BLOG_What sort of penguin are you getting. – Rule 4. Communicate effectively.

Communication makes the world go round! Communication is the transfer of information and it fuels projects and keeps them moving forward. For a project manager, communication isn't just part of the job—it is the job. We're the bridge for information, both its transfer and reception. We provide, take, produce, transfer, and sometimes, withhold information. Without communication, our roles would lose their essence.  Without effective communication we can’t deliver the best.
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It's important to note that a project manager's prime responsibility isn't physical production. We may find ourselves rolling up our sleeves when necessary or even doing some unexpected tasks, but that's a different story.

In the world of better project management (Rule 4), communicate effectively, takes centre stage. Communication isn't just about spoken words; it encompasses body language, timing, and, as astonishing as it may seem, approximately 80% of it is non-verbal.

In project management, presenting the right information in the wrong way to the wrong audience can be as detrimental, if not more so, than providing incorrect information to the right people in the right manner. The former often leads to inaction, while the latter can be addressed and improved.

Communication is such a colossal subject that countless pages have been dedicated to it, with many more to come. However, today, I want to zero in on one of the most pivotal elements in a projects communication: scope.

Before quality, cost, or schedule, scope is the foundation of a project. Without a clearly defined scope, you're essentially building on quicksand. A poorly defined scope can cause a project to collapse swiftly, leaving you to spend the rest of your project patching it together. On the other hand, a brilliantly defined scope lays the groundwork for an efficient, well-structured project.

But how can we distinguish between good and bad scope? You could spend an eternity nit-picking every detail and redefining them endlessly, but you need a clear scope to produce exceptional projects.
Let's consider an analogy, one that involves penguins. I like penguins; they amuse me, and that's reason enough. So, think of a penguin. You know what a penguin is, right? It's a black and white bird living in the southern hemisphere. Great, you know what a penguin is.

Now, imagine making one. How tall is it? What's the colour of its beak? The shape of its feet? Its weight? Its smell? Its texture? Here's where it gets tricky. I might imagine a 45cm tall penguin with an orange beak, leaf-shaped feet, and a weight of about 4 stones. It smells like raw fish to me. What about you?

If our visions don't align, and these details aren't clarified beforehand, I'll be disappointed with the penguin you present.  You could clarify these details as you go, it takes time, but we stand a chance of delivering what I truly want. Or they could be clarified at the start.  This is the difference between a good and a bad project. It's what can make a project efficient, and where you can also exceed expectations.

The solution is simple. If you're developing the project, dive into the details, making sure you understand them before proceeding. If you're uncertain, you MUST communicate your uncertainties. Don’t make up scope to fill in a blank. 

If you're overseeing the project, ask the right questions to fill in any missing or unclear aspects, leveraging your expertise to guide the way. It's about getting the feet's shape right and the right smell. This creates the best foundation for moving forward, saving time on rework, and delivering added value.

Effective communication of scope is paramount. Time spent here can cut the time spent later on redoing work, arguing over specifications, and waiting for clarifications.

So, as you embark on your next project, ask yourself, what kind of penguin are you going to get?
If you want advice or help with improving area of concern with your project management.  Reach out, CS projects is here to help, in a sustainable, manageable way.
 
Thanks for reading
 
Simon