Mastering Workplace Communication: Essential Strategies
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Chapter 1: Importance of Communication in Project Management
Adrienne Watt, an authority on project management, emphasizes that "90% of a project manager's job involves communication…" This insight underlines the significance of effective communication in any organization.
In my workplace, we engage in a quarterly practice of establishing and reviewing goals. Each division has distinct objectives, and as a project manager, devising meaningful goals that benefit both myself and the organization can be challenging. Inspired by Watt's observation, I crafted a strategy last quarter focused on enhancing communication with my clients.
To do this, I categorized my communication into the various channels I utilize daily: email, messaging through our project management tool, chat applications, and text messaging.
Section 1.1: Email Management
Historically, responding to emails within 24 hours seemed excessive to me, and there were moments when it felt entirely unfeasible. However, I discovered that integrating this practice into my workflow was surprisingly simple. By adopting a goal of achieving inbox zero daily, responding to emails promptly became a realistic target.
Whenever I receive a query that requires more than 24 hours to address, I send a message like:
"Thank you for your question. I'm collaborating with John Doe to find the answer, and I will update you as soon as I can."
My email response philosophy aligns with the golden rule: treat others as you wish to be treated. It's disheartening to wait days for a reply after sending a query. Acknowledging our colleagues in this digital flood of emails is a fundamental courtesy we should extend.
Section 1.2: Messaging Through Project Management Tools
The inbox of our project management software can quickly become overwhelming. This platform serves as a primary method for sharing project updates with colleagues. Given the volume of messages, it's vital to respond to them within a 24-hour window to keep projects moving smoothly.
Section 1.3: Chat Communications
Sending messages via chat applications like Microsoft Teams has become a popular choice for communication in my organization. These messages are generally more informal and urgent compared to emails. To prevent unanswered chats from piling up, I've committed to responding on the same day.
Section 1.4: Text Messaging
Occasionally, I receive text messages from colleagues, often indicating urgent questions or requests. For these instances, I aim to reply within four hours, allowing me time to manage my other responsibilities effectively.
🤔 Final Thoughts
It's crucial to understand that these response timelines are guidelines and may vary based on the situation. For urgent projects, quicker responses are necessary. Implementing these practices has not only improved my productivity but also reassured my clients and colleagues that they are informed and valued.
This framework can be beneficial to many, and I encourage you to reflect on your communication strategies to better support your peers.
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Thank you for reading!
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