IT Employment

Ask something
Discussion Locked

Project Members Communication

0 helpful
1 reply

by gordonk

Closed to new repliesThis discussion is closed. It stays readable, but it takes no new replies.

The communication between the team members (team members from both - my implementing company and the client) is a crutial part of the project. There may be 2 ways of dealing with it: individual contact or email-groups.

The advantage of email-groups approach is that every member of the particular group (suggested groups could be management/ IT management/ implementation/ development where development group includes implementation members and implementation group includes IT management) is being informed about the actual status and pending issues/questions.
The email-groups can also help with dealing with member-relations, because there is usually someone else involved in the communication (even as a silent partner). If there is a need to deal with a situation (technical or personal) then there is no need for using CC: or even BCC: that may offend some team members.

The disadvantage may be that there is a lot of communication (emails) going back and forth, because there are always multiple members included. However it gives a chance to different members to react on the questions or tasks (and gives a great deal of overview to the IT management)...

Did anyone make an experience with this approach that would prove it being an issue creator? Did you experienced rules on whom to include in each group and how to define them?

1 reply

by oldefar

You have to keep in mind the dynamics of group discussions ahead of the tool used.

People posting problems, solutions, and comments are dealing from their own needs of security, knowledge, time, and prestige. These can create some very uncomfortable situations, and become real issues when you include the customer in the discussion.

I admire your objective of open communication, but I would build some barriers.

First, I would not include the customer directly in any open forum. All documented communication between customer and workers needs to be filtered through the project manager. Otherwise you face changed expectations, scope creep, and unintended committments.

Next, I would emphasise two rules for the internal forum - Don't be offensive and don't be offended. You will still have to deal with personal issues raised by group emails, but this will help keep those under control.

I prefer regular facilitated meetings. Round one, everybody has the floor for a set amount of time. No discussion regarding anyone elses comments allowed at this point, and no interruptions. Round two, open issues discussed. Again, no interruption of speakers, and everyone gets a chance to speak. Round three, open discussion. Round four, facilitator recaps issues, resolutions. Round five, last chance to add to the recap - again with no interruptions, everyone gets a turn. Complete with a posted summary of the meeting.

This discussion is closed to new replies.