Communication Systems’ Post

Paradox of the service sector A year ago, I was sitting and wondering where the regular clients who wrote to me every month and asked me to select a speaker had gone. There were a lot of new ones, and the old ones almost never showed up. I started to analyze what had changed and realized that for about a year I had not been working with clients myself, but had been transferring them to our project managers. But they select speakers very well, so what was the matter? And it turned out that I had been mistaken for several years. I thought that the main thing in an agency was the quality of services, that is, in our case, the accurate selection of a speaker and preparation of his speech. But the research that we conducted among clients showed a very interesting, unexpected insight for me. When choosing an agency, the client really focuses on the expected quality of services, but the main reason for stopping working with a company is by no means the poor quality of services or their high cost. Emotionally comfortable communication is the main reason why the client stays with the agency. That is, you can even screw up from time to time, but if it is pleasant to work with you, you will be forgiven. The Chinese have a funny saying: "If you want to open a shop, learn to smile!" Through this prism, I looked at the work of project managers, studied their work correspondence and realized that I recruited smart people who are good at solving problems, but at the same time, "emotionally comfortable communication" is not their strongest side. Conclusions: 1. In 2024, we formed a new BookSpeaker.Agency team, in which communication skills are no worse than intellectual abilities. 2. For the next two months, we have scheduled two training sessions on communication in messengers so that "emotionally comfortable communication" becomes another of our competitive advantages.

Let's visualize how difficult it can be to understand others' points of view in a project! This image perfectly illustrates the challenges that can arise in communication between different stakeholders in a project. ️ The customer might have a vague idea of what they need, but struggle to articulate it clearly. 😕 The project leader might interpret the customer's needs inaccurately and explain the project requirements to the team in a way that misses the mark. 🙄 The analyst then designs the project based on their understanding of the leader's explanation, which may be further from the customer's original intent. 🔍 The project documentation ends up reflecting the analyst's design, rather than the customer's true needs. 📰 📜 This is a common scenario that can lead to project delays, frustration, and rework. ⚠️ Here are some tips to improve communication and understanding in your projects: ✅ Active listening: Pay close attention to what the customer is saying, and ask clarifying questions to ensure you understand their needs. 👂 👂 Clear communication: Clearly articulate project requirements to all stakeholders involved. 👨💼 Regular check-ins: Schedule regular meetings with all stakeholders to ensure everyone is on the same page. 📅 Documentation: Document project requirements clearly and concisely. By following these tips, you can help to ensure that everyone involved in a project is working towards the same goal and that misunderstandings are minimized. 💡 What are your tips for improving communication and understanding in projects? #communication #projectmanagement #requirements #understanding P.S. Check out these additional tips for improving communication in your projects: Use visuals: A picture is worth a thousand words. Use diagrams, flowcharts, and other visuals to help communicate complex concepts. 💹 Be empathetic: Try to see things from the other person's perspective. Be patient: Communication takes time and effort. Be patient with yourself and others. ( ⏰)

Effective communication can make or break a project. It’s the glue that holds everything together. Clear, consistent communication ensures everyone is on the same page. It keeps clients informed and involved. It builds trust and fosters collaboration. Here are some key methods to achieve this. 𝗥𝗲𝗴𝘂𝗹𝗮𝗿 𝗨𝗽𝗱𝗮𝘁𝗲𝘀 Schedule regular updates with clients. Weekly or bi-weekly meetings work well. Provide progress reports and discuss any challenges. This keeps clients informed and allows for timely feedback. 𝗨𝘀𝗲 𝗠𝘂𝗹𝘁𝗶𝗽𝗹𝗲 𝗖𝗵𝗮𝗻𝗻𝗲𝗹𝘀 Don’t rely on just one communication channel. Emails, phone calls, video conferences, and project management tools all play a role. Different channels suit different purposes. Emails are great for detailed information. Phone calls and video conferences are ideal for discussions. Project management tools help track progress and tasks. 𝗕𝗲 𝗧𝗿𝗮𝗻𝘀𝗽𝗮𝗿𝗲𝗻𝘁 Honesty is crucial. Be upfront about potential challenges or delays. Clients appreciate transparency. It builds trust and prevents misunderstandings. 𝗔𝗰𝘁𝗶𝘃𝗲 𝗟𝗶𝘀𝘁𝗲𝗻𝗶𝗻𝗴 Effective communication isn’t just about speaking. It’s about listening too. Listen to client concerns and feedback. Make them feel heard and valued. 𝗖𝗹𝗲𝗮𝗿 𝗗𝗼𝗰𝘂𝗺𝗲𝗻𝘁𝗮𝘁𝗶𝗼𝗻 Document everything. Meeting minutes, project plans, and progress reports should be clear and accessible. This provides a reference for everyone involved. 𝗔𝘀𝗸 𝗳𝗼𝗿 𝗙𝗲𝗲𝗱𝗯𝗮𝗰𝗸 Regularly ask for client feedback. It shows you value their input. It also helps identify areas for improvement. 𝗦𝘁𝗮𝘆 𝗔𝗰𝗰𝗲𝘀𝘀𝗶𝗯𝗹𝗲 Make sure clients know they can reach you. Be responsive to their inquiries. Accessibility builds confidence and trust. 𝗦𝗲𝘁 𝗖𝗹𝗲𝗮𝗿 𝗘𝘅𝗽𝗲𝗰𝘁𝗮𝘁𝗶𝗼𝗻𝘀 Set clear expectations from the start. Outline the communication process. This helps prevent surprises and ensures smooth collaboration. Effective communication is a continuous process. It requires effort and dedication. But the rewards are immense. Projects run smoother. Clients are happier. Success becomes achievable. 𝗬𝗼𝘂𝗿 𝗧𝘂𝗿𝗻 What are your tips for maintaining effective client communication? How do you keep your clients informed and engaged? Share your insights in the comments!

Regaining Client Attention: A Strategic Approach Effective communication is paramount in project success. However, client unresponsiveness can hinder progress. To rectify this, consider the following: 1. Identify the Root Cause: Assess the client's behavior: workload, preferred communication, project satisfaction. Tailor your approach accordingly. 2. Diversify Communication Channels: Employ multiple methods: email, phone, in-person meetings, or social platforms. Personalize messages to increase engagement. 3. Emphasize Urgency and Impact: Clearly communicate deadlines and project implications. Highlight the consequences of delayed responses. 4. Offer Solutions, Not Problems: Present actionable solutions or alternatives. Maintain a problem-solving focus. 5. Reiterate Project Benefits: Remind the client of project goals and their alignment with their objectives. Share progress updates to re-engage interest. 6. Implement Consistent Follow-Ups: Establish a follow-up schedule. Utilize automated reminders when appropriate. 7. Escalate When Necessary: Involve higher-level management if issues persist. Seek their assistance in resolving the communication breakdown. By adopting these strategies, you can effectively re-establish communication and maintain project momentum.

💬 𝕋𝕙𝕖 ℙ𝕠𝕨𝕖𝕣 𝕠𝕗 ℙ𝕣𝕠𝕡𝕖𝕣 ℂ𝕠𝕞𝕞𝕦𝕟𝕚𝕔𝕒𝕥𝕚𝕠𝕟: 𝕐𝕠𝕦𝕣 𝕂𝕖𝕪 𝕥𝕠 ℙ𝕣𝕠𝕛𝕖𝕔𝕥 𝕊𝕦𝕔𝕔𝕖𝕤𝕤 🚀 In the fast-paced world of projects and deadlines, there's one tool that can make or break your success: **communication**. It's not just about talking more—it's about channeling communication effectively. When done right, it’s like adding rocket fuel to your project! 🚀 Here’s why channeling proper communication is essential for a successful project: 𝟏. 𝐂𝐥𝐚𝐫𝐢𝐭𝐲 𝐚𝐧𝐝 𝐀𝐥𝐢𝐠𝐧𝐦𝐞𝐧𝐭 🎯: Clear communication ensures that everyone on the team understands the project goals, timelines, and expectations. It aligns the team towards a common objective, reducing confusion and misunderstandings. When everyone is on the same page, the project flows smoothly. 𝟐. 𝐁𝐮𝐢𝐥𝐝𝐢𝐧𝐠 𝐓𝐫𝐮𝐬𝐭 𝐚𝐧𝐝 𝐂𝐨𝐥𝐥𝐚𝐛𝐨𝐫𝐚𝐭𝐢𝐨𝐧 🤝: Open communication fosters trust among team members. When people feel heard and valued, they’re more likely to collaborate and share ideas. This creates a positive work environment where collaboration thrives, leading to innovative solutions and stronger team bonds. 𝟑. 𝐄𝐚𝐫𝐥𝐲 𝐏𝐫𝐨𝐛𝐥𝐞𝐦 𝐃𝐞𝐭𝐞𝐜𝐭𝐢𝐨𝐧🚦: Regular and transparent communication allows teams to identify potential issues before they become major roadblocks. It’s easier to address concerns when they’re small, saving time, resources, and stress later on. Think of it as a radar that helps you navigate the project without hitting any icebergs! 🧊 𝟒. 𝐌𝐚𝐧𝐚𝐠𝐢𝐧𝐠 𝐄𝐱𝐩𝐞𝐜𝐭𝐚𝐭𝐢𝐨𝐧𝐬 🗓️: Effective communication with stakeholders is crucial for managing expectations. By keeping everyone informed about progress, changes, or delays, you prevent last-minute surprises and ensure that the project meets everyone’s expectations. A well-informed stakeholder is a happy stakeholder! 𝟓. 𝐁𝐨𝐨𝐬𝐭𝐢𝐧𝐠 𝐓𝐞𝐚𝐦 𝐌𝐨𝐫𝐚𝐥𝐞🌟: When communication channels are open, team members feel more connected and engaged. They understand their roles, know how their work contributes to the bigger picture, and feel more motivated to give their best. A motivated team is a productive team, and that’s the secret sauce to a successful project. 𝟔. 𝐂𝐨𝐧𝐭𝐢𝐧𝐮𝐨𝐮𝐬 𝐈𝐦𝐩𝐫𝐨𝐯𝐞𝐦𝐞𝐧𝐭 📈: After the project, proper communication helps in reflecting on what went well and what didn’t. This feedback loop is essential for continuous improvement, making your next project even more successful. 𝑻𝒉𝒆 𝑻𝒂𝒌𝒆𝒂𝒘𝒂𝒚? 🎓 Proper communication isn’t just a nice-to-have—it’s a must-have for any successful project. It ensures that everyone is informed, engaged, and aligned, leading to smoother execution and better outcomes. So, let’s channel our communication effectively and watch our projects soar! 🚀 #ProjectManagement #EffectiveCommunication #TeamSuccess #Leadership #Collaboration #Innovation

Timing is a critical aspect of project communication. If information is premature, late, or not distributed to the team in the appropriate sequence, coordination suffers. Frequent contact among the team members tends to promote the timely completion of project tasks. When team members receive key items late, such as changed objectives or specifications, they may react negatively, schedules or quality of work may be jeopardized, and financial losses for some or all parties can result. Below are times or situations in the life of a project when coordination and communication among team members become especially critical: • During the process of defining the scope, budget, and schedule; • During the definition of performance and quality criteria, and the reaching of an agreement on the refined project scope; • While conducting alternative or feasibility studies affecting scope; • When reviewing project contract documents and requirements; • When assessing economic or scheduling impacts; • At major design phase milestones; • When evaluating proposals for alternative methods, materials, or equipment; • During unexpected situations that require changes in schedule, scope, procedures, costs, or materials; • When dealing with significant problems of design upon achieving major milestones. When team members are not appropriately involved during the periods listed above, or are not consulted about problems that directly concern them, they may develop negative, uncooperative attitudes that are not conducive to achieving project completion.

🚨𝗧𝗵𝗲 #𝟭 𝗿𝗲𝗮𝘀𝗼𝗻 𝗽𝗿𝗼𝗷𝗲𝗰𝘁𝘀 𝗳𝗮𝗶𝗹 🚨 Years ago, I was involved in what appeared to be a flawless project. The plan was solid, the team was skilled and the budget was right. But despite all the perfect pieces, we kept missing deadlines. Why? 👉 𝗢𝘂𝗿 𝗰𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝘄𝗮𝘀 𝗳𝗮𝗶𝗹𝗶𝗻𝗴 👈 Everyone was busy, but no one was talking. Decisions were made in silos. Updates were scattered across multiple platforms. And the team? They were drowning in confusion. 🚩 𝗧𝗵𝗮𝘁 𝘄𝗮𝘀 𝗺𝘆 𝘄𝗮𝗸𝗲-𝘂𝗽 𝗰𝗮𝗹𝗹🚩 Since then, I've learned that communication is the backbone of any successful project. Get it right and your project will run smoothly. Get it wrong and you're in for a rough ride. Let’s get real. ❌ 𝗧𝗼𝗽 c𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗼𝗻 f𝗮𝗶𝗹𝘂𝗿𝗲𝘀 𝗶𝗻 p𝗿𝗼𝗷𝗲𝗰𝘁𝘀: 𝗔𝘀𝘀𝘂𝗺𝗽𝘁𝗶𝗼𝗻𝘀, 𝗻𝗼𝘁 f𝗮𝗰𝘁𝘀:  Don’t assume everyone’s on the same page. Check-in. 𝗢𝘃𝗲𝗿𝘄𝗵𝗲𝗹𝗺𝗶𝗻𝗴 𝘂𝗽𝗱𝗮𝘁𝗲𝘀:  Long meetings and endless emails? Cut the noise. 𝗙𝗲𝗲𝗱𝗯𝗮𝗰𝗸 𝗯𝗹𝗮𝗰𝗸 𝗵𝗼𝗹𝗲:  When feedback is given, act on it—don’t ignore it. 𝗦𝗼𝘂𝗻𝗱 𝗳𝗮𝗺𝗶𝗹𝗶𝗮𝗿? 𝗬𝗼𝘂’𝗿𝗲 𝗻𝗼𝘁 𝗮𝗹𝗼𝗻𝗲. But it doesn’t have to be this way. Here’s how to flip the script and set your projects up for success: ✅ 𝟱 𝘀𝗶𝗺𝗽𝗹𝗲 𝘀𝘁𝗿𝗮𝘁𝗲𝗴𝗶𝗲𝘀 𝗳𝗼𝗿 𝗰𝗹𝗲𝗮𝗿, 𝗲𝗳𝗳𝗲𝗰𝘁𝗶𝘃𝗲 𝗰𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗼𝗻: 𝟭 - 𝗦𝗲𝘁 𝗰𝗹𝗲𝗮𝗿 𝗲𝘅𝗽𝗲𝗰𝘁𝗮𝘁𝗶𝗼𝗻𝘀 𝗳𝗿𝗼𝗺 𝗱𝗮𝘆 𝗼𝗻𝗲 Define who needs to know what, and when. 𝟮 - 𝗖𝗲𝗻𝘁𝗿𝗮𝗹𝗶𝘇𝗲 𝗶𝗻𝗳𝗼𝗿𝗺𝗮𝘁𝗶𝗼𝗻 Use one tool for updates—no more info scattered everywhere. 𝟯 - 𝗦𝗵𝗼𝗿𝘁, 𝘀𝘁𝗿𝘂𝗰𝘁𝘂𝗿𝗲𝗱 𝗺𝗲𝗲𝘁𝗶𝗻𝗴𝘀 No more aimless discussions. Keep it short, sharp, and to the point. 𝟰 - 𝗔𝗰𝘁𝗶𝘃𝗲𝗹𝘆 𝗲𝗻𝗰𝗼𝘂𝗿𝗮𝗴𝗲 𝗳𝗲𝗲𝗱𝗯𝗮𝗰𝗸 Create a culture where feedback isn’t just welcomed—it’s expected. 𝟱 - 𝗩𝗶𝘀𝘂𝗮𝗹 𝗽𝗿𝗼𝗴𝗿𝗲𝘀𝘀 𝘂𝗽𝗱𝗮𝘁𝗲𝘀 Share project dashboards to keep everyone aligned and aware. 𝗧𝗵𝗲 𝗿𝗲𝘀𝘂𝗹𝘁? ✔️ Fewer missed deadlines. ✔️ A team that knows exactly what’s happening. ✔️ Projects that deliver. 🛑 𝗔𝘃𝗼𝗶𝗱 𝘁𝗵𝗲𝘀𝗲 𝗰𝗼𝗺𝗺𝗼𝗻 𝗽𝗶𝘁𝗳𝗮𝗹𝗹𝘀: - Stop assuming everyone “just knows.” Spell it out. - Avoid last-minute changes without informing your team. - Don’t skip your updates because you’re “too busy.” 📈 𝗚𝗿𝗲𝗮𝘁 𝗰𝗼𝗺𝗺𝘂𝗻𝗶𝗰𝗮𝘁𝗶𝗼𝗻 = 𝗴𝗿𝗲𝗮𝘁 𝗽𝗿𝗼𝗷𝗲𝗰𝘁𝘀 It’s simple, but not easy. The right approach changes everything. 👉 𝗬𝗼𝘂𝗿 𝘁𝘂𝗿𝗻: What’s your biggest communication challenge in projects? Share in the comments—I’d love to hear your experience! --- Enjoy this? 👍 like, ♻️ Repost it to your network and follow Bertrand GUERARD for more. Ready to solve your project challenges? Book your Project Clarity Call https://lnkd.in/epfznhtr today and let's create actionable solutions together! --- #ProjectManagement #Leadership #CommunicationSkills #ProjectSuccess #PMO #ProjectControl

When planning a project, one thing ties everything together. Good Communication. We decided to focus on making a clear communication plan. Here are two main points we considered: First, we want our communication to be useful. This is where W.A.I.T. comes in: Why Am I Talking. Sending emails just to send them doesn't help anyone; they need to have a point. Second, we asked if we need to pull information from someone or push information to them. This changes how we communicate. Pulling information means getting specific details about the job, like the scope, schedule, colors, or feedback on our performance. This helps us make improvements. Pushing information means giving updates on a project or feedback on an idea. To be communication consistent there needs to be a normal rythm. Here my thought. For pushing information: ◾ Weekly updates (report style) For pulling information: ◾ Bi-weekly check-ins (phone calls) ◾Mid-project assessments (sit down meeting) What do you think about this schedule? Is it too much, or does it keep everyone informed?

Earlier on my page, I published a series of articles on Communication Strategy. Since those articles were quite lengthy, I've decided to switch to a more concise format: I'll be sharing stories of my victories and failures on projects. Failure 1. Once, in the early stages of my project management career, I was handed an active project from another PM. Development was nearing completion, preparations for testing and deployment were underway. The client was satisfied, the budget dynamics were excellent - the previous PM even joked that this project could be entered into the Red Book. And I relaxed, didn't dig deep, believed in miracles (here is the my main failure!). Testing began, involving hundreds of end users, and a wave of negativity hit. It turned out the developer handled not just coding but also analysis and project management, while the previous PM focused on lax, situational administration. The client hadn't engaged a key business group during the Technical Specification phase, leading to conflicts. Little documentation existed beyond the outdated spec, and some critical client requirements were impossible to meet. The project, slated for completion six months after my involvement, dragged on for another year and a half. The moral here is quite straightforward. If you see a project where everything seems perfect, then something is likely wrong - you just don't know it yet. In such situations, it's crucial not to relax but to intensify your efforts - the sooner, the better.

Ever feel like throwing more developers at a software problem will fix it? I would challenge that. I've seen countless projects struggle, not because of a lack of coding power, but due to poor communication. Here's why better communicators are key: - Clearer Requirements → Fewer Bugs - When developers understand the 'why' behind tasks, they write better code. Simple miscommunications can lead to costly bugs and rework. - Effective Problem Solving - Good communicators can easily share problems and brainstorm solutions. They're not just coding; they're solving business problems. - Stronger Team Dynamics - A team that communicates well will collaborate more efficiently. This leads to smoother project flow and higher morale. - Better Stakeholder Management - Developers who can translate technical jargon into business language keep stakeholders informed and happy. Software is about translating technical context into business impact. - Mitigated Risk - Good communicators spot potential issues early and address them before they escalate. So next time you're facing a software challenge, consider this: → Instead of asking, 'How many more developers do we need?' → Ask, 'How can we improve our team's communication?' Your project’s success might just depend on it. Share your thoughts: Have you faced similar challenges in your projects? How do you improve communication in your projects?