One of the key skills needed by project managers to perform the basic functions of management (i.e., Planning, Organizing, Leading and Controlling) efficiently is good and clear communication.
Let’s see how important communication skills are in the performing the basic functions of Management –
- Planning – Good communication skills serves as a foundation for planning as all the essential information must be communicated clearly to the managers who in-turn are required to communicate the plans for implementation.
- Organizing – Process of organization requires effectively communicating with others about their job task.
- Leading – Managers as leaders must communicate effectively with their subordinates so as to achieve the team goals.
- Controlling – Controlling is not possible without written and oral communication.
Primarily, managers devote a great deal of their time in communication approximately 6 hours per day. Communication can be either face to face or telephonic with their superiors, subordinates, colleagues, customers or suppliers associated with the project. The Project Managers also use Written Communication in form of letters, reports or memos wherever oral communication is not feasible. Effective communication is therefore a building block of successful organizations.
Importance of communication in an organization
Source of Motivation
Communication is a source of motivation that helps in informing and instructing the employees the manner in which the task has to be done and emphasizing on steps for performance improvement.
Source of Information
Communication is a source of information to the organizational members for decision-making process as it assists in identifying and assessing alternate course of actions.
Source of molding attitudes
Communication is a crucial source in altering an individual’s attitudes. Some of the techniques and sources that are helpful in molding employee’s attitudes are organizational magazines, journals, meetings and various other forms of oral and written communication.
Source of Socialization
Communication is a great source of socializing. In the current scenario the only presence of another individual fosters communication. The various modes of communication have proved to be great source to interact and express for good organizational health.
Source of implementing control
Communication as a source in controlling process helps in controlling organizational member’s behavior in various ways. Team members are required to comply with organizational policies, perform their job role efficiently and communicate any work problem and grievance to their superiors. Thus, good communication helps in controlling function of management effectively.
The primary responsibility of a manager is to develop and maintain an effective communication system in the organization that assists in identifying any barriers to communication, analyze the reasons for their occurrence and take preventive steps to avoid those barriers.
Communication types
Verbal communication
Verbal communication involves the use of words, speeches, presentations etc. and thereby the sender shares their thoughts in the form of words. In verbal communication, tone of the speaker, the pitch and the quality of words play a crucial role.
In this form of communication the speaker has to be loud and clear with properly defined content. Also while speaking the pitch should to be high and clear for everyone to understand where the content must be designed keeping the target audience in mind. In verbal communication it is the responsibility of the sender to cross check with the receiver whether he has got the correct information or not and the sender must give the required response.
Nonverbal communication
Non-Verbal form of communication involves facial expressions, gestures, hand movements and body postures. In other words, it is a speechless communication where content is not put into words but simply expressed through expressions. Nonverbal communications are vital in offices and meetings.
Communication Skills Development
The process of communication skill development involves development of various aspects of personality which includes verbal and non-verbal communication skill development.
Focus areas for communication skill development
Choose suitable form of communication
Communication is the process of transferring messages between a sender and a receiver through various methods (written words, nonverbal cues, spoken words). Here the focus is on choosing the most suitable form of communication so as to establish and modify relationships.
Speak what you think
One of the reasons why individuals are hesitant in making contribution is due to lack confidence on their inputs. It is therefore important to be confident in knowing that you can make worthwhile contributions to conversation.
Practice
Start with simple interactions in order to develop advanced communication skills. It is recommended to practice communication skills every day in settings range from the social to the professional. Every new skill takes time to refine, and each time you use communication skills, you open yourself to opportunities and future partnerships.
Engage Audience
Techniques to better engage with the audience
Eye Contact
Consciously look into the listener’s eyes and then move from one eye to the other eye. As going back and forth between the two eyes makes it sparkle. Other trick is to imagine a letter “T” on the listener’s face, with an imaginary horizontal line across the eye brows and the vertical line coming down the center of the nose. Thereafter keep eyes scanning that “T” zone.
Use gestures
It is suggested to use gestures with hands and face as it makes whole body talk. For individuals and small groups use smaller gestures where on the other hand the gestures get larger as the group size increases.
Avoid mixed expressions
Often a mismatch between words, gestures, facial expressions and tone is noticed. For instance to discipline someone while smiling sends a mixed message and is therefore ineffective. So if you have to deliver a negative message, make words, facial expressions, and tone match the message.
Use constructive attitudes and beliefs
Attitudes and beliefs that you bring into communication have a huge impact on the way you put forth yourself and interact with others. Thus be honest, patient, optimistic, sincere, respectful, and accepting of others.
Effective listening skills
One of the techniques to engage in an effective communication is not only to speak well; but also listen to the others view. So avoid the impulse to listen only for the end of their sentence so that you can break out your ideas or memories.
Use of Words
Do not mumble
Try to articulate yourself better in a better manner if people are always asking you to repeat yourself.
Pronunciation
Avoid use of words whose pronunciation you are not sure about. In general, people judge competency through vocabulary.
Use suitable words
Avoid use of words whose meaning you are not sure about. You must grab a dictionary and start a daily habit of learning one new word per day and try to use it sometime in conversations during the day.
Slow down your speech
Speaking fast is a sign that that you are nervous and unsure of yourself. However, just be careful not to slow down to the point where people begin to finish sentences just to help you finish.
Use of Voice
Develop suitable voice structure
A high pitch voice is perceived to be one of authority, but that’s not true. It is therefore suggested to be low on tone yet firm.
Use animated voice
Use a dynamic tone and avoid monotone. Use variation in pitch such as periodic raising and lowering your tone.
Use appropriate volume
Using suitable volume for a given setting. Speak more softly when you are alone and close. Speak louder when you are speaking to larger groups.
