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Communication Tips for Project Managers, Team Leaders and Workplace Relations

1. When offering constructive criticism, be certain to use I-Statements. The minute we mention "you", the defenses go up and communication is not heard. If you use: "your project was sloppy and needs revision," the listener may automatically begin to think of rebuttal statements, paying little attention to the actual need to correct the project issue. Instead, use terms like, "I think this project could be stronger. It needs some revision. What are some ways to get this accomplished?"

2. In this, you may also need to explain the details of the revisions to someone who desires detail. You may need to explain how this affects the team, for someone who thinks in terms of group cohesion. You may need to address the big picture of the need for project revision for those who think in terms of big picture and bottom line. You may also need to address how the change can encourage innovation, for those who think outside the box.

3. Watch hand movement and eye contact in meetings. I have heard from many engineers, project managers and other professionals that their supervisor has awkward presentation skills and they can not stand to watch their supervisor present. Hands appear to be exaggerated and flailing wildly (their terms!), the eye contact is lacking, and the tone inflection has room for improvement. The best way to see your habits is to record yourself in a meeting, and in private, watch that recorded video. You may be surprised at the habits you have, or at how many times you say "um" or "like" or other filler words.

4. Match your communication style with the style of others. If someone prefers the details, offer them the specifics. If someone wants brief and big-picture information, offer it to them. If someone wants to know how the information affects their group, explain it to them. If someone wants to know how this is new and exciting, tell them.

5. Listen to others and paraphrase their concerns. Hear what they are saying, as well as how they are saying it. Team members may say, "I'm fine" when really they are struggling with the new change or have taken constructive criticism personally and are not happy. Recognize their body language: crossed arms or open? Leaning towards you or away from you? Head held high or slumped forward? Each of these can give you an idea of how your team member is truly feeling.