Have you ever encountered a situation in your project where a lack of effective communication led to delays, or miscommunication between technical and non-technical team members caused misunderstandings and resulted in costly mistakes?
In the fast-paced world of project management, effective communication can mean the difference between success and failure. While understanding the importance of clear and concise communication is crucial, knowing how to apply it in real-world projects is even more valuable.
Aneta Wereszczak, Project Manager at EY, will be joining the 17th annual Project, Agile & Leadership Conference to share insights on the power of clear communication in project management. In her session, she will explore how plain language can enhance collaboration, build stakeholder trust, and drive better project outcomes. To get a sneak peek into the topic, we asked Aneta about the importance of plain language in project management and the challenges it helps to overcome.
How would you define “clear and concise communication” in the context of project management?
Clear and concise communication in project management means conveying ideas, expectations, and instructions in a way that is easily understood, without unnecessary complexity or ambiguity. It ensures that all stakeholders, from technical teams to clients, receive relevant information in a structured and actionable manner. This kind of communication reduces misunderstandings, improves efficiency, and keeps projects on track.
Can you share an experience where a lack of clear communication led to challenges during project implementation?
One example comes from a software development project where the requirements document was vague, leading the technical team to interpret the scope differently from the client’s expectations. Midway through the project, the client realized that the product did not meet their needs, resulting in major revisions, increased costs, and missed deadlines. Had there been a more precise and structured communication process, including regular check-ins and clarified requirements, these issues could have been prevented.
Have you encountered recurring scenarios where miscommunication between technical and non-technical teams led to project issues?
Yes, a common challenge occurs when technical teams use jargon or overly complex explanations, causing non-technical stakeholders to misunderstand project constraints or capabilities. For example, in one project, the development team mentioned that a feature was “technically infeasible,” but the business team interpreted this as a lack of willingness rather than a fundamental limitation. This led to frustration and unnecessary conflict. Using plain language and ensuring mutual understanding through diagrams, analogies, or demonstrations can prevent such misalignment.
What role does plain language play in ensuring that project details are easily understood by all stakeholders? Which communication challenges in project management does plain language help solve?
Plain language helps eliminate confusion, ensures alignment, and allows all stakeholders—regardless of their expertise—to engage effectively in decision-making. It addresses challenges such as:
- Ambiguity in project requirements: Reduces misunderstandings by clearly defining expectations.
- Misinterpretation of technical aspects: Helps non-technical stakeholders grasp important details without needing extensive background knowledge.
- Delays in decision-making: Speeds up approvals by making key points easy to understand and act upon.
In your experience, how has the use of plain language helped build trust with clients and project stakeholders?
When communication is clear and free from unnecessary complexity, stakeholders feel more informed and confident in the project’s direction. This transparency fosters trust, as clients and team members feel their concerns are acknowledged and addressed. In one instance, a project gained stakeholder confidence when we replaced lengthy technical reports with simple, structured updates that outlined progress, risks, and next steps in an easily digestible format.
How does clear, straightforward communication help in identifying and mitigating project risks during the early stages of a project?
Early risk identification relies on stakeholders fully understanding potential challenges and constraints. When communication is clear, teams can openly discuss potential roadblocks, allowing for proactive problem-solving. For example, during a project kickoff, clearly explaining dependencies and limitations in plain terms helped prevent a major delay by ensuring that resource allocation was adjusted before work even started. Straightforward communication fosters a culture where risks are addressed early, rather than discovered too late.
If you want to go beyond theory and learn how to implement plain language techniques to drive better project outcomes, don’t miss Aneta’s session where she’ll share practical strategies and real-world applications to improve clarity in project communication and ensure alignment across teams. Join us and take your project management communication skills to the next level!
