Continuing our theme of communication, today we are discussing email. There is no doubt about it – email is a fabulous tool which enables us to communicate effectively and efficiently across vast distances. This has revolutionized the world of International business and allowed the development of communication across continents to unprecedented degree.

It has also generated a massive amount of unsolicited garbage.

Here are our suggestions for effective email – you probably have more so please share.

1) Keep messages clear, concise and to the point.

2) Don’t copy the whole world, it really isn’t neccessary. The CEO will not be impressed.

3) When replying to messages don’t copy all. – Arrrrrgggggghhhhhh !  How many completely irrelevant, boring emails do you get.

4) Don’t send emails to someone sitting next to you !  Yes it’s happened to me many times, use your mouth, that’s what its for.

5) Don’t get into email wars. Yes, I’ve done it myself but it never pays. If things begin to escalate get on the phone.

6) Don’t abdicate your responsibilities by forwarding every request to someone else. Its not effective delegation its being a Dick.

7) If you are Managing an office ban email for one day and see what happens 🙂

chris@projectsguru.co.uk

www.projectsguru.co.uk

Written communication is incredibly important and is generally used to convey your message when face to face is not available, or because you have to convey a more complex message. It also provides an important record.

For succesful written communication:-

1) Be precise and to the point.

2) Be as brief as possible.

3) If handwritten make sure your script is legible.

4) Emphasise important points by underlining, capitilisation or the use of colour.

5) Include diagrams or drawings if this helps.

6) Phone recipents to make sure your message has been understood.

7) Put your phone number on the message.

8) As in all forms of communication, seek feedback and NEVER ASSUME anything.

More on email communication later.

chris@projectsguru.co.uk

www.projectsguru.co.uk

Communication is an important part of any job but as a Project Manager clear concise and accurate communication is essential. Here are some tips:-

Verbal – when we communicate verbally only part of what we are trying to say is transmitted by the words we are saying. In face to face communication a large portion of the message is contained in our facial expression, tone of voice, body language etc. Face to face communication is undoubtedly the most effective form as it allows us to get our message across a number of channels silmultaneously. We need to be clear, concise and accurate.

Feedback is incredibly important and allows us to assess whether the message has been understood ; by asking appropriate questions we can ascertain whether the message has been undestood.

Close the conversation by repeating the key points and getting confirmation that the message has been understood.

More on written communication later.

chris@projectsguru.co.uk

www.projectsguru.co.uk

Perhaps not, but the news that Scientists have developed a Quantum Clock which only loses (or gains) 1 second every 3.7 billion years has interesting implications.

Currently the accuracy of GPS positioning systems is limited by the accuracy of the clock used to measure the signal and is currently around 10 metres.

The Quantum clock will allow a positional accuracy of less than 1 metre.

“So what” you may say,  but consider this – vehicles could be tracked and controlled automatically, maximizing throughput and minimizing congestion, particularly in highly congested areas.

Human beings with implants could be pinpointed to within 1 metre leading to more effective control of criminal and deviant elements.

Probably the greatest application will be military, smart bombs could be developed to target the enemy more accurately and minimize collateral damage.

The day will be further subdivided into smaller and smaller fragments to increase productivity and make us more productive.

We will strive to make best use of every Giga second.

Our lifespans will be measured and recorded to the infinitesimally smallest fraction.

In the meantime we will continue to waste hours and days and weeks saturating our brains with electronic noise from all directions.

chris@projectsguru.co.uk

www.projectsguru.co.uk

Are your products taking to long to develop and adversely affecting your revenue stream ? Time to Market  is absolutely critical in determining product revenue and payback. With product lifecycles becoming ever shorter as new, better, faster models are introduced the development timescale is critical to success. Every day lost in development is a day lost in sales. This is because the overall lifecycle of the product is reduced the longer the development takes.

This may, at first, seem counterintuitive as the product is deemed to have, say, a 12 month sales life following release to the market but this takes no account of the competition which may already have a better model in development. Consequently each day of lost sales is gone forever and never recovered.

If you want to stay ahead of the competition and maximize payback for your developments you need to minimize product development timescales.

No one should pretend that this is easy. There is a fine balance to be struck between developing a quality product which meets the customers requirements as well as any in-house and external Quality approvals. The product development process needs to be robust and well defined.

Often the best way to reduce time to market is to have your product development process reviewed by a fresh pair of eyes.

chris@projectsguru.co.uk

www.projectsguru.co.uk

When working with teams it is essential to take time out on a regular basis to review project progress. This meeting should be scheduled on a weekly or bi-weekly basis and should involve all members of the team so that everyone feels included. There should be a regular agenda and the meeting should take no longer than one hour. The meeting will be chaired by the PM and suitable items for discussion will be:-
a) Progress against plan – are there any delays and if so what is the cause and what can be done to bring things back on track.

b) Review of Risks – are there any new ones and have any old ones changed in severity.

c) Project cost – summarize expenditure to date and highlight any anomalies.

d) Quality – any issues with product or project quality ?

e) Any other issues which the wider team may be able to help with ?

Holding regular Project review meetings keeps the Team informed of project progress and builds cohesion and team spirit.

chris@projectsguru.co.uk

www.projectsguru.co.uk