Create Email Groups
Experience has shown that one highly effective method of communication is to create and use email groups (Reply to All lists). Include everyone involved in the project on the project communication email. This semi-automates the process of keeping team members informed of progress, decisions, and issues, allowing them to react accordingly.
Even if you don’t think the information is relevant for them at the time, it probably will be. For instance, if a team member is responsible for writing cross tab (banner book) specs, he or she can begin this process as soon as he learns the questionnaire has been finalized. The email communication alerts him or her along with the team members responsible for working on the questionnaire design.
In addition, she or he may learn a few days later from the email chain that the client changed their mind on about one or more questions and revisions to the questionnaire are in progress. The team members can act accordingly with the information communicated through this email or at least know to talk to the team member responsible for the questionnaire development.
Pick up the Phone
This may seem obvious, but too often, we can avoid unhappy situations if someone simply picks up the phone. It could be to check on changes to project priorities, clarify a specific task, address confusion about a deadline, or confirm someone’s vacation plans (which will have an impact on the project).
Whatever the means of communication, it is up to the project manager to keep track of the latest developments and communicate those developments with the appropriate team members and vendors. A good practice is to over communicate – just a little!
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