Effective communication of projects —— Three common ways of remote communication

Communication is an important part of the project. With the rise of Internet and collaborative office software, people and businesses in the project can be spread all over the world. Improving the communication efficiency of the project and reducing the noise generated by communication can effectively reduce the project cost. In the process of project planning, the project manager should not only consider manpower, time, materials and risks, but also strengthen project communication, especially remote communication.

In addition to the regular video conference, remote communication mainly includes:

1, telephone

Step 2 mail

3. Information (SMS and WeChat)

1. Application scenario: Compared with email and information, telephone has the characteristics of colloquial, direct and convenient communication. Telephone communication is mainly used in the following aspects (including but not limited to):

1) urgent but unimportant things;

2) things with clear logic and specific steps;

3) things that both parties are familiar with or must do;

4) Things with few topics (less than three).

2. Precautions:

1) After the identities of both parties are clarified by telephone communication (plus the position), the description is clear and accurate;

2) In non-emergency situations, when decisions need to be made in telephone communication, provide optional suggestions;

3) The theme of communication should be confirmed repeatedly;

4) When there are multiple topics, it is suggested to simply put them in front and put the important ones at the end.

For example, the telephone numbers of project managers Chloe Wang and Lili.

Chloe Wang: Hello, I'm Wang Leyan, project manager of Beidou project of Hisense Company. Are you Lili, the GIS project manager of Haiqi Company? (There is a position and a name. If you are familiar, you can omit the company name. )

Li Li: Hello, Manager Wang, this is Li Li.

Chloe Wang: Manager Li, I need to take a few minutes of your time to communicate with you about two things.

Li Li: Yes, please.

Chloe Wang: The first thing is that Zhang Mei from the project and I will visit you at Haiqi Company on Tuesday morning 10 on February 25th to discuss the progress of the project, ok? (Simple things take precedence)

Li Li: I looked at the timetable. I think it's ok. Come to my office on the morning of 25th 10 to talk about the progress of the project. I'll contact you if there is any change. (Repeat, reduce noise)

Chloe Wang: OK, I'll keep in touch in the future. The second thing is the stage acceptance of the project the day after tomorrow. The project started late and didn't reach the key node. For the acceptance of the day after tomorrow, I have two suggestions to discuss with you: the first suggestion is to postpone the acceptance for one week and the project will meet the acceptance conditions within two days. Second, if you inform the supervision company here, we will cooperate with the acceptance of the completed project, and we will definitely complete the project goal on time at the next node. Manager Li, what do you think?

Li Li: I have sent a notice to the supervisor and the company Xiao Hu. This time, I mainly want them to check the engineering quality first. The next node must be completed on time. We'll talk about it next week according to the situation on the spot.

Chloe Wang: OK, thank you for your support. Let's meet and talk.

Li Li: OK, bye.

1. Application scenario: Compared with telephone communication and WeChat communication, email communication is more formal and can inform many people about things. A good email should be clean, concise and clear in structure. Mail is mainly used in the following aspects (including but not limited to):

1) meeting notice and meeting minutes;

2) Communication affairs such as project planning and key nodes;

2. Precautions:

1) summary title

The title should be brief, summarize the main idea of the email, and don't highlight the details too much. For example, please check the notice about the project kick-off meeting on February 10. As for the details of the meeting, you can highlight the specific time, place and participants in the body of the email.

2) Simple format

Because email communication is more formal, so don't use personalized background pictures, colorful and different fonts. Just mark the key points in black.

3) Logical and clear structure

At the beginning of the project text, you need to add titles and greetings, such as: Hello, General Manager Zhang! If there are many people, you can also directly address them in general terms, such as: Hello, leader (colleague)!

E-mail must be segmented, and only one thing should be written in each paragraph. It is suggested to use short sentences and simple words to express the content. Finally, we must emphasize what the other party needs to follow up and cooperate with. Thanks again.

4) Use standardized labels (recommended)

You can use labels to highlight company name, department, name, contact number, contact address and other information, such as:

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Anhui * * * * * * * * Company

division of project management

Zhang San

Tel: 13255335655

Mailing address:No. * * Road, Shushan District, Hefei

E-mail: guo-cm @126.com.

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5) Good feedback habits

If the matters notified by mail need feedback, it needs timely feedback, and the default title can be used as the title.

1. Application scenario: In the project, information communication is mainly SMS and WeChat communication. Information communication can complete the timely transmission of information under special circumstances, which is convenient and fast. Information communication is mainly used for (including but not limited to):

1) Communication under special circumstances (meeting)

2) holiday greetings;

3) Reminder (project progress, cooperation matters, meeting time reminder)

2. Precautions:

1) Remember not to use "Are you there?" "Are you free?" And "Are you busy?" This way of asking about the current state without explaining things is easy to bring panic to the other party.

The information begins directly, telling the other party what needs to be communicated directly, making the other party feel comfortable and having enough information to decide whether to reply and in what form.

2) Information communication WeChat structure is built by who does what and when, and complex logic is simply stated when introducing things.

For example: Hello, Manager Wang! Li Er (who) from the project department will go to the project management department of your company at three o'clock this afternoon to go through the formalities of data submission (what). Please provide your coordinator and practice phone number (cooperation matters) if it is convenient. Thank you.

3) Use long sentences when replying to show self-cultivation.

When replying to something, try to express goodwill in long sentences and give the other party a good impression.

Li: * * * * * * * * * * * * * *, please meet!

Wang: Roger that. (appears stiff and has no tone)

K: OK, thank you! (With auxiliary words, thank you)

? Telephone is a synchronous and exclusive communication tool. Both parties can communicate in a complete time period and confirm the received information through "OK" and "No problem". E-mail is an asynchronous communication and sharing tool. Only through feedback can the sender determine the other party's thoughts, and the information is complementary to the two, which locks the short communication time through structured expression. It is believed that through the cooperation of three ways, effective communication of the project can be realized and communication efficiency can be improved.

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This article refers to: Teacher Liu Run's five-minute business school. Teacher Su Dai's "Effectively Improving the Social Ability with Strangers" and "The Charm of Communication"