Project Communication and Documentation 209Handwritten Notes. Probably the most informal of all communi-
cation methods, short notes written by hand are an excellent
way to provide positive recognition. Although they usually take
very little effort, they convey “the personal touch” much more
than verbal approaches or formal memos or e-mail messages.
Among the drawbacks of these types of notes is that they’re
geographically limited.
Printed and Mailed Memos and Letters. With the advent of e-
mail, memos and letters are now generally reserved for more
formal or official communication. They’re slow and one-sided,
but good when formal signatures are required and a permanent
record is desired. Hence, printed, mailed memos and letters are
still used frequently in contractual situations.
Informal Visits. A visit is ordinarily an informal and personal
way to maintain communications with an individual. Although
you may not be carrying a specific message, an informal visit
can often lead to a more valuable or productive communication
session than you might get from a formal one-on-one or a
group meeting. Informal visits are also appropriate when confi-
dential, personal, or sensitive subjects need to be covered.
Formal Presentations. Formal presentations are often used in
situations where the distribution of information may be enhanced
by an explanation or the information is too complex for written
documentation. Formal presentations are often done in a group
setting, thus ensuring that everyone gets the same level of
understanding. They allow for impressive graphical displays of
information, but often require a lot of preparation. They’re effec-
tive when you’re trying to promote understanding, enlist support,
or expedite a decision (e.g., management approval to proceed).
However, formal presentations can be challenging or risky, as
you rarely have control over the entire session. And, if poorly
done, they may do more harm than good.
Remote Updating Through Project Management Software. This
method of communicating is unique to project management.
One of the newer features that some project management soft-