It is estimated that project managers spend 90% of their time communicating. Effective communication is the backbone of successful project management. It ensures that all stakeholders—team members, clients, and executives—are aligned in their goals, expectations, and execution strategies.
As we observe World Hearing Day, it is a timely reminder that communication is not just about speaking but also about active listening, inclusivity, and accessibility.
Project managers must embrace communication strategies that cater to diverse teams, including those with hearing impairments, to foster collaboration and efficiency.
The role of communication in project management
Project management involves a series of complex tasks that require clarity, coordination, and cooperation. Without clear communication, projects can suffer from misunderstandings, missed deadlines, scope creep, and, ultimately, failure.
Effective communication within a project management framework ensures that:
- Objectives and goals are clearly defined
- Teams understand the project’s vision, deliverables, and expected outcomes
- Each team member knows their tasks and contributions to the project
- Clients and stakeholders have a clear understanding of timelines, progress, and potential risks
- Transparency fosters teamwork and knowledge sharing
- Issues are identified and resolved swiftly
- Teams can address roadblocks before they escalate
Challenges in project communication
Even with the best strategies in place, communication barriers can arise. Common challenges include:
- Ambiguous instructions can lead to misinterpretation
- poorly structured messages can cause offence
- Bombarding team members with excessive information can lead to confusion and reduced productivity
- Contradictory information from different sources within a project can create uncertainty and delays
- Diverse teams may have different communication styles and interpretations
- Some team members may struggle with digital tools used for communication
Recognising these challenges is the first step toward overcoming them and ensuring that project communication remains effective and inclusive.
Emphasising inclusive communication on World Hearing Day
World Hearing Day, observed on March 3rd, promotes awareness about hearing loss and the importance of accessibility in communication.
In project management, this serves as a reminder to prioritise inclusive communication methods to support individuals with hearing impairments and other accessibility needs.
Best practices for inclusive communication
Visual: Supplement verbal communication with written documents, diagrams, and infographics to ensure key messages are accessible.
Transcription: Video calls and recorded meetings should have real-time captions and transcripts for inclusivity
Channels: Provide different ways for team members to engage, such as emails, instant messaging, and shared dashboards
Active listening: Encourage active listening techniques to ensure all voices are heard
Culture: Make accommodations where necessary, such as sign language interpreters or hearing aid-compatible conference setups
Using digital tools to enhance communication
Technology plays a vital role in facilitating clear communication within project teams. Various tools can help streamline discussions, documentation, and collaboration:
- Tools like Trello, Asana, and Monday.com help organise tasks and maintain transparency
- Zoom, Microsoft Teams, and Google Meet offer closed captioning features to support individuals with hearing impairments
- Slack and Microsoft Teams facilitate quick communication and file sharing
- Confluence, Notion, and Google Docs allow collaborative documentation and note-taking
- Otter.ai and Rev provide transcription services to convert spoken words into text
By integrating these tools, project managers can ensure seamless, inclusive, and efficient communication.
A project manager’s role in effective communication
A project manager’s ability to communicate effectively can make or break a project. To ensure clear communication, project managers are responsible for setting clear expectations from the outset of the project. Ideally, a project manager will be able to define the project goals clearly, complete with the deliverables and the necessary timelines. These can then be communicated clearly to the team, stakeholders and customers.
When work is underway, an effective project manager will communicate regular updates to ensure stakeholders are informed about the project’s progress and any risks or changes.
Effective communication from project managers involves open discussions throughout the project. This can be achieved by fostering a culture where team members feel comfortable sharing ideas and concerns. Moreover, effective communication will be tailored to suit different audiences and individuals within the project and their specific needs.
Another vital communication skill for project managers is the ability to deliver and receive constructive feedback, which can help refine communication strategies and improve team dynamics.
Communication for World Hearing Day
On World Hearing Day, project managers are reminded of the importance of clear, inclusive, and effective communication. Strategies that accommodate all team members, including those with hearing impairments, can create an environment where collaboration thrives.
Clear communication is not just about what is said—it’s about how it is delivered, received, and understood. Prioritising this aspect in project management leads to better teamwork, higher productivity, and successful project outcomes.
If you’re looking to improve your communication, PRINCE2® can help. The latest PRINCE2® 7 framework allows project managers to enhance communication strategies by integrating structured governance, adaptable methodologies, and best practices for clear and inclusive collaboration.
PRINCE2® 7 emphasises the importance of tailored communication, ensuring that project information is accessible, transparent, and effectively shared across all levels of an organisation.
Are you ready to take your project communication skills to the next level? Explore PRINCE2® 7 training with TSG Training and gain the expertise to lead projects with clarity, confidence, and strategic precision.
What is World Hearing Day?
World Hearing Day is an annual event held on March 3rd to raise awareness about hearing loss, promote ear and hearing care, and advocate for policies to prevent and manage hearing conditions worldwide.
Why is clear communication important in project management?
Clear communication ensures all team members and stakeholders understand project goals, timelines, roles, and responsibilities. It minimises misunderstandings, improves collaboration, and enhances overall project success.
How can project managers ensure inclusive communication for team members with hearing impairments?
Project managers can use visual communication methods, provide captions and transcriptions for meetings, encourage written communication, and, when needed, offer assistive technologies such as speech-to-text tools and sign language interpreters.
What are the most common communication barriers in project management?
Common barriers include unclear messaging, information overload, inconsistent communication, cultural differences, and technology gaps. Proactively addressing these can help ensure smooth project execution.
How can project managers improve their communication skills?
Project managers can enhance their communication by practising active listening, setting clear expectations, providing regular updates, fostering an open discussion culture, and adapting communication styles based on team needs.
