Introduction
"Communication is key"- it's probably a phrase you've heard before. It is, after all, quite a true statement. Communication will make or break a project. Transforming a project from an idea to a reality requires good, clear communication. Without it, you run into miscommunication, errors, bad morale, crumbling teamwork, and worse. And all of this will cost you time, money, and employees.
Most of us think we're pretty good at communicating. After all, unless we live alone as hermits in the desert somewhere, chances are we talk or write to others many times a day. But it's easy for even the most seasoned orator or talk show host to slip up. As a project manager, it's your responsibility to make sure that the communication that you and your team uses is efficient and clear.
Communication in Agile
What makes communication different in an Agile platform?
Well, technically, nothing. But the needs of communication does. Agile emphasizes a flat hierarchy and rapid-paced work. Communicating effectively is more important than ever before. To help with this, managers have devised several methods to help improve communication with Agile teams.
Agile Communication Methodologies
Repeat yourself. No, really. Chances are, if a co-worker interrupts what you're doing to tell you something, you're going to forget most of that message within minutes if you don't write it down somewhere. We're only human, after all. Repeating yourself helps ensure that you're heard- just make sure that the material is concise.
Use multiple communication channels. Email's a great tool, but some channels are better than others for certain tasks. Does it need to be a meeting? Does it need to be an email? Would a personal touch be better, warranting an in-person chat? Think before you speak.
Do it face to face. Sure, I just said to use multiple communication channels. But don't forget that face to face communication is your secret weapon. It allows you to resolve misunderstandings and convey large amounts of information much faster than any other form of communication, and body language helps reinforce its clarity, something that a short message or email may struggle with since it can't fall back on that basic characteristic of human interaction.
Subject first. Don't waste your team's time. It doesn't matter who you're addressing or why, put your topic in the subject section and explain why as soon as you say what you want. People need context to understand, it prevents miscommunication and assumptions that could lead to problems.
Be an open book. Agile is all about eliminating wasteful hierarchies so your team can do what they do best. So make sure that people know they can trust you. Not everyone is comfortable in social situations, even if its their job. Be polite, be open, be clear.
Be concise. I've said this several times already, but it's so important I figured it was worth making its own thing. Agile doesn't like waste. You should seek to reduce documentation and artifacts wherever possible, and that includes communication. Say as much as you need to be clear, and then shut up.
Ensure accountability. This doesn't mean punishing your team (or yourself) when you screw up. It means ensuring that everyone has what they need to communicate and understands that they need to do so. In Agile, communication is constantly happening even when it's minimized. Sprints open and close with communication about needs and expectations and retrospectives. Every day team members discuss what they've worked on, what they could use help with, and so on. People need to be ready to talk freely.
Tools for Agile Communication
Thankfully for project managers, there's a few tools out there to help facilitate good communication management. I'll only focus on a couple, but these can be extremely effective and for many, necessary.
Trello
Trello. (n.d.). Figure 1. Trello.com. https://images.ctfassets.net/rz1oowkt5gyp/7sxChS4x6XAcUgDpp4VAZk/25377d162e964f4243e329c447bfd7dc/TrelloBoard_Calendar_2x.png
Trello is a tool you may be familiar with for its ability to help create and manage tasks and people, assigning resources where necessary in the same interface used for everything else. It's a staple for countless small project teams, and can be a huge help. But Trello does more than resource and schedule management, it also acts as a communication platform. Teams can use it to leave notes to each other, message each other directly, and communicate in groups.
Slack
Slack. (n.d.). Team chat. Slack. https://slack.com/team-chat
Slack is a communications platform specifically geared towards productivity in organizations and companies. It offers many forms of digital communication such as text chats, private messages, video calls, and audio clips. It can even be integrated with bots to enhance productivity further. It can be very useful to help connect teams and make them feel closer together while keeping them up to date on what's happening at work.
Schedule Management Plans
Technically, schedule management plans aren't a tool of their own- they're a combination of other resources meant to help with communication. In essence, they're your formal plan on how your team is going to communicate. Still, because they're ultimately a tool for project management communication, they earn a place on this list. Make sure that you have a proper, formal plan on how to communicate. Put some policy in place. But also make sure that its clear and brief enough that your team can read it to know it, because they're going to need to know it by heart!
Conclusion
Communication will make or break your project. It's the glue that keeps your team together, and keeps your project moving. Hopefully this post has given you some useful advice for making your own project management plan! Remember: Be clear, be concise, be heard.
References
How to nail your agile communication Plan. (2021, February 24). Lucidchart. https://www.lucidchart.com/blog/how-to-nail-your-agile-communication-plan
Unleashing the power of communication in agile transformations. (2021, August 30). McKinsey & Company. https://www.mckinsey.com/capabilities/people-and-organizational-performance/our-insights/the-organization-blog/unleashing-the-power-of-communication-in-agile-transformations
Drumm, S. (2023, March 9). Agile Communication: techniques, examples and best practices. PM-Training. https://pm-training.net/agile-communication/
The real key to agile success: communication. (n.d.). AgileConnection. https://www.agileconnection.com/article/real-key-agile-success-communication
Manage your team’s projects from anywhere | Trello. (n.d.). https://trello.com/
Slack. (n.d.-b). Team chat. Slack. https://slack.com/team-chat
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