Running a project efficiently requires diverse skills to keep everything (both people and tasks) in perfect harmony. Time management, critical thinking, negotiation, and leadership are all crucial for a smooth performance. But perhaps the most important skill that holds everything together is communication. It’s a foundation for coordinating team efforts, delegating tasks, managing risks, and keeping everyone informed.
In this post, we’ll explore why communication is crucial for the project’s success. Together with Uliana Khmel, COO & CX Lead, and Oleksandr Boiko, Director of Engineering, we’ll discuss common communication challenges in project management and share useful tips on how to become a more effective communicator.
What is communication in project management?
Communication in project management (PM) is the dynamic process of exchanging information to keep everyone involved in a project informed, engaged, and working towards achieving the project goals. Its main goal is to ensure everyone in a project knows what’s happening, what they need to do, and how they fit into the bigger picture.
Our COO, Uliana explains,
“As a project manager, it’s your job to understand what a client needs, filter all the information, identify what’s important for each team member, and then deliver it in a way that’s clear, concise, and actionable.”
Common communication challenges
Communication is not always a smooth process, and project managers run into a range of challenges that make it even trickier.
Information overload
Project managers deal with a constant stream of emails, messages, and updates non-stop. With so much new information coming at them, it can be difficult to sort through all that noise and identify the relevant information. This pressure is often a significant source of stress and productivity drain.
Time zone differences
Along with flexibility, remote work has also introduced some communication challenges. For example, dealing with different time zones makes scheduling meetings a difficult task requiring Herculean effort.
Uliana shares her thoughts,
“While video calls are great for real-time discussions, scheduling such meetings across continents can be a real puzzle. You have to remember that early mornings for your client might mean late nights for you, and vice versa. This often affects how effective those meetings are, so I recommend pairing calls with clear, concise written summaries and action points. That way, everyone stays informed and knows what to do next.”
Cultural and language barriers
Our culture and native language shape how we see the world and interact with others. They influence our communication styles and how we approach tasks and challenges. Understanding this impact is crucial for effective communication and collaboration, especially in diverse project teams where people come from different cultural and linguistic backgrounds.
As Oleksandr points out,
“Different cultures have varying approaches to communication. In some cultures, the speaker bears the responsibility to ensure their message is understood clearly. In others, it’s expected that the listener takes the initiative to understand and will ask clarifying questions if something is unclear. These contrasting communication styles often lead to misunderstandings - especially when both parties assume the other understands perfectly. Recognizing these cultural nuances is important not only for communicating effectively with international clients but also for coordinating multicultural teams.”
Asynchronous communication delays
Asynchronous communication, being a common practice for remote teams, can pose delays in communication that negatively impact project progress. Without immediate back-and-forth replies, it is impossible to be sure everyone is on the same page. Misinterpretations and misunderstandings are usually identified much later, causing rework or delays.
Uliana remarks,
Strategies for improving communication in PM
While some tips have managed to sneak in the previous section, here we’d like to share some concrete strategies on how to improve communication in your projects:
Clarify Roles and Responsibilities
Defining clear roles and responsibilities from the beginning eliminates confusion and saves time spent searching for the right person to handle tasks. This allows team members to know who to approach with specific questions and ensures a smoother communication flow.
Set Clear Expectations
Outline which communication channels to use for different situations — when to use email, project management tools, video conferencing apps, and so on. Also, set expectations for response times and communication frequency, like scheduling stand-up meetings or weekly catch-ups. This way, everyone knows what to expect and stays aligned throughout the project.
Active Listening and Feedback
Active listening and constructive feedback are the most straightforward ways to improve communication. By truly listening to your team, you will be able to identify potential problems early on, build trust, and create a supportive working environment.
Document Important Information
Always write down key decisions, action items, important discussions, and next steps after meetings. Keeping a clear record of this information will reduce a lot of misunderstandings and ensure that everyone has access to the same up-to-date information.
Uliana highlights,
Creating a culture of open communication
Effective communication starts with making sure everyone feels comfortable speaking up. For a project manager, it’s important to create an environment where people feel safe to share their concerns, no matter how small they might seem.
Our COO, Uliana emphasizes the importance of psychological safety:
Here are some ways I try to achieve this:
Open and Transparent Communication. I prioritize open and transparent communication with everyone on the team. My philosophy is to address concerns promptly and keep everyone informed about project developments, even if the news isn’t always positive.
Embrace Feedback and Different Viewpoints. I actively seek feedback from my colleagues and encourage them to share their ideas, even if they differ from mine. A diversity of perspectives leads to the most creative solutions and better decision-making.
Active Listening. Being a good listener is just as important as being a good communicator. I pay close attention to what my team members are saying and always ask clarifying questions to ensure understanding. It shows people that they are heard and respected, builds trust, and encourages others to do the same.”
Final thoughts
Effective communication in project management is more than just sending emails and holding meetings. It’s about fostering a collaborative environment built on understanding. By tailoring communication strategies to the team’s needs, actively listening, and making sure communication is clear and transparent, project managers can minimize misunderstandings and delays, improve collaboration, and achieve better outcomes.