Streamline Organizational Communication With Project Management Software

Supriya Saxena

Supriya Saxena

Senior editor

Parul Saxena

Chief editor

Last updated: May 20, 2021

Did you know, 71% of business executives say employee engagement is one of the top factors in project success? 

It is only via effective communication that your team collaboration with each other, management, and clients. However, most organizations fail to streamline communication and end up facing the consequences. 

Looking for Project Management Software? Check out SoftwareSuggest’s list of the best Project Management Software solutions.

80% of employees spend half of their workweek on “rework” caused by poor communication. So, what can you do to solve this?

Well, you can invest in project management software to solve your communication woes. Moreover, it will help you get complete visibility and bond better with your team and solve poor performance of team.

Without further ado, let us look at how project management solutions can help you streamline organizational communication. 

1. Clear Understanding of Team’s Role 

As a project manager, you are responsible for setting the flow of your team. So to establish clear lines of communication, you need to be aware of your team’s roles, challenges, and achievements. 

So, what can you do to streamline this? Well, if you work in an office setting, you can document your processes and have a one-on-one conversation with your team members. 

However, if you are in a remote office setting, you can use emails and voicemail to build a clear communication line between your team and clients. 

2. Track Real-Time Progress 

real time process

Do you also think you have a lot on your plate as a project manager?  A big part of your role is to make everyone aware of their responsibilities and track their progress. 

It is next to impossible to always check in with everyone on your team and check their task progress. Open source project management software can help you keep your entire team on the same page and streamline communication for a more efficient workflow. 

3. Plan Meetings Appropriately

We all have our opinions regarding daily meetings. While they are an essential part of any team and facilitate communication, they can also be huge time suckers. A project management cycle can help you keep meetings by considering your team’s schedule. The result? 

You reap the benefits of meeting without any delays in workflow. So, before you set up a meeting, plan your schedule, who needs to be involved, and how long it should last. 

4. Use a RACI (“Responsible, Accountable, Consulted) Chart

RACI

If you are wondering if there is an easy way out, you can try out implementing a RACI chart. But, how is this chart helpful? 

Well, it helps you designate a task in charge and the ones who will be assisting in completing those tasks. Wait, there is more to it! It also helps you cut down unnecessary communication that may disturb your workflow. 

5. Engage in Active Listening

“Too many people fail to realize that real communication goes in both directions.”

— Lee Iacocca, former president, and CEO, Chrysler Corporation

As a manager, lots of people will come to you with questions, concerns, and ideas. All you need to do is make sure you pay full attention to the people who approach you. Sounds easy? Well, it is easy to get distracted with so much going around you. But, active listening will help you solve many issues before they can occur. 

6. Use File Sharing Tools

A lot of communication is centered on sharing and discussion of files. But, you can lose out on significant time if you physically pass around files. Also, there can be several manual errors that can disturb your workflow. So, how can you solve this? 

Well, most project management tools offer file-sharing options. They help your team share files in real-time and make them accessible on each individual’s digital device. Thus, helping you streamline communication, save time, and prevent lost files. 

7. Set Up A Review and Approval Process

Do you also struggle with scattered feedback and find it challenging to implement changes? Well, it is time you use your project management solution to its full potential and streamline the review and approval process. Your team members can share content, offer edits, leave feedback and sign off on approval, all from a single platform. 

Moreover, you can delegate tasks and track where a file is in the review process at any given time. This, in turn, will help you eliminate communication-related issues and facilitate product delivery and project completion.

8. Celebrate Team Achievements

We must remember that business communication is not limited to completing tasks. Make sure that you communicate well, and allow your team to celebrate their accomplishments. Also, discuss the positives and negatives and make it a part of your workflow. 

Wrapping Up 

Even if your team communicates well, there is always room for growth.

You must consider using some of the practices mentioned above and 2021 trends to take your organizational communication to the next level. Share us your experience of using project management in the comments section below!

Supriya Saxena
A logophile by heart, Supriya loves to research and write about the latest technology and trends. She believes that writing is the best medium to influence people in a positive way and has 3+ years of writing experience.

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