Today, companies and organizations are frequently turning to project management software to assist in managing projects, leaving the more traditional methods of face-to-face communication and standup meetings behind.
Technology has allowed the amount of interaction between resources and project teams to increase, but the quality of those interactions is on the decline. And, although various messaging platforms can connect team members located all over the globe, this convenient mode of communication is often pointless and redundant. No doubt many pressing issues could be resolved much quicker and more thoroughly through a 2 minute phone conversation instead.
Project management software and other messaging platforms definitely have their place, but in order to ensure effective communication between team members and clients, project managers would be wise to include some of the more traditional methods.
Daily Stand-up Meetings
These meetings can be very beneficial as they allow daily accounting of the project development process. Team members can get status updates, learn about potential challenges, and coordinate efforts to resolve difficult issues.
The whole basis of the stand-up meeting, that is having everyone stand in a group, is to keep the meeting short and get as much accomplished in as little time as possible. Project managers can get the meeting going by asking team members a few simple questions: What was accomplished the day before, what are the goals for today, and what obstacles might get in the way of reaching those goals?
Video Conferencing
One of the greatest benefits of videoconferencing is that it allows for face-to-face discussions as well as grants participation from anyone, anywhere in the world. In this way, videoconferencing combines the best features of old fashioned and high tech communications.
Some companies may want to have special video equipment installed in an office or conference room for such two-way discussions, while others may simply want to grab a laptop and log into their Skype account.
Teleconferencing
Teleconferencing is another effective method of business communication used by many companies. Through a telephone conferencing system, attendees of the conference are able to call in to a shared line where the “meeting” will be held. This is convenient and saves on unnecessary travel expenses.
Another major benefit of this form of communication is that meetings held via teleconferencing can be recorded and even transcribed for all team members to refer to. If someone was unable to attend the teleconference, they can easily be given a copy of the transcription or a recording of the call and be up to speed in no time.
Teleconferencing is beneficial on those occasions where a large group of team members needs to be in the discussion. Many teleconferencing programs today can host a call with up to 200 people at a time. Add to this the fact that all 200 people are communicating and problem solving in real time, and you have a reason to give teleconferencing another look.
While no one can deny that software and technological developments have provided countless opportunities for people to connect and communicate on a global level, there is still something to be said for good ol’ fashioned talking and face-to-face get-togethers. As leaders, project managers must know which forms of communication are the most suitable and effective for their project’s needs and how to best use them.
Author’s Bio: Ryan Sauer is a writer and editor for University Alliance in association with Bisk Education. He covers topics such as project management training, manufacturing methodologies, and software development. Through the University Alliance, Ryan strives to help professionals succeed in passing their PMP certification exam.
