Project managers can communicate more effectively by following best practices like clearly defining the who, what, when of any message; keeping messages concise and simple; listening as well as talking; choosing the right medium like email or meetings based on the content; understanding the purpose and motive of the communication; confirming the message was understood; avoiding unnecessary jargon; making messages interesting; and documenting important discussions.

1. How project managers can
communicate more effectively?

2. 1. Take care of the 3 Ws
a. Who - Who is the message
for?
b. What - What is the type of
message?
c. When - When do you need to
communicate the message?

3. 2. Don’t beat around the bush
Always be clear and concise while
communicating. Stick to the
concept of KISS (keep It Short and
Simple).

4. 3. Don’t just talk, listen as well!
● Pause occasionally and give
others a chance to speak as
well. Be good at listening.
● Remove the barriers of
communication (technical,
linguistic, absent-mindedness,
or lack of trust, etc.).

5. 4. Decide the medium
of communication
Analyze the nature of
content/information and
accordingly choose the best-
suited medium for
communication; such as,
meetings, IMing, e-mailing,
reports, telephonic, or one-on-
one conversation, etc.

6. 5. Decide the motive
Why do you need to communicate a piece of information? What is the
purpose it’s supposed to solve? Answer that first, and you’ll be
able to communicate more effectively.

7. 6. Make sure the message is
understood
❏ Do confirm whether the listeners
understood the message or not.
❏ Complete the communication process
by making sure people interpreted the
message exactly how you wanted them
to.

8. 7. Avoid using technical jargons unnecessarily
Avoid making a simple message
unnecessarily complex by stuffing it
with too many complicated
terms/jargons. Form a message in a
way that’s easiest to understand by
everyone.

9. 8. Make it interesting
➢ Make a boring message interesting by adding elements of
intrigue and fun.
➢ Don’t sound too serious during meetings. Use occasional humour
to lighten up the atmosphere and to keep everyone attentive.

10. 9. Be sure to document everything
● Maintain documented records of all the crucial points. Jot-down
all important points as soon as they are discussed.
● Share it with relevant people so everyone stays on the same page.

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