For a VT Project to succeed, every team member needs a combination of technical and “Soft skills”, and both should be continuously upgraded through formal education and on the job training. A failure to timely and effectively communicate is often the greatest threat to any project. This article will explore the key components, strategies, and best practices of VT Project Communication Management.
The four key processes in project communication management are as follows.
COMMUNICATION PLANNING:
Determining the information and communication needs of the stakeholders, who needs what information, when will they need it, and how (agreed mode) the information will be given to them.
Similar to, when a shipment arrives, unloading and moving equipment is a crucial task. A well-planned activity involving everyone involved in the process sharing the method statement is essential, a lack of coordination or communication will result in extra costs and time, which will eventually cause significant slippage in the project timeline.
INFORMATION DISTRIBUTION:
Making needed information available to project stakeholders in a timely manner.
The “Work Breakdown Structure” (WBS) for project completion, which includes comprehensive details of building-related / civil works within the purview of other stakeholders, is a must for project managers. To successfully complete a project, timely communication with other stakeholders to meet project requirements is crucial. Steer clear of technical terms and jargon that could confuse stakeholders. Make sure you are clear about your goals, duties, and expectations, and clearly define the intra-dependency of each task as per your schedule.
PERFORMANCE REPORTING:
Collecting and disseminating performance information, which includes status reports, progress measurement and forecasting. Ensure that all team members feel heard and understood.
Encourage feedback and input from team members, Provide consistent updates on project progress, changes, and challenges.
It should be very clear to client or his representative (PM / Consultant), that what has been done and what tasks are remaining and how long you will be needed to get complete the job. At the same time, if there is any issues or delays by other sub-contractors, they should be timely highlighted with a clear timeline and recovery plan to avoid any future conflicts.
ADMINISTRATIVE CLOSURE:
Generating gathering and disseminating information to formalize phase or project completion. Use regular meetings, status reports, and updates to keep everyone informed and motivated. Administrative closure signifies that the objectives of the communication have been achieved. This could involve the resolution of an issue, completion of a project, or fulfillment of specific tasks.
Administrative closure is a sign that the communication’s goals have been met. This could be completing a project, resolving a problem, or accomplishing particular goals. Administrative closure, which formally marks the conclusion of a communication process, ensures clarity and helps avoid misunderstandings. It is an essential step in any structured environment’s maintenance of efficient and well-organized communication.
CONCLUSION:
Because communication is so critical to project success, every project should have a communication plan to guide project communication.
Every project’s success depends on its ability to manage communication effectively. By carefully planning and executing communication strategies, project managers can ensure that all stakeholders are informed, engaged, and aligned with project goals. Using the right tools and following best practices can greatly improve communication effectiveness and clarity, which will ultimately result in better project outcomes.
Please add value to the above strategies in the comments section below.
