The Importance of Communication in Programme Management
Effective communication is essential in project or programme management, as defined by the APM, and failure to adapt strategies and methods to evolving technologies and terminologies can lead to negative consequences such as falling behind competitors, financial setbacks, and adverse effects on well-being and knowledge retention. In this blog post, I will share communication strategies for project managers with diverse and disparate teams, including ways to deliver personal connection through technology.
Communication and Team Consolidation
As a Change Management Consultant within Clarion, I often get to work on projects where multiple organisations are collaborating. What I've observed is that individuals are often so deeply rooted in their respective cultures and ways of working, that they miss the first step in communication: finding a common ground to spring from. An approach solely focused on aligning everything with the funding parties' scope can result in time and financial setbacks, as well as adverse effects on the well-being of those involved. This may look like trying to unnaturally bend too far in one direction, or feeling frustration that others aren’t finding things as simple as your internal teams. You may see cases of burnout emerge, attrition rates increase, and the crucial retention of specialist knowledge suffers as a result.
It takes time to adapt to a new environment – and finding your feet in a new project is no exception. According to Urbanberry, it takes an average of up to 12 months for a new employee to become truly at home in their position. Similarly, adjusting to a new project takes time too. After all, there’s often an incredible amount of information to take in, processes and procedures to learn, systems to figure out and bonds and trust with colleagues to form – these things don’t happen overnight. In a project, whether internal or a blend of external suppliers, such timelines aren’t really afforded. So, when starting new programme management projects, we are challenged to find that alignment, and quickly. It makes me wonder whether communication in projects would be much smoother if we approached onboarding individuals into the project with the same vigour as we onboard new employees.
Strategies for Effective Communication in Programme Management
Have you ever heard the following phrases pop up when reflecting on a project?
- "Wish I had known that earlier"
- "If only we had been involved sooner"
- "You don't know what you don't know"
- "Guilty Knowledge"
I have been in several debrief meetings where the above phrases are used. All too frequently, these phrases appear in conjunction to mismanaged time and resources, delayed scheduling or repeated requirements. These issues are more often than not symptomatic of the core issue: poor upfront communication.
The connection between project / programme management and change management is more articulated than ever before. Let's look at some strategies to help us address this.
Strategy 1 - Stakeholder Map
In programme management, a stakeholder map is a visual representation of individuals or groups with a vested interest in a project, product, or idea. Stakeholder mapping helps you identify these key stakeholders, understand their influence, and develop a strategy for stakeholder management. Make sure this is not just completed for the target audience of a project or product or in alignment of the end goal. Produce a stakeholder map of those working within a project, determine their needs, and this will give you the best start towards a strong collaborative project workspace. This should be followed up with dedicated communication plans for each grouping, as well as frequent reviews.
Strategy 2 - Choosing the Right Tools
Communication naturally goes hand in hand with learning. You’re transferring information from one source to another. As such, be mindful that the platforms you choose meet a wide range of needs. Dependant on the wider context, the approach requires constant review and adjustment. Don’t get away from the core messaging, and the benefits it is aimed toward.
Image caption: To make sure your core message is understood, you first need to make it accessible. Consider ways to ‘break through’ communication barriers like different contexts and learning styles to successfully ensure your team understands your messaging.
Programme Management tip- remember that different stakeholder groups (and sub-groups!) may require different tools.
Strategy 3 - Consistency, consistency…change?
A clear and consistent communication plan is often appreciated by project stakeholders. When stakeholders understand the communication schedule and plan, it sets the tone that they will be kept updated throughout the project. This could be regular team meetings, newsletter, or 1:1s.
As a project progresses, stakeholders come in and out, and the communication methods will need to change and adapt to accommodate them. For better communication in programme management, review your communication plans just as you would objectives.
Final Thoughts
In conclusion, I believe effective communication stands as the cornerstone of successful programme management. As we navigate through diverse teams and intricate collaborations, the significance of fostering shared understanding and connection cannot be overstated.
In recognising the potential barriers to communication, including cultural differences and technological advancements, it becomes evident that strategies and methods must evolve continually to remain relevant. Failure to adapt risks not only falling behind competitors; but also jeopardising project success and team well-being.