Project communication:
an important factor in the success of your project
Communication helps determine the success of your project
Bringing a digital project to a successful conclusion is far from a given. Good project management is one of the critical success factors, and project communication is part of that.
Although project communication isn't part of our core activities, we're happy to share a few practical tips for a workable structure and approach. Because no matter how you look at it, the way you communicate plays a key role in the success of your digital project.
Communicate regularly
To keep your project on track and meet deadlines, it helps to communicate regularly about the status of tasks, results achieved, decisions and milestones. That doesn't always have to be through a formal newsletter. A well-prepared meeting request, a short stand-up, a recurring live meeting or an update in Teams are all forms of project communication too.
The key question is always the same: what do you communicate, when, to whom and through which channel?
No one-size-fits-all
The right form of communication depends on the culture, structure and habits within your organisation.
More than a newsletter or a Teams channel
- “We need a weekly newsletter.”
- “Internal communications will just put it on the intranet.”
- “We'll create a Teams channel and share everything there.”
Each of these suggestions can be a legitimate part of project communication, provided it fits within the organisation and there are clear agreements about how it's used.
Project communication is broader than a single channel. Agendas, recurring meeting moments, decision logs, kick-offs and targeted updates per stakeholder group are all part of it too.
A communication plan pays off
A communication plan doesn't need to be complex. Above all, it should make clear who needs which information, for what purpose, at what point and through which channel.
Before the project starts, align with managers, HR, internal communications and other stakeholders. They know the communication culture within their teams and can help you avoid pitfalls.
Identify all stakeholders
Map out both internal and external stakeholders. Consider the project's entire timeline as you do so.
Stakeholders who only become active later are easy to overlook at the start, even though they need to be informed or prepared in time.
Define the communication objectives
Determine, for each stakeholder group, what you want to achieve with your communication.
With the project team, for example, you want to encourage collaboration and action, while management mainly needs insight into progress, risks and decisions.
Choose the right communication channels
Think of email, internal newsletters, Teams, WhatsApp, meeting requests, kick-offs and live updates. Make clear agreements about which channel you use for what, and where documents, decisions and updates can be found afterwards.
Match the channel to your stakeholder. If a team already has a weekly team meeting, for example, tap into that rather than organising extra meetings.
Set the frequency in advance
Decide how often each stakeholder group receives an update, and stick to that agreement.
Regularity builds trust. If an update is exceptionally delayed, communicate that too.
Designate who communicates
In practice, the project manager often takes on most of the updates. When other team members are responsible for specific communication, document that explicitly so no gaps or duplicate messages arise.
Communicate purposefully, not maximally
Not everyone needs to know everything in detail. Good project communication gives each stakeholder exactly the information they need to fulfil their role well.
A simple exercise with a big impact
Is a communication plan rocket science? Certainly not. But it is a thinking exercise that pays off if you're willing to invest some time upfront. The result is a workable communication matrix (dedicated tools exist, but you can build one perfectly well in Excel) that helps you maintain overview, manage expectations and keep stakeholders engaged throughout the entire project.
Hang that matrix somewhere visible, or make it easily accessible for the project team. That way, it also works as a memory aid for yourself.
Four pillars
Good project communication is regular, purposeful, tailored to the stakeholder and consistently executed.