There’s a generally accepted view that 90% of a Project Manager’s time is spent communicating. Indeed, being a Project Manager means more than just planning timelines, managing budgets, and delivering results (although these are quite valuable too!). It’s about communication. No matter how brilliant your plans are, if they aren’t communicated clearly, trust me, they won’t work.
Why? Because despite the latest technological advancements, your team, stakeholders, and anyone else involved in the project are not mind readers yet. They need to be guided, informed, and their expectations need to be aligned every step of the way.
So, how do you do that? Let’s find out together.
Make it clear
Ever heard of ‘death by PowerPoint’? Ah, the joy of endless slide decks! Overloading people with data, jargon, or unnecessary detail is a guaranteed way to lose your audience. A key ingredient to successful communication is clarity. When you’re sharing project updates, writing reports, or leading a meeting, (please!) remember to keep it simple. Ask yourself: what’s the most important thing my audience needs to know? Focus on that.
Make it consistent
Communication isn’t just about big presentations or weekly reports. It’s about being consistent and keeping stakeholders informed. People want to feel in the loop. They need to know how things are progressing, where they stand, and what’s next. Inconsistent or irregular communication creates FUD (fear, uncertainty, and doubt) and, trust me, that’s not something you want in your project. Instead, establish regular communication channels: weekly updates, daily stand-ups, monthly status reports – whatever works for your team. Make sure that people know when to expect information and how to access it.
Engage your stakeholders, early and often
Stakeholders: the individuals, groups, or organizations that can make or break your project. Stakeholder management is at the core of project success, and, surprise, it all comes back to communication. It is paramount that you get your stakeholders on board from the start, asking and understanding their priorities and aligning the project objectives with their goals. And once they’re on board? Keep them engaged! Share progress, provide reassurance, be transparent about risks, and don’t sugarcoat the truth (ever heard of ‘watermelon projects’, green on the outside but red on the inside?). Trust is built on honest, consistent communication.
Communicating up: keep it high-level and focused
One of your key stakeholder groups is likely going to be senior leadership, such as your Sponsor, Project and Program Boards, Portfolio Steering Committees and other governance forums. When communicating with senior leadership - especially the boss’s boss – remember that their time is precious, and they may not have the technical background to dive into every detail (in fact, they shouldn’t need to). Thus, your goal is to keep it concise, strategic, and results focused. Your executive team doesn't need a step-by-step guide on every task, they want the big picture. Following, you should prioritize the key points they care about (e.g. outcomes and benefits or the project financials and alignment to strategic objectives) and are critical (e.g. just the top 3 risks rather than the full risk register), enabling them to manage by exception and focus on what matters: the what and why more than the how.
Communication is a two-way street
When we think of communication, we often imagine talking or writing, but listening is just as important, if not more. In fact, it’s important to remember that your stakeholders have concerns, your team has insights, and your clients have expectations. If you don’t listen, you’ll miss out on crucial information that can impact the success of your project. It is therefore crucial that you create opportunities for feedback, encourage open dialogue in meetings, or be available for one-on-one conversations. As a Project Manager, you aren’t just the voice of the project; you’re also the ear.
Effective communication is key for a successful project
From the points listed, it is evident that at the heart of every successful project is effective communication. Make no mistake: as a Project Manager, your ability to communicate can steer your project toward success or drive it into chaos. Be clear, consistent, intentional in everything you say (and listen to what’s said in return!) and ensure that your stakeholders are on the same page as you.
Nail these recommendations, and you’re already halfway to project success. Best of luck!
Marisa Silva, the Lucky PM, is an experienced PMO and PPM advisor, educator, and international speaker, with a track record of building capabilities in organizations undergoing transformational change. A passionate advocate of the value of the PMO and project management, she was Programs Director at Project Managers Without Borders, Head of External Affairs at IPMA Young Crew Portugal, Secretary of the APM PMO SIG, and is co-author of the latest edition of PRINCE2® as well as of ground-breaking courses such as the PMO Practitioner, PMO Leader and Assurance Practitioner courses.
Marisa is a Senior Consultant at Wellingtone, a founding member of the Advisory Board of the PMO Global Alliance and is the author of “Bedtime Stories for Project Managers”, available in several languages. In 2019, Marisa became one of the youngest Fellow members of the Association for Project Management (APM), in recognition of her contribution to the profession and in 2020 she was awarded the title of Young Project Manager of the Year (IPMA Young Crew Portugal).
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