyakova/252935.htm">Anna Korlyakova</a></strong><br /><h3>Daily Communications Tools</h3> <h3>Meetings</h3> <p>In project-based companies, the use of daily, weekly and monthly meetings are a common practice. This methodology is implemented in software development, as well as, sales and marketing workflows. As projects sometimes require immediate feedback, consistent meetings are very useful. Daily meetings are usually focused on critical tasks for the project that need immediate attention.</p> <p>Secondary tasks that do not require daily meetings can be addressed in weekly or monthly meetings.</p> <h3>Email</h3> <p>Email is an obvious way to quickly communicate back and forth with team members. Individual tasks and reports can easily be sent and received to one or many project participants. Using email to communicate, helps keep information flowing between all members of a project.</p> <h3>Project Dashboard</h3> <p>A simple graphic representation of current project status gives all project stakeholders a quick and easy to understand visual assessment of project status. In less than a minute, stakeholders are able to view project data that are not as easy to visualize in paper reports. The purpose of dashboards is to communicate project status as a whole picture, unlike other project management tools that only provide project status details.</p> <h3>Summary</h3> <p>Information flow is vital to a project. ConceptDraw Office was developed to enable project participants to stay “focused”, by providing them with information about accomplished tasks, process details, necessary next steps, and to identify critical tasks.</p> <p> Normal 0 false false false MicrosoftInternetExplorer4  /* Style Definitions */ table.MsoNormalTable {mso-style-name:"Table Normal"; mso-tstyle-rowband-size:0; mso-tstyle-colband-size:0; mso-style-noshow:yes; mso-style-parent:""; mso-padding-alt:0cm 5.4pt 0cm 5.4pt; mso-para-margin:0cm; mso-para-margin-bottom:.0001pt; mso-pagination:widow-orphan; font-size:10.0pt; font-family:"Times New Roman"; mso-ansi-language:#0400; mso-fareast-language:#0400; mso-bidi-language:#0400;} <p>Do’s</p>  <ul> <li>Communicate with project team on regular basis. </li> <li>Email and visual dashboards to prepare to meetings. </li> <li>This will make meetings shorter. </li> <li>Write email with one topic and one document attached.</li> <li>Meeting participants should be those, who works with related tasks. </li> <li>Present information in a clear and concise manner. </li> <li>Use email for effective time management. </li> <li>Use Preview Image functionality when sending graphical reports via email. </li> <li>Ensure communication is two-way. </li> </ul>  <p>Don’ts</p>  <ul> <li>Irregular, chaotic communications slow down team productivity.</li> <li>Don't utilize daily project meetings to micro-manage the team.</li> <li>Attach multiple documents in a single email.</li> <li>Leave messages without respond. </li> </ul> </p> <strong>About the Author:</strong><br /><p>Marketing Manager</p><p>Article Source: <a href="http://www.articlesbase.com/">ArticlesBase.com</a> - <a href="http://www.articlesbase.com/team-building-articles/effectively-communicate-to-project-teams-1422719.html" title="Effectively Communicate to Project Teams">Effectively Communicate to Project Teams</a></p>

Daily Communications Tools

Meetings

In project-based companies, the use of daily, weekly and monthly meetings are a common practice. This methodology is implemented in software development, as well as, sales and marketing workflows. As projects sometimes require immediate feedback, consistent meetings are very useful. Daily meetings are usually focused on critical tasks for the project that need immediate attention.

Secondary tasks that do not require daily meetings can be addressed in weekly or monthly meetings.

Email

Email is an obvious way to quickly communicate back and forth with team members. Individual tasks and reports can easily be sent and received to one or many project participants. Using email to communicate, helps keep information flowing between all members of a project.

Project Dashboard

A simple graphic representation of current project status gives all project stakeholders a quick and easy to understand visual assessment of project status. In less than a minute, stakeholders are able to view project data that are not as easy to visualize in paper reports. The purpose of dashboards is to communicate project status as a whole picture, unlike other project management tools that only provide project status details.

Summary

Information flow is vital to a project. ConceptDraw Office was developed to enable project participants to stay “focused”, by providing them with information about accomplished tasks, process details, necessary next steps, and to identify critical tasks.

Normal 0 false false false MicrosoftInternetExplorer4  /* Style Definitions */ table.MsoNormalTable {mso-style-name:"Table Normal"; mso-tstyle-rowband-size:0; mso-tstyle-colband-size:0; mso-style-noshow:yes; mso-style-parent:""; mso-padding-alt:0cm 5.4pt 0cm 5.4pt; mso-para-margin:0cm; mso-para-margin-bottom:.0001pt; mso-pagination:widow-orphan; font-size:10.0pt; font-family:"Times New Roman"; mso-ansi-language:#0400; mso-fareast-language:#0400; mso-bidi-language:#0400;}

Do’s

Communicate with project team on regular basis.
Email and visual dashboards to prepare to meetings.
This will make meetings shorter.
Write email with one topic and one document attached.
Meeting participants should be those, who works with related tasks.
Present information in a clear and concise manner.
Use email for effective time management.
Use Preview Image functionality when sending graphical reports via email.
Ensure communication is two-way.

Don’ts

Irregular, chaotic communications slow down team productivity.
Don't utilize daily project meetings to micro-manage the team.
Attach multiple documents in a single email.
Leave messages without respond.

Marketing Manager

Rate this Article:

0 / 5 stars - 0 vote(s)

Re-Publish

Article Source: http://www.articlesbase.com/team-building-articles/effectively-communicate-to-project-teams-1422719.html

Article Tags: Project Management, Dashboard, Team, Meeting

Related Videos
Related Articles
Ask / Related Q&A

Play

F.E.A.R. 2: Project Origin Replica Gone Rogue Trailer

Play

How to Work with a Project Maintainer

Play

NOLF 2 Gameplay Part 14- Project Omega - The communications tower

Play

NOLF 2 Gameplay Part 15- Project Omega - The communications tower

Play

Free Survey Sites Tutorial

Latest Team Building Articles
More from Anna Korlyakova

Team Collaboration Essentials

By: Grace Kang | 02/12/2009
Team collaboration is the cornerstone of successful company and project management. But aside from collaboration tools, there are components that your team members themselves must bring to the table. Read this article to find out the top 6 components of successful team collaboration!

Making Cashflow With Internet Marketing - What Regulates Prosperity?

By: Dale Dupree | 01/12/2009
Creating cashflow online with MLM marketing allows just about anyone to make a full time income from the comfort of their own home given that

Effective staff performance is borne out of quality people management and development techniques

By: Matthew Pressman | 01/12/2009
Many companies that adopt effective people management and development schemes see a great return from their investment, measured in better productivity and/or higher profitability

Finding the Perfect MLM Sponsor

By: dawn gilcrest | 30/11/2009
My thoughts on the importance of finding the perfect sponsor. What role does a sponsor play and how best to determine who is right for you.

Spruce Up Your Office and Create More Work Space

By: Vernon Haynes | 30/11/2009
In today's environment, many business owners are trying to figure out ways to generate more income for their company, while also controlling overhead costs. Truth be told, the interior decor of your office might be the last thing on your mind.

Employee Engagement – Surveying and Practical Tips

By: The Right Group | 30/11/2009
There are very practical reasons behind the need to survey your employees about their level of engagement, not the least of which being that truly engaged employees deliver business value.

Differences between East and West

By: Tim Bryce | 24/11/2009
Discusses cultural differences between offices in Japan and the United States.

Why Job Management Software is Getting Popular?

By: Marry Parker | 19/11/2009
Job Management is often handling huge number of tasks and software immensely helps to get a clear picture of progress and accurate cost that it will take. Currently its bit difficult as there are countless job management software available online.

Effectively Communicate to Project Teams

By: Anna Korlyakova | 05/11/2009 | Team Building
Communication is the cornerstone of effective project management. This is a fact well understood by all project participants. The most difficult portion of a project often is effective communication to team members. The more people involved in project, the more complex communication tasks become, and at times seems to increase with the number of participants.