Posted by James Bielefeldt | 4.22.09
Effective communication is vital to the success of any project. Effective communication makes your, and the others around you, job easier. Here are a few tips I’d like to share with you to help improve communication in your organization and improve the outcomes of your projects.
Small Teams Rock
Companies often mitigate risk by getting more people involved in a project. There’s a “the more, the better” philosophy, when nothing further could be the truth. Here’s a simple formula that measures communication channels to prove my point.
C = ( N ( N – 1 ) ) / 2 [From the Project Management Institute]
N = number of people involved in a project
C = number of communication channels
If there are 4 people in a project, there are 6 communication channels. 6 people = 15 communication channels. 10 people = 45 channels.
The number of communication channels increases dramatically. This number means more work to manage communication and an increased risk of miscommunication. If you want to be efficient, keep your teams as small as possible.
Make Sure You are Understood
Communication has not occurred until the receiving party understands the meaning of the message. Just because an e-mail was sent, you have no way of knowing it was read, or understood. Require a suitable reply so you are confident your message was effective. Whether it’s e-mail, a phone conversation or a person-to-person meeting, it is your responsibility to make sure you are understood, not the other person’s to figure out what you meant.
E-mail Peeves: CC, Reply To, Reply To All & Subjects
CC-ing people on e-mails is THE biggest cause of over-filled Inboxes in corporate America today. CC-ing leads to the Reply To All, exaggerating the problem. Only send e-mails to those who absolutely need to receive them. This is a lazy habit fueled by the need to cover one’s ass. Please stop the madness.
Another lazy habit is using an old e-mail for a reply instead of starting a fresh message. This creates an issue with having a subject that does not relate to the contents of the message. This equates to lost information. Help your fellow co-workers by writing relevant subjects and sending e-mails on topic.
E-mail is Not Always the Correct Method
Everyone gets tons of e-mail every day. There’s a lot of noise and clutter in one’s Inbox. If you need something, call the person. Make sure to actually talk to them - not just leave a message. If the issue is important, talk to the person(s) in person. Seventy percent of human communication is visual. This is totally lost over the phone.
Meetings Suck
There is not a greater consumer of work hours than meetings. Little work gets done and most attendees sit idly by while others discuss issues irrelevant to them. If you really want to communicate more effectively and get a lot more work accomplished. Don’t have as many meetings, keep the meetings short and with only key people. I recommend standing meetings. These are short, to-the-point meetings where no one sits down and only people close to the topics discussed are present. No food. No vacation discussion. All business. They are very effective.