They say 90% of a project managers job is communication. I would argue the point that project managers are communicating utilizing verbal, non-verbal, or written communications 100% of the time, throughout the work day.

If you have ever been on a project or worked within a team, you may have directly experienced misunderstandings or potential conflict within team members. One of the roles of a project manager is being a facilitator, and to foster a productive and harmonious work environment as a leader. Effective communication not only ensures that everyone is on the same page but also builds trust, reduces misunderstandings, and enhances the overall team performance.

In this blog post, I will delve into 10 actionable strategies to enhance communication within your team. From establishing clear communication channels and fostering a culture of feedback to promoting transparency and developing emotional intelligence, these practices are designed to create a more cohesive and collaborative team.

Whether you're a team leader looking to improve team dynamics or a member seeking better ways to connect with your colleagues, these tips will provide the foundation for stronger, more effective communication in your workplace.

1. Establish Clear Communication Channels

• Define Preferred Communication Methods: Identify and standardize tools (e.g., Slack, Teams, emails) for different types of communication (e.g., quick updates, detailed reports).

• Regular Meetings: Schedule regular check-ins, such as daily stand-ups, weekly progress meetings, and monthly strategy sessions.
  

2. Foster a Culture of Feedback and Coaching

• Regular Feedback Sessions: Create a culture where feedback is frequent, specific, and balanced. Use the "What? So What? Now What?" model to structure feedback:

• What? Describe the observed behavior.

• So What? Explain the impact of the behavior.

• Now What? Suggest ways to improve or continue the behavior.
  

3. Encourage Active Listening

• Active Listening Techniques: Ensure team members practice active listening by paraphrasing what they heard, acknowledging emotions, and asking clarifying questions. This reduces misunderstandings and shows empathy.

• Reflect and Validate: Encourage reflecting back what was heard to confirm understanding and validating the speaker's feelings.
  

4. Develop Emotional Intelligence (EI)

• Training on EI: Conduct training sessions on emotional intelligence to help team members understand and manage their emotions and those of others.

• Empathy Exercises: Incorporate empathy exercises where team members practice seeing things from others’ perspectives.

5. Promote Transparency and Trust

• Open-Book Management: Share important information openly with the team. This builds trust and keeps everyone informed.

• Vulnerability-Based Trust: Encourage leaders and team members to be open about their challenges and mistakes to build a safe environment for sharing.

6. Set Clear Roles and Responsibilities

• Role Clarity: Clearly define each team member's role and responsibilities to avoid overlaps and confusion.

• Accountability Structures: Establish accountability structures where each member knows what they are responsible for and to whom they are accountable.

7. Use Team-Building Activities

• Team-Building Exercises: Regularly engage in team-building activities that promote communication and collaboration.

• Social Interactions: Encourage informal social interactions to build rapport and improve communication.

8. Implement a Feedback and Coaching Model

• Feedback and Coaching Training: Train team leaders in providing constructive feedback and coaching, using models like the one described in the "Performance Reviews from a Coaching Perspective" document.

• Balanced Feedback: Provide balanced feedback that highlights strengths and areas for improvement.

9. Cultivate the Three Essential Virtues

• Humility, Hunger, and People Smarts: Encourage the development of these virtues as outlined in "The Ideal Team Player" by Patrick Lencioni:

• Humble: Focus on team over self, share credit, and avoid excessive ego.

• Hungry: Demonstrate a strong work ethic and willingness to take on more.

• Smart: Show good judgment in interactions and understand the impact of actions on others.

10. Continuous Improvement Practices

• Retrospectives: Conduct regular retrospectives to reflect on what went well, what didn’t, and how to improve.

• Open Discussion Forums: Provide forums for open discussion on process improvements and communication practices.

About the Author

Lori Schoenhard is the Founder and Principal of Athena Project Consulting, LLC.

Lori possess two decades of IT leadership expertise, building and leading Project Management Offices (PMO), managing complex global enterprise programs across cross-functional teams, spearheading change management initiatives, and providing coaching to program and project managers. She has worked with Fortune 500 companies, SaaS companies, digital agencies, and SMBs to deliver impactful results.

Lori holds several project management and industry certifications: PMP, CSM, CSPO, SAFe, ITIL. Lori holds a Masters Degree from Boston University in Computer Information Systems and IT Project Management.