Project Failure Files: Bridging Communications Gaps

In Episode 3 of The Project Failure Files, my co-host Sharon Weaver (@sharoneweaver) and I discussed the critical importance of clear and consistent communication in project management, sharing stories of where we’ve gone wrong — and how to improve communications within your own project planning. Here’s a summary of the discussion:

We kicked off with a personal story about my experience having a swimming pool installed, which perfectly illustrated the common pitfalls that can arise when project managers fail to keep stakeholders in the loop. This can lead to all sorts of issues, like stakeholders recreating the wheel because they don’t have visibility, mounting frustration, and poor resource tracking and utilization. We dove into different types of communication failures, from semantic and contextual to cultural and technological, and how each one can derail a project if not properly managed.

We also examined a fascinating case study on the fallout from communication failures, briefly discussing a Toyota recall effort where slow communication about failing brakes caused a lot of trouble. This case study served as a powerful reminder of a core project management principle: the longer you take to fix a problem, the more expensive it becomes. From there, we highlighted how a more Agile methodology can be a lifesaver in these situations by allowing teams to quickly learn from mistakes, make necessary corrections, and move forward efficiently. The key takeaway here was the undeniable importance of timely and effective communication in preventing and mitigating project risks.

To wrap things up, we shared some actionable solutions for enhancing communication and understanding within your project teams. We emphasized that communication should be at the forefront of your planning methodology. I shared a simple yet effective communication model that I use: start by telling your audience what you’re going to cover, walk through the details, and then wrap up by summarizing what you’ve discussed. We also discussed the importance of using various communication methods to cater to different ways people ingest information—like dashboards, weekly newsletters, one-on-one chats, standing meetings, and summary calls. And don’t forget to publish your communications plan early and often. These strategies are all about ensuring that communication is clear, consistent, and comprehensive, ultimately driving better project outcomes.

You can watch the episode here:

 

Be sure to tune in next Monday, July 8th at 9am Pacific for Episode 4 as Sharon and I discuss “The Tool Trap: Navigating the Balance Between Tools and Techniques.” Join us on LinkedIn.