Communication as a tool for the Project Manager

While I was preparing to take up the PMP certification, I read somewhere that a Project Manager spends up to 90% of his time on communication. I realize the truth in this!
Even as the debate rages on whether communication is an ‘art’ or a ‘science’, we’ll leave it to the debaters. I would just like to focus on the fact that a Project Manager needs to be an effective communicator as he is the visible face (or the audible voice) of the project. He is the liaison between the all the stakeholders (includes the clients, vendors, the team and all and sundry). The sole responsibility to successfully carry the project through, rests on his shoulders.
To be an effective communicator the Project Manager needs to understand and inculcate the ABCD of communication.

A – Attitude:
This is the most desirable trait that the Project Manager must possess for him to communicate well. A Project Manager who exhibits a positive attitude is respected and heard, more, understood! Attitude clothes the personality. So, are you wearing your best clothes? Always carry your best attitude that encompasses positivity, enthusiasm and pleasantness. The person interacting on the opposite side can read the attitude very well. The human brain picks up those hidden signals very easily. So communicate with the right attitude!

B – Body Language:
This forms the other part of communication. Non-verbal communication! Research has shown that in communication, 55% is formed by the body language, 38% by voice (tone) and a mere 7% by words. So, it is imperative that a good Project Manager understands the importance of body language in communication. It is necessary to project confidence in posture, gait, movements and gestures. If we watch fine actors we can pick up nuances of body language. There are many books in the market which will talk about this. A confident Project Manager will be able to get his point across using the right gestures and intonations. This works for communication over the phone too. Try sleeping or slouching and talking on the phone against sitting upright on the chair with a smile! If you ask the person on the other side, in which of the stances were you able to communicate better? The answer will be apparent!

C – Clarity
Remember 38% of communication is by voice and 7% is by words! That means one has to use the repertoire of the vocabulary with maximum impact. The Project Manager has to be clear and concise in his communication. It is said that clarity of thought percolates to clarity of speech. It is very important that the Project Manager thinks clearly about the issue to be communicated so that the thoughts can be translated to words and will flow with clarity. Remember, it is good only for streams to meander, not thoughts or words, at least for a Project Manager. Many times we hear people saying “get to the point”. It is always better to avoid this situation by communicating with clarity.

D – Diplomatic:
There is a saying “it is not what you say; but how you say it”. There is a certain way to say things so that it has the desired effect without ruffling feathers or rattling bones! This is art! A Project Manager has to practice and perfect this in order to be effective. This diplomatic communication makes the Project Manager approachable and pleasant and people would like to deal with him. The usage of words shouldn’t veer towards bias or sound opinionated. It has to be in such a way that everybody feels benefitted by what is being said.

There are many other nuances to be effective in communication as Project Managers. It can be perfected over time, but it is necessary to be ‘aware’ at all times and look for ways of improvisation!