Beyond Words, Mastering the Nuances of Project Communication ( APM PFQ Microlesson )

This focused episode delves into the often-overlooked subtleties of communication—a vital skill for the APM Project Fundamentals Qualification (PFQ) and for any project professional. Effective communication goes far beyond sending an email; it's about context, channel, and clarity.

By the end of this microlesson, you'll gain practical insights into crafting clearer messages, selecting the best methods, and managing the human element of project communication for superior project outcomes. 💬

Transcript

Welcome back to project management insights. Today we're diving into a topic that's absolutely fundamental to project success, communication. But we're going beyond just sharing information, we're talking about mastering the nuances to ensure your message is truly understood and acted upon. When we communicate in a project environment, there are essentially three core forms we utilise. Written words only, think emails, reports, or project documentation. Spoken words only, voice, like a phone call or a podcast like this one. Face to face, direct in-person interactions. The richness and effectiveness of your communication vary significantly across these three forms. Let's break down each one.

First, written words only. When you communicate this way, your message is confined solely to the syntax, language, and symbols you choose. There's no tone of voice, no facial expression, no body language to clarify your intent. This form demands extreme clarity and precision. It's crucial to make sure what you write is clear and unambiguous, leaving absolutely no room for misinterpretation.

 Next, spoken words only, like on a phone call. Here, we gain an added layer of richness. Elements like pitch, pace, tone, and volume come into play. These vocal cues can significantly help you express yourself in a more meaningful and nuanced way, conveying emotion, emphasis, or urgency. However, even with voice, there are limitations. You can't provide any visual aids, symbols, or graphics to illustrate your meaning, which can sometimes hinder complex explanations. 

Finally, we have face-to-face interaction. This provides the richest form of communication available. It combines all the elements of written and spoken communication with the powerful addition of nonverbal cues. Facial expressions, eye contact, gestures, and body language all contribute significantly to the message being conveyed. These additional nonverbal signals provide critical context, reinforce meaning, and can help you communicate far more effectively and empathetically.

 Given these variations in communication richness, it's incredibly important that you consciously consider all these aspects every time you communicate a message. The primary goal is always to ensure the message is clear, but equally important is to actively check for understanding by asking for feedback. A simple and highly effective technique is to just ask for the message to be repeated back to you. This straightforward act immediately reveals if there has been any misunderstanding, allowing for quick and easy correction on the spot. 

Alternatively, if someone delegates work to you or gives you instructions, take the initiative yourself. Repeat the message back to them to confirm you've understood correctly. This proactive approach not only clarifies the task, but also demonstrates your attentiveness and commitment. By mastering the various forms of communication and consistently incorporating this vital feedback loop, project managers can significantly enhance clarity, reduce miscommunication, and foster a far more efficient and collaborative project environment. 

That's all for today's episode. Be sure to subscribe for more insights into the world of project management. Until next time, keep your projects governed and on track.