Boss: Dev, I have an unscheduled call in an hour with our project sponsor. Please coordinate and collect the latest updates on project status.

One hour later...

Boss: Dev, I have not yet received the project updates. My call is about to start.

Dev: I have it almost ready, Boss.

Dev: Then what are you waiting for? This pandemic to blow over!

Dev: The team members have shared updates through different communication platforms. I am just collating it.

Boss: Hope to get it before this lockdown gets over!

Project Communication Management
It is effective if one keeps all the team/client interactions on one platform. The advantage is there will be reduced dependency, information exchange will be streamlined plus anyone can step up to take additional responsibility if the situation demands so.

Dev: Hello Team. We are already in the second week of lockdown. Hope all is well. Let's begin with the weekly updates from Swami.

Dev: Swami, did you manage to collect the requirements for our project from our new client?

Swami: Dev, the call started off with all of us struggling to get our online web conferencing tools to work.

Swami: Finally, when it was all in place I thought it would be polite to lend an empathetic ear to the client's woes in the current difficult times...

Swami: Keeping aside the polite requirements, did you manage to collect the requirements for our project?

Swami: Well, I hope I got them right. The client team members were on speakerphones with bad acoustics.

Swami: Also, their accent was difficult to decipher with all that background noise and echo at their end.

Dev(Thinking): This update is not sounding good to my ears. But given the fluid and unprecedented situations we are in, it is truly a time to play it by ear.

Project Communication Management
Significant portion of a project manager's time is spent in communicating with stakeholders, what is going to be done. For clear and effective communications, one needs to consider all factors like different realities, the space, the communication takes place in, verbal/non-verbal messages, etc.

Dev: Hello Team, hope all well with you. It's been a week since we have been working from home because of this virus that's posing a health hazard around the world.

Dev: Let's begin the call to discuss our project status. Swami, let's start with you. Can you share your updates on the tasks assigned to you in the last call?

Swami: Dev, I need more clarity and time on those tasks. I got pulled into multiple last-minute calls in the past week due to this new situation.

Dev: Huh, what about you Jay?

Jay: Dev, was I even assigned any task to be completed this week? Not sure.

Dev(thinking): Looks like this new temporary policy of working remotely is more difficult to handle than this virus issue.

Most of them don't have an understanding of what they are supposed to do.

Project Communication Management
The move to remote working is a great opportunity for a project team to revisit the fundamentals so as to ensure everyone understands the team objectives, their specific roles, and how each team member contributes to the final results. Leaders need to clarify the goals of each member to stay focused on crucial tasks.

Dev: Hey Maya, our project deadline is around the corner and I have yet not received any updates from you. What's going on?

Maya: If only I can be at my desk to do that...

Dev: So cut down on the never-ending tea breaks for office gossip sessions. That will get you the required time.

Maya: Correction! Getting pulled into meetings every now and then and where I am not required is eating into my productive time

Maya: Now if you'll excuse me, I need to get back on track with this project before I get pulled into another so-called important meeting.

Project Communication Management
A large majority of a project manager's time is spent on communications throughout all project phases. Meetings being one of them. Meetings can be a waste of time unless they are properly planned, begun on time, have clear objectives, kept on track, conducted with respect for all participants, and items acted on and ended on time.

Dev: Thank you for joining the meeting. We are here to identify the root cause for the slow progress on our current project.

Dev: Jay, you go first. What do you think is the reason?

Jay: Maya doesn't respond to any of my emails even though they are marked as highest priority.

Maya: All emails from Jay are marked as the highest priority. Moreover, they are too long without any breaks. It's hard to figure out the crux of email.

Sounds from the Meeting Room..
All because of you!
Not me, but you!
Your fault!
Blah.. Blah.. Blah..

Dev: Woah! now if we are done with your blame game session, can we spare some time to put the game face on and find some solutions?

Project Communication Management
Communication is a vital element of a well-managed project. To communicate effectively, project team members must have a good understanding of the communications process. Based on stakeholder analysis, the project manager and the project team can determine the communications that are needed.

Boss: Dev, I just had a call with our client and he has asked for some minor changes in the product features.

Dev: And what did you say?

Boss: Told him that with Dev around, they would be done in jiffy!

Dev: What!!! But Boss, I am going outstation for my Diwali holidays and had already given you the heads up on that a month ago.

Boss: Work smarter and not harder so that you can complete the scope changes and also go for your vacation

Dev: hmmm... ok. What are the changes? Can you share the document?

Boss: There is no document. But, this is what I remember. Please make notes....blah, blah, blah, blah....

Dev: huh!

Boss: I hope this has helped throw light on what you need to do.

Dev (thinking): In spite of the upcoming Diwali festival I cannot see any light at the end of the tunnel for this project.

Project Communication Management
Significant portion of a project manager's time is spent in communicating with stakeholders, what is going to be done. For clear and effective communications one needs to consider all factors like different realities, the space the communication takes place in, verbal/non-verbal messages, etc.

Boss: Dev, I wanted a quick status update on your ongoing project. When should we sit?

Dev: How about post-lunch?

Boss: Perfect! Meet me in my cabin post lunch then!

Post Lunch Meeting...

Dev: Ok, so the status of the project is that...

Boss: Wait, just hold! Before you start let me wear my Smart Headphones.

Dev: Headphones! For what?

Boss: These are Smart Headphones which have a unique feature. They translate jargons into simple words.

Boss: So far you have been throwing technical jargons at me which do not give me a complete picture of the project and has me fooled. Now I have smartened up!

Project Communication Management
As part of the communications process, the sender is responsible for the transmission of the message ensuring the information being communicated is clear and complete and confirming the communication is correctly understood. The receiver is responsible for ensuring that the information is received in its entirety, and understood correctly and acknowledged or responded to appropriately.

Dev (on phone): Boss, I have got a brilliant idea for our new iproject.. Do you have some time to hear me out on this?

Boss (on phone): Umm!.. uh..ok yeah! You can swing by anytime.. As you know, I have always had a open door policy!

Project discussion in Boss's cabin...

Dev: So the whole idea to execute this project in a better way is.. blah blah blah..

Boss: Ok!..hmmm! yeah!..ok..hmmm..

After the discussion...

Dev (thinking): Boss had never been such a good listener ever. I wonder what has brought about such a pleasant transformation in him?

Boss: Thank God for small mercies! My life has got sorted ever since I bought these new noise cancelling earbuds.

Project Communication Management
Since the project manager is the center of the project's information flow, listening is one of the most important responsibilities and one of the fundamentals of project management. And active listening requires being present in the moment and genuinely interested in what the other person is saying.

Dev: Maya, this is not what I wanted in my presentation. Didn't you read my mail properly?

Maya: I did!
But the words were beyond my comprehension. I finally gave up trying and put data as per my understanding.

Dev: why didn't you just reach out to me for clarification?

Maya: you were traveling. And I did email you and tried calling you but your automated reply said, "I am out of office. For urgent matters, Paul will assist" I am not sure who Paul is.

Project Communication Management
As part of communication Process, the sender is responsible for the transmission of the message ensuring the information being communicated is clear and complete and confirming the communication is correctly understood. The receiver is responsible for ensuring that the information is received in its entirety, and understood correctly and acknowledged or responded to appropriately.

After the project status meeting...

Maya: Swami, don't you think the way our meetings are conducted is a complete waste of time.
Swami: Do you think so? Because I don't remember wasting my time ever in these meetings!

Maya: Wow! How come?
Swami: I work on my emails during the parts of the meeting where my presence in the room is completely inconsequential.

Project Communication Management
For meetings to be productive, set and follow a clearly defined meeting agenda, set strict time limits, and ensure that everyone is contributing and sharing their views. Also, more importantly, ensure that the right people are in attendance to accomplish the objectives.

Boss: Dev, the board has decided to advance the project launch date by four weeks. But the project scope remains the same.

Dev: Oh! But Boss, why are we advancing the project deadline?

Boss: I don't know. The reason is immaterial now. You are the project leader, go figure out how to complete the project in time.

Dev: eh!!

Project Communication Management
Effective communication helps the project manager to express fears about the challenges surrounding the project. They can either negotiate for a deadline extension or request for other factors for eg. change in scope. The project manager also needs to seek adequate information from the decision makers about the deadline so that he can decipher if the deadline was born out of necessity or if it is just in a bid to drive the team into efficiency.

Dev: And with this slide, we come to the end of the presentation. So team, what's your take on this?

Swami: ZZZZZZZZ

Dev: Swami... are you with us?

Swami: Huh, hmmm...actually, I was...

Dev: ...sleeping, right!

Swami: Not exactly. I was practicing mindfulness.

Dev: What!! Mindfulness?! Say that again!

Swami: Yes, you heard me right. I was meditating.

Swami: It helps me to reduce anxiety and stress and maintaining a non-judgmental state of my thoughts and emotions in spite of difficult or annoying situations around me.

Project Communication Management
For meetings to be productive, set and follow a clearly defined meeting agenda, set strict time limits, carve out enough time for Q&A, and ensure that everyone is contributing and sharing their views. Getting team members engaged and participating in meetings helps a lot in achieving meeting objectives.

Maya: Hey Swami, are you not joining us for the project status meeting?

Swami: Maya, just give me a minute white I take a last swing of my coffee I will be there with you all shortly.

Maya: By the way, what’s that interesting head gear you are wearing?

Swami: That's for brain stimulation. I bought it online recently. Apparently, it helps to stay focused and active during meeting no matter how boring or unproductive they get.

Project Communication Management Effective project status meetings not only benefit the project manager but also benefit the entire team, by providing a venue for recognizing milestone achievements, sharing information, and bringing problems/issues to the team. Unfortunately, too often these important meetings are ineffective and fail to benefit the project in the manner intended.

Hey Swami! What's with this Super hero outfit? Is there any costume party in office I am not aware of?

No party. At the appraisal meeting yesterday, Boss suggested that I should always dress for the job I want and not the job I have! Get it! I totally got it but looks like Swami has completely missed the point!

Slurrrrp

Project Communication Management
One can never take for granted that the receiver will interpret the message the same way as the sender intended it. For effective communication, one needs to consider all factors like different realities, verbal as well as non-verbal messages, and the intended meaning versus perceived meaning.

Boss: Dev, I just came to know that your project is over budget and is running two months behind schedule. Please explain!

Dev: Boss, the holy book says, "Good things come to those who wait." I am making sure you get the best not just a good project in hand and that’s why the delay.

Boss (Thinking): Looks like he has not heard the next version of this saying, "but only the things left by those who hustle." I wish he could have shared the project status earlier.

Project Communication Management
Planning the project communications is important to the ultimate success of any project. Inadequate communications planning may lead to problems such as delay in message delivery, or insufficient communication to the stakeholders which can lead to escalation of unresolved issues.

Team Mate 1: Good Lord! Can just do away these Monday status meetings with our Boss?
Team Mate 2: They are more like "mundane" status meetings!

CAFETERIA
Absolutely Non-Productive! Yawwwnnn!! No-agenda! Psst... How do we convey to him?

Boss: I have been looking all over the place for you guys. What are you doing here all huddled up, it is time for our Monday meeting.

Team Mate 1: Err... yes Boss! We were just prepping ourselves with a shot of caffeine for our long meeting ahead.

Team Mate 1: It helps us to stay alert and focused. Also, stops our mind from wandering to important issues that need attention.

Boss: huh!

Project Communication Management
Project status meetings are crucial tool in project manager's tool box. Status meetings should be concise, boost team morale, provide timely information on project status, uncover potential risks, and encourage relevant information sharing between team members.

Boss: Dev, I want you to do the demo of our new application to our US based clients next week. Remember to choose a mutually convenient time as they are quite busy and difficult to get through.
Dev: ok Boss!

Boos: By the way, I am on a business tour so you will have to drive the demo. Make sure it goes well.

A week later
Boss: Just back in office from my tour. So how did the demo go? What was the client feedback?
Dev: Boss, actually we took all care to choose a mutually convenient time, sent the calendar invite which was accepted but…

Dev: …when the client turned up an hour later we realized that it was the same day the Daylight Savings Time change was introduced.

Boss: Dev, you just frightened the living daylights out of me with this news. It was an important meeting. How could you forget?
Dev (thinking): Oops!

Project Communication Management
Significant portion of a project manager’s time is spent in communicating with stakeholders, what is going to be done. For clear and effective communications one needs to consider all factors like different realities, the space the communication takes place in, verbal/non-verbal messages, etc.