Improving Project Team Communication

• Who is responsible for project team communication?

Project Manager Project Team

Polling Question

“The two words ‘information’ and ‘communication’

are often used interchangeably, but they signify quite different things.

Information is giving out,

Communication is getting through.”

---Sydney J. Harris

• Personality styles of the people involved• Technology - Available and Preferred• Logistics - Who, How Many, Where• Culture - Organizational Protocol,

Generational Preferences

Communication Influencers

Personality Style Influences on Communication

We live in a human world

And everyone sees the world differently

We are different!Thoughts, Values, Personalities!

Understand yourself Understand others Speak their language

Science tells:

How to understand self and others?

Isabel Myers

Katharine Briggs

translate the theory into practice and create MBTI –

Myers-Briggs Type Indicator

proposes the theory of psychological

subtypes

MBTIis one of the possibilities

Carl Jung

E

P

F

N

I

S

T

J

Extraversion

Sensing

Thinking

Judging

Introversion

iNtuition

Feeling

Perception

EISNTFJP

MBTI Type Preferences

The direction we focus our attention & energy

The way we take in information

The way we make decisions

The way we act in the outer world

Process vs. ClosureFlexibility vs. Structure

Communication Preference

Extraversion - Introversion Preference Influences Team Communication

I is focusing on the internal world: thoughts, emotions, experiences

E is focusing on the outside world: other people, events, actions, things  

Extravert (E) Introvert (I)

EISNTFJP

The direction of our attention and energy

Extraversion & Introversion

EISNTFJP

Extravert

E is energetic and prefers to act

EISNTFJP

EISNTFJP

E prefer to be surrounded by people

E seeks out interactions

EISNTFJP

E needs to speak and be heard

EISNTFJP

Extraverts – Talk it Out• Prefer to communicate by talking• Think out loud; talk through ideas• Learn by doing or discussing• Have broad interests• Sociable and expressive• Readily take initiative in work and relationships• Recharge by interacting with others

Extraversion Preference

EI SNTFJP

Introvert

I keeps energy and enthusiasm inside

EISNTFJP

I needs time to reflect and focus

EISNTFJP

I needs peace and quiet

EISNTFJP

Introverts – Think it Through• Prefer to communicate in writing• Think through ideas, then talk• Learn best by reflection, mental practice• Focus in depth on their interests• May be seen as private and contained• Take the initiative when the issue is very

important to them• Use quiet time to recharge

Introversion Preference

Where do you focus your attention and energy?

E_____________________________IExtraversion or Introversion

Extraverts Are accessible, get

people involved More likely to show

enthusiasm, energy Readily engage others

in discussion of ideas More likely to interact

with team members

Introverts Seen as good listeners Think things through

before acting Present well thought

out ideas Generally appear calm

and focused

Strengths That Can Help Team Communication

ExtravertsThinking out loud can

confuse others

May not give Introverts time for internal processing

May act without internal reflection

May vent emotions without considering effects on others

IntrovertsMay continue to think

when it is time to speakMay be excited about

project or task but less likely to express it

Internal processing excludes others’ input

“Out of the Blue” decisions

Weaknesses That Can Impact Team Communication

Technology, Logistics & Culture Influences on Team Communication

• Has the technology advancement and availability of smart phones, e-mail, teleconferencing, etc. increased project communications effectiveness?

Yes No

Polling Question

• Treat it like a document not a conversation• Not for detailed, multi-party problem solving• Use for direct one-way or two-way info sharing • Use concise headings and text; put additional

info in attachments• Balance e-mail with phone and face-to-face

communication (verbal & non-verbal communication)

Improving E-mail Communication

• Extraversion Identifyers– Conversational – May not be clear – are

they giving directions or brainstorming?

– Exclamation points/emoticons

TIP: Review to ensure that all wording is necessary and that intent and response required is clear

• Introversion Identifyers– Brief – May leave impression

that they are not inviting input

– Prolific/Strong when issue is of great importance.

TIP: Review to ensure that brevity is not misinterpreted and that desired level of input/response is stated

Tips - “Type In/Typing” Emails

• Send out agenda and any handouts or information well ahead of time.

• Take roll call, introduce new parties as they join.

• Clarify roles, agenda, and groundrules.• Designate note taker, get notes out

immediately.

Improving Conference Calls

• Identify self when speaking, address others by name.

• Set time limits for speaking.• Keep background noise down

(paper, phones, etc.). Mute phone when not speaking.

• Use Round Robins to balance Extravert/Introvert participation.

• Say if you need to leave the call.

Improving Conference Calls

• Get agreement on agenda andgroundrules at start

• Define decision-making process at the start• Review agreements at key points in meeting• Check in regularly with the group, redirect focus

back to agenda and groundrules if necessary• Listen when concerns are expressed• Ensure balanced participation• Follow through ASAP with clear documentation

of meeting actions, decisions and minutes

Improving MeetingCommunication

• One person speaks at a time, no interruptions and no side conversations

• Raise your hand if you can’t get a word in• Respect others’ points of view, focus on the issue not

the person• Disagree without being disagreeable• Speak up if the meeting or topic is getting off track• If you don’t agree, speak up before moving to next item• Speak up if you have a comment, suggestion or concern• Turn cell phones off/or to vibrate (take calls outside

room if critical)• Be on time after breaks• Everyone is responsible for reinforcing the groundrules

Example Groundrules

• Clear statement of problem/opportunity• Allow silent time to record ideas individually• Write ideas verbatim on flipchart• Collect ideas one at a time “Round Robin” to

balance participation of Extraverts/Introverts• Prohibit censoring of ideas• Allow clarification period• Combine similar ideas

“Round Robin” Brainstorming

Speak in their language. And they will hear.

1. The Lead Dog Has The Best View – Leading Your Project Team to Success – Gordon Culp & Anne Smith – ASCE Press

2. Project Team and People Management I & II Webinar Series – Anne Smith – www.asce.org On Demand Webinars

3. MBTI – Understanding Self and Others - Elena Luctina (select slides used with permission)

4. Type Talk at Work – Otto Kroeger and Janet Thuesen – Dell Publishing

References & Acknowledgements

Anne Smith, P.E. anne@smithculp.com

www.linkedin/in/annesmith123@annesmithculp

smithculp.comYoutube.com/smithculp

702-360-1120

Got Questions?