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How do I tell a top executive they resurfaced an old e-mail and are asking for the status of a problem on a project that was already resolved Read the e-mail (all of it) carefully Tactfully summarize the problem and the solution to the requesting executive with assurance that the issue has been resolved This situation actually happened to me I received an e-mail from a top executive asking me to set up a meeting with several VPs to report the status of a certification project that had already been closed In my case, as I read down through the cascade of eight messages that had been sent and forwarded and responded to, I noticed something very peculiar The original note was sent over a year ago, and the question had already been addressed by the person s manager The problem was already solved, and here we were about to generate a lot of work and tie up a lot of high-powered executives because the sender didn t carefully read the original message That was embarrassing and could have even been worse had I done what the top executive asked me to do Therefore, always read the entire e-mail before responding and respond in a professional manner
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and their level of interest in the project Finally, have a clear communication plan Always remember the communications model Make sure you are clear on who the specific senders and receivers are, the message that needs to be received (actions to take, response needed, and so on), and how to ensure open communication channels for the feedback loop to ensure the message is in fact getting through as intended Now you need to think about how you are going to distribute the information what format to use, what delivery method to use, and the frequency of the distribution Here are some tips to keep in mind:
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Tell the recipient up front the purpose of the communication (FYI only, project status, decision required, input needed, and so on) Write the message as a news reporter would Start with the most important information first, followed by deeper levels of detail or background Have a clear communications plan and stick to it Keep the message simple and concise Use active voice instead of passive voice, and pay attention to your writing style For example, all capital letters seems like you are yelling, all lowercase seems like you are either uneducated or don t care Send the information only to the person who needs to take action, and copy only those people who have a need to know
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10: Project Communications Management
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Avoid streaming (or stacking) e-mails that have been forwarded and replied to several times already Delete the previous unnecessary messages when you reply to keep your response clean and to the point Use an action word or phrase in the subject line of the e-mail: Action Required, FYI Only, At Your Convenience, Response Due By, and so on Avoid using the Reply to All button unless you are sure everyone should know Avoid sending and responding to e-mails after midnight They will likely miss the point or be confusing Use effective meeting management techniques by sending out agendas, staying on time, and capturing and posting the minutes to the meeting (This is very important) Work on your presentation skills and facilitation techniques to be effective when running meetings Remember that anything you send becomes public record instantly even if you ve sent it confidentially to one person
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Be sure you set some ground rules, communicate them to the team, and then make sure you follow these rules to set a good example You should be familiar with the many dimensions of the communication activity, which include the following:
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Internal (within the project) and external (clients, other project team members, the public) Formal (reports, memos, briefings) and informal (e-mails, open discussions, phone calls) Vertical (up and down the organization) and horizontal (to peers, vendors) Official (newsletter, annual report) and unofficial (off-the-record communications) Written and oral (or texted) Verbal and nonverbal (voice inflections, body language)
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I talked earlier about building your skill to help you improve communication Here are some communication skills you may want to develop or refine:
Active listening (effective two-way communications) Questioning by probing ideas and situations so they are better understood and more effective (keep asking Why until you have a clear understanding) Education, training, and mentoring to increase knowledge and awareness Fact-finding to identify or confirm information Setting and managing expectations
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