Communication skills of project managers

Communication skills of project managers

In the process of doing projects, we usually want to avoid problems caused by poor communication. As a project manager, if team members don't submit qualified results on time as you expected, the lack of good communication is likely to be the culprit. The following are the communication skills I shared with you, hoping to help you!

1 Basic principles of communication

1. 1 communication mode

A simple communication mode contains five elements: information, sender, communication medium, receiver and feedback. Information is news, and everything that exists contains information. The sender is the sender of information. Information must be encoded before transmission. Media refers to the way or method of information dissemination.

The receiver is the receiver of information and needs to decode the encoded information. Feedback is the receiver's response to the sender after receiving the information.

1.2 coding and feedback

Among the five elements of communication mode, proper feedback is the key for both parties to correctly understand the information. The receiver must know the coding mode of the sender in order to extract the information correctly, so the sender should provide convenience for decoding as much as possible. When both sides are in the same cultural background, the accuracy of decoding can be greatly improved.

In multinational companies, English, as the most widely used language in the world, has become the standard coding method. When the habit is formed, domestic team members also communicate in English. No one can master the language and express information more skillfully than using the mother tongue.

Coding in a non-native language when unnecessary not only increases the coding error rate, but also increases the decoding difficulty of the other party.

2 communication methods

2. 1 oral communication

The members of a team have diverse personalities, some are cheerful and lively, and some are reserved. Generally speaking, extroverts are talkative. In order to create a relaxed atmosphere or win the favor of each other, they will talk about things that deviate from the subject. To discuss problems with such people, the project manager should spend more time preparing mentally.

The rhythm of the conversation must be in your own hands. When the other party digresses from Wan Li, try to get the topic back on track. For example, "Why don't we talk about what you are going to do next, so that we can focus on your interesting travel experience at lunch".

If the other party is still chattering and taking up too much conversation time, the project manager must interrupt the other party in time. For example, "Your topic is very interesting, but why don't we solve the immediate problem first?" Of course, some basic rules can also be formulated to restrain this kind of people, such as stipulating that when one person is talking, others can't interrupt casually, or limiting everyone's speaking time.

On the contrary, introverts cherish words like gold. They are usually reluctant to express their views and rarely take the initiative to open the topic. They tend to answer questions in short sentences. When you ask him what he thinks of something, they answer with "very good" and "not bad". This seemingly affirmative reply does not represent his true thoughts.

Because you seldom get his feedback in conversation. For such people, the most appropriate way to ask questions is to use special questions, such as "how will you handle this matter?" Instead of "Do you think my handling is ok?" . The project manager should always pay attention to fairness and objectivity and avoid subjective assumptions.

Irresponsible views will dampen the enthusiasm of members and have a negative impact on team performance. Making negative comments without investigation will affect team cohesion. In any case, don't directly deny other people's views in public. Words like "you are irresponsible" are very hurtful. Instead, you should adopt a relatively euphemistic expression and add your own feelings to your statement. For example, "I have different ideas, and I personally prefer …" or "If you can …" would it be better? Face-to-face communication alone is the best way before the truth is fully understood.

This can not only protect each other's privacy, but also form a relaxed atmosphere. Even if I accidentally said something wrong, I have a chance to clarify it at once.

2.2 Body language communication

Body language is reflected in many aspects, such as dress, gestures, eyes and so on. When speaking, it is the minimum respect to face each other squarely. Eye contact will make the other person feel that you are interested in the current topic, and then encourage the other person to continue. In the debate between the two sides, a firm eye can also show your confidence.

It is very impolite to do your own thing while listening to others. Eye contact also needs to be measured. When communicating between superiors and subordinates, staring at each other all the time will put pressure on each other. When the other person is of the opposite sex, too much direct gaze will also produce a sense of rudeness. When listening to the other person, keep a relaxed sitting position and face the other person. While creating a relaxed atmosphere, it will also convey your respect and dedication to each other.

Besides, you should relax your facial expressions, nod and smile more to encourage each other. Any unnecessary small gestures, such as crossing your legs, shaking your body or playing with stationery in your hand, are absolutely forbidden. Clothing is also a part of body language, which can reflect the corresponding emotions.

TV presenters will wear certain styles of clothes on different days. Similarly, the dress of the project manager should be adapted to local conditions. For example, in the project performance report meeting, you choose to wear formal clothes to show your respect and attention to the company's top management or customers. When talking with team members, casual clothes can form an atmosphere of speaking freely.

As a leader, the project manager's every move will subtly affect the members' work style and team atmosphere, and his personal charm will help unite the team and drive the whole project team to work efficiently.

2.3 written communication

E-mail is not the most efficient way of communication, but it is indispensable in work. For a project manager who deals with various functional departments of multinational companies, it is undoubtedly very important to master the skills of writing emails. Written communication requires you to actively attract the interest of potential readers and have the desire to continue reading.

E-mail should have eye-catching titles and use concise and easy-to-understand language to reduce the reading time of the other party. For emails forwarded many times, the subject must be revised again, and words such as "reply" or "forward" that are easy to confuse people after reading must be removed. For emails forwarded many times, redundant information should be deleted appropriately.

As English is a common language, it is necessary for the whole team to improve their English application ability. When writing an email, try to use the active voice, because it is easier to motivate people and describe things. Project managers should always create a sense of team honor, and using words or signs with team characteristics can narrow the distance between them and increase the cohesion of the team.

Written communication can't get immediate feedback, so we must try our best to help the other party understand the information contained in it correctly. Proper use of popular language and professional language for different objects can enhance mutual understanding. Easy-to-understand language is aimed at ordinary people, while professionals prefer to use industry terms and jargon.

Fully understanding each other's knowledge background can transmit information between people.

3 team communication skills

3. 1 team culture

The project manager must create a positive culture in the team. Being positive means having high expectations for work and striving for the best results. But at the same time, we should be confident enough to deal with the potential risks in the project and make full preparations for the worst possible situation.

Project managers should be good at analyzing their own difficulties and mistakes, and pass these lessons on to team members to find the best way to solve problems in future projects. The project manager is a typical goal-oriented person. Goal-oriented makes the team have a clear plan for the task, and works out the work breakdown structure (WES) through the established project milestones, and divides the project into several stages. The project manager and team members work together to complete the stage objectives within the specified time limit. An excellent project manager is good at thinking, will lead everyone to brainstorm and actively put forward constructive suggestions to the top, and is a pioneer.

3.2 Team management

Why do some leaders easily let each other accept their assigned tasks? Where is the mystery? NouglasMeGregor put forward the view that "different human nature assumptions are embodied in different management concepts and behaviors in practice". He divided people into two categories: under the "X theory", human nature is lazy, lacking initiative and creativity, passively obeying orders from superiors, and unwilling to take the initiative to work and take responsibility.

Under the "Y theory", human nature is proactive, with a sense of responsibility and subjective initiative. It doesn't need the superior to arrange the work meticulously, but can conduct self-command and control spontaneously according to the organizational strategy. Different management strategies should be adopted for these two types of people. For example, active members should be reasonably decentralized and authorized, and participatory and consultative management should be adopted.

For passive members, we should dare to use the formal power of the project manager to punish them. The project manager also wants everyone in the team to have a clear goal. This requires determining the time and content of delivery before starting work. At the same time, it is necessary to clarify the responsibilities and rights of each project team member. When making a decision, the project manager should put himself in the other's shoes and objectively consider each other's feelings, and try to let each member play his own interests and specialties.

The second is to determine the bottom line between you and the other party, and make clear what can and cannot be compromised. Finally, prioritize the things to be done in the project. Usually it can be divided into "must do it now", "must do it before a certain point in time" and "do it when you have time". This can not only relieve the working pressure of the team, but also create a reasonable and relatively relaxed working environment.

3.3 Team building

The project manager needs to coordinate and organize his own members to complete the task efficiently. The morale of the members largely determines the success or failure of the project. Maslow's theory of human needs describes five levels of human needs (figure 1), and points out that if the incentive object has met the needs of a certain level, it is impossible to be more effective at this level.

This determines the direction of the project manager's efforts in team building: comprehensively summarize people's internal and external conditions and various aspects from four aspects: strength, weakness, knock -portunity and threat, and then analyze the methods of advantages and disadvantages, opportunities and threats.

Through analysis, we can help people find their own interests and advantages, as well as areas that need improvement, so as to make improvement plans and personal development plans. Members' physiological needs, safety needs and social needs (belonging and love needs) have usually been met. The demand for respect and self-realization at the top of the pyramid is relatively difficult to meet. Appropriate praise can make the other party feel respected, and affirmation of opinions and achievements can make the other party feel a sense of accomplishment, thus meeting high-level needs and inspiring the other party more effectively.

Affirmation of people can be divided into oral and non-verbal forms. Simple verbal communication can definitely be used to show that you are listening to each other. It is a sign of respect to use words such as "good", "I see" and "please continue" from time to time between the statements of the other party. A more direct affirmation can be achieved by praising a member on a formal occasion.

Nonverbal definitely refers to body language, such as patting the other person on the shoulder. As a manager, nonverbal affirmation can also be reflected in providing support to team members in all aspects and striving for opportunities and resources for members. When there is a problem, the project manager has the courage to take responsibility and does not push the responsibility to his subordinates. Self-discipline in conversation is also necessary for project managers.

As a team manager, at least you should be able to express yourself clearly and concisely. If the project manager is also an expert in a certain industry, he must not feel superior in the conversation, but should respect each other and put himself in their shoes.

In short, the personal style of the project manager will set an example for the style of the whole team. In order to build an efficient team, the project manager must let employees learn to think, leaving more decision-making space for employees, not just telling them what to do. When many opinions within the team cannot be agreed, the project manager should be a coordinator to guide everyone to find the most suitable method.

In a project-based organization, the project manager also plays the role of functional manager, which requires him to be responsible for the personal development of employees. The project manager should help each member with career planning through good communication.

4 conclusion

Communication is an art, and the project manager spends 90% of his work on communication every day. For project managers, communication is a compulsory course. Effective communication follows some basic principles: clear goals, understanding each other's needs, scenario analysis, correct communication channels and appropriate feedback.

Reasonable use of various communication methods and skills is the key to successful communication. The project manager, like the parents of a big family, should always care about the mental health of members, communicate with each team member regularly, help them develop their own specialties, gradually improve their skills, form an efficient team and ensure the success of the project.

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