210 Project Management
ware companies are promoting is the ability for team members
to provide project status to the project manager without any
need to meet face to face. Although this communication
method may be a boon for geographically dispersed teams, the
software manufacturers fail to make that distinction. This leaves
some project managers believing that it’s better to get electronic
updates from team members just down the hall than to meet
with them regularly. I disagree and would not recommend that
you let this electronic marvel replace your opportunity to look
team members in the eye and ask them how they’re coming
along on their activity.
General Guidelines for Effective Communication
Choosing the right approach and the best medium are critical
decisions. But how do you actually go about the process of
communicating? This may seem like overkill to some, but not
taking the time to plan and failing to follow some basic guide-
lines can lead to disastrous results. Whenever you’re communi-
cating with others—face to face, in writing, by phone, or
through memos—keep in mind these guidelines for effective
communication:
Consider the function of the communication. Think about the
purpose of your communication. For example, are you trying to
provide information, offer an opinion, gain support, or drive a
decision? This will have an effect on how you structure the
communication and what approach may be best.
Get to the point. I’ve been subjected to countless phone calls
and memos that took far too long to get to the reason for the
communication. Don’t do that to others. Strive to be concise.
Apply what you learned in English class. Pay attention to
spelling, grammar, sentence structure, and composition when
communicating—particularly in written communication.
Avoid distractions. Consider everything that may distract the
recipient from getting the full impact of the communication and