What Types of Communication Should Be Used During a Project?

Communication and how you get along with other team members is crucial to the success of a project. Various types of communication may be involved in the overall planning and execution of the final project and can include verbal, written, electronic and face-to-face interactions. The flow of information also plays an important role in the success of your project.


  1. Written communication is easily copied and sent to all members of the team. Deadline dates, procedures and company policies should all be sent in written form to avoid misunderstandings. Email is an effective form of communicating important information, especially when parts of your project team are in different locations. Clarity is vital to impart exact details and pertinent information to all participants. You should avoid overloading team members with data and prioritize the information that team members need to complete their sections of the project. Avoid overwhelming project members with irrelevant documents and data.


  1. In addition to messages and directions in emails, you can utilize electronic tools to facilitate quick, effective communications. Use video meetings when participants could benefit from brainstorming or questions and answers when your team is spread out in different locations. You can attach spreadsheets and video files to emails for more in-depth presentations to team members. Use your internal web pages to provide information and updates that project participants can access at any time and place. A website is an effective resource that allows all team members to follow the project progression, even in areas in which they won’t play a role.


  1. Face-to-face meetings individually and as a team play a vital role in the overall communications processes that lead to successful project completion. When you’re speaking personally with a team member, you can gauge reactions and ensure your message is received. Getting team members together improves morale and can stir up creativity and enthusiasm for the project. Meetings are appropriate when the agenda is planned and you want to make sure everyone involved hears the same message. Workshops, seminars and meetings provoke collaboration and a free exchange of new ideas.


  1. One vitally important aspect of communication that is often overlooked is listening. Active listening is required to let team members know that what they’ve said, written or displayed has been appropriately received. Feedback comes in a variety of forms. In person, your body language portrays your level of attention while questions and timely input signify that you heard the message. Email responses, text messages and memos let other members of the team know that their messages were received and understood.