Communication for project managers

Introduction to the series.comms encoding

This series was inspired by the growing concerns expressed by project managers about the demands being placed on them to be communicators, ambassadors, PR experts and even Marketers as they attempt to deliver complex change projects into organisations, especially in the IT field but not exclusively.
Whether you are moving 1000 people to a new location or asking them to stop doing things the way they do and trust you that a new system will work better, the challenge has been raised and if you are not equipped to meet it your project stands a poor chance of succeeding.

About the author
Before you even consider communication with any audience from one person to 100 million people, you need to first gain their respect and trust. If you don’t, why should they listen to you.
Just like you they are bombarded with messages all day every day and they only have time to listen to a choice few that come from trusted sources , that gain their attention and arouse their interest.
Gain  their respect.
Don’t assume that these people know who you are and respect your knowhow, or your authority as the case may be. If you are sent by the CEO, then tell them up front and try to get some demonstration of this from the CEO. If you are offering them expertise, then tell them about your skills and background so that they can judge it for themselves.

Gain their trust

Trust is the most important part of communication by a long shot. Respect and trust are related, but not the same. You can win respect through winning trust, but not necessarily the other way around.
If I am to interrupt my busy day to listen to what you have to say, I need to feel I can trust it.
The best way to win trust is to genuinely be interested and concerned about the other person or the audience. You can’t fake this, unless you have shared experiences and shared fears, hopes, or aspirations, then you will struggle to be convincing. Unless you already have this shared experience, then the simple and the only way to achieve it is to clear your mind of all preconceptions and start listening, start asking questions, questioning the answers and listening with every fibre.
The more you listen, the more you will learn. The strange thing about listening is that not only do you learn a lot, but you start to make a lot of friends effortlessly.

What  you are listening for

First what you are not listening for, you are definitely not listening for hooks to  let you push your story down their necks. You should be listening to what they are saying at face value. You should also be listening for the unsaid things, the little gaps in the logic and the things left for you to imply. These latter are the things you need to question to make sure you get the truth. If you are a walkover and you get it wrong, you won’t win much respect.

Tip.
Be truthful. If you don’t agree say so. This way you will still find many that agree and others that make allowance, you might even learn something.  If you are false, you will be caught out and lose all credibility.

You are also listening for communication styles the way they express ideas, the vocabulary they use, any analogies they use when discussing the issues and the general attitudes that prevail in that audience to prepare you for how to word your communications. More about this later.

You are listening for differing groups in your audience, I.E different perspectives or different ways of framing the same thing. E.G. Board directors probably have a very different viewpoint on a shop floor issue than the blue collar workers do. Later you will need this knowledge when we come to segmentation.

You are also listening for their motivations, you want to know what would be the thing that would make them most enthusiastic and what would be least motivating to be able to offer to them.

You are also listening for indicators of who their influencers are, who else do they listen to and trust and why. It may be Unions, it may be certain newspapers or magazines, or a TV show. Knowing this will help you to communicate effectively with them.

Listening is a learned skill and only practice will perfect it, it ,may also be a bit of a change for som people, I promise you that if you will try it out for a week, with no motive other than to see what happens, you will never regret it.
 

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