How To Improve Your Communication As A Construction Project Manager
Summary
TLDRThis video script offers practical advice for construction project managers to enhance communication effectiveness amidst chaos. It outlines six key steps, emphasizing personal organization, team health, diverse communication channels, and time blocking. The speaker advocates for face-to-face interactions, meetings, and quick digital communication like texts and WhatsApp, while cautioning against email overuse. The goal is to streamline communication, prevent emergencies, and create a well-planned, efficient workflow.
Takeaways
- 😀 **Embrace Chaos**: As a construction project manager, you're likely juggling multiple projects, which can create a chaotic work environment.
- 📝 **Clarity and Organization**: Personal organization is crucial, including maintaining a disciplined to-do list and using tools like the Leader Standard Work.
- 🗓 **Time Blocking**: Implement time blocking to manage your days effectively, even amidst the chaos of multiple projects.
- 👥 **Team Balance and Health**: Ensure team coverage for projects, with a clear schedule and awareness of who's on PTO to prevent overburdening.
- 🚫 **Limit Email Dependency**: Avoid becoming overly reliant on email, which can lead to wasted time and reduced productivity.
- 🗣️ **Prioritize Face-to-Face Communication**: Engage in one-on-one interactions and meetings for more effective communication.
- 📞 **Utilize Various Communication Channels**: Use a mix of communication methods including phone calls, texts, and apps like WhatsApp for diverse and efficient communication.
- 🔍 **Be Open to Communication**: Be receptive to new communication channels and avoid defaulting to email for all correspondence.
- 🔄 **Streamline Communication**: Create a natural flow in your communication process, ensuring a logical sequence from long-term to day-to-day planning.
- 📈 **Sequence and Adjust**: Organize communication in a way that creates the most flow and adjust as necessary to find what works best.
- 👀 **Make Communication Visual**: Use visual aids in meetings and communication to enhance understanding and retention.
Q & A
What is the main focus of the video script provided?
-The main focus of the video script is to provide strategies for construction project managers to improve their communication skills and systems in order to handle the complexity and chaos of managing multiple projects.
Why is it suggested that project managers should not be responsible for more than three projects at a time?
-It is suggested that project managers should not handle more than three projects at once because managing multiple projects can be overwhelming and may lead to inefficiencies and reduced effectiveness in communication and management.
What are the six steps mentioned in the script to increase the effectiveness of communication for a project manager?
-The script does not explicitly list the six steps but implies steps such as personal organization, team balance and health, utilizing various communication channels, and time blocking as part of the process to improve communication.
How does the script suggest streamlining communication through subscribing to a channel?
-The script uses subscribing to a channel as an example of frictionless communication, where updates are automatically received without the need for the subscriber to remember to check for updates, thus improving communication efficiency.
What is the importance of having a personal organization system according to the script?
-A personal organization system is crucial as it helps project managers to have clarity in their chaotic life, keep track of tasks, maintain discipline, and manage time effectively, which in turn improves communication and overall project management.
What does the script suggest about the use of email in communication?
-The script suggests that while email can be useful, it can also become addictive and time-consuming if overused. It advises project managers to use email sparingly and to explore other communication channels that are more efficient and less time-consuming.
What alternative communication channels are recommended in the script besides email?
-The script recommends various communication channels including one-on-one engagement, meetings, huddles, briefings, virtual meetings with cameras on, phone calls, texts, WhatsApp, and Microsoft Teams, as more efficient alternatives to email.
Why is time blocking suggested as an important strategy for project managers?
-Time blocking is suggested as an important strategy because it allows project managers to create a structured schedule, ensuring that they allocate specific time for different tasks and projects, which can help in managing the chaos and improving communication.
What is the significance of having a coverage calendar for project teams as mentioned in the script?
-A coverage calendar is significant as it ensures that there is always someone supervising the work, maintaining safety, and attending to the needs of the projects. It prevents emergencies by ensuring proper planning and coverage, thus improving communication and team efficiency.
How does the script emphasize the importance of communication in project management?
-The script emphasizes the importance of communication by stating that all breakdowns in business come down to communication. It suggests that designing effective communication systems is a priority for project managers to ensure success in their roles.
Outlines
🚧 Enhancing Communication for Construction Project Managers
This paragraph emphasizes the importance of effective communication for construction project managers, who often juggle multiple projects amidst chaos. The speaker introduces six steps to improve communication and four elements that make these steps successful. An example of streamlining communication is given, such as subscribing to a channel for automatic updates. The focus is on personal organization, maintaining a disciplined to-do list, establishing Leader Standard Work, and time blocking days. The speaker also suggests embracing time blocking despite the perceived chaos, as it can significantly improve communication and overall project management.
🔄 Streamlining Team Communication and Organization
The second paragraph delves into team balance and health, highlighting the necessity of a covered schedule and coverage for project sites to prevent overburdening. The speaker advises having a visible calendar for team schedules and PTO, ensuring everyone is aware of their responsibilities and coverage. This transparency prevents emergencies and fosters a dynamic team environment. The paragraph also touches on the importance of open communication channels beyond emails, advocating for face-to-face interactions, meetings, huddles, and briefings as more effective means of communication.
📱 Diversifying Communication Channels for Efficiency
In this paragraph, the speaker discusses the over-reliance on emails and the need to diversify communication channels for efficiency. They suggest using virtual meetings with cameras on, phone calls for quick resolutions, texts for brief messages, and WhatsApp for versatile communication needs. The paragraph also mentions the utility of Microsoft Teams for in-house messaging and virtual collaboration. The speaker advises against defaulting to emails and instead encourages leveraging various communication tools to reduce response times and workload.
Mindmap
Keywords
💡Communication
💡Project Manager
💡Personal Organization
💡Time Blocking
💡Team Balance and Health
💡Leadership Standard Work
💡Communication Channels
💡Virtual Meetings
💡One-Piece Flow
💡Consolidation
💡Frictionless Communication
💡Scaling Communication
Highlights
The video discusses improving communication for construction project managers amidst their complex and chaotic lives.
Project managers often juggle more projects than recommended, leading to the need for enhanced communication strategies.
Six steps are presented to increase communication effectiveness, along with four elements that make these steps successful.
The importance of subscribing to communication channels for streamlined and frictionless updates is emphasized.
Personal organization planners are recommended for project managers to achieve clarity and discipline in their tasks.
The concept of time blocking is introduced as a method to manage a chaotic schedule effectively.
Team balance and health are crucial, with the need for a covered schedule and clear communication of PTO and coverage needs.
The coverage calendar should be visible and accessible to all team members to prevent emergencies and ensure preparedness.
The speaker discourages over-reliance on email, suggesting it can create an addictive cycle and waste time.
Various communication channels such as one-on-one engagement, meetings, virtual meetings, phone calls, texts, and WhatsApp are suggested.
The importance of using cameras in virtual meetings for better engagement and understanding of body language is highlighted.
Phone calls are recommended for time efficiency and avoiding lengthy email exchanges.
Texting and WhatsApp are praised for their quick and efficient communication capabilities.
Microsoft Teams is presented as a versatile tool for internal communication, with features like chat, virtual meetings, and whiteboarding.
Emails should be used sparingly and only when necessary, to avoid slowing down communication response times.
The need for a natural flow in communication is stressed, with long-term planning feeding into weekly and daily tasks.
Time blocking for superintendents and projects is suggested to streamline communication and interactions.
The video concludes with the statement that all business breakdowns come down to communication, making it a top priority for project managers.
Transcripts
How to Improve your communications as a construction project manager.
Really, what we're going to talk about in this video is how to make communications work for you
and I do want to say you have a complex life, just by virtue of being a project manager, like
your life is chaos, right? I did a previous video, but how many projects is responsible for somebody
to ask you to run, it ain't never more than three, and it's probably you should just run one. You're
probably running 4, 5, 6, 7 projects. I feel for you. We have got to improve the communication channels,
so that you can win in this environment. I love you. We're going to cover these in this video
right now. So what are the six steps that you can use to increase the effectiveness of your
communication? Now, what are the four things that make those steps work? We're going to cover that
now. Let's go. So before I begin, let me give you a good example of streamlining communication.
First and foremost, like subscribing to this channel, you'll automatically get
that communication. frictionless don't have to remember, boom, like right now, we're already
improving our communication. So let's get into the real steps for how you can improve
it in your role. We at Elevate Construction have made personal organization planners for project
managers and project engineers. I will link it to you in the description below. But you must
have clarity on your life, number one. Number two keep it to do list in a disciplined way all out
of your head. Number three, have Leader Standard Work and number four time block your days. Yes,
I said time block, you're probably thinking to yourself, my life is chaotic, I can't do it. Yes,
you can. That's just the thought we can get a better one. So here's what I want you to do.
Really embrace the concept of time blocking your days, even though you have a lot to time block, it
can be done. I'll explain it in a minute. Number two, team balance and health. This is what you're
going to want to do with that process. First of all, for your team or your teams, God forbid,
you should have a covered schedule and cover in your weekly team meetings, PTO and needs for
coverage for your project site. So that you know there's always someone supervising the work with a
safety presence in the field, and always attending to the needs of the projects that you have. That's
number one, it will keep your team and you from overburdened. As a part of that, I expect to see
that coverage calendar either on the wall in your conference rooms, or in your online systems.
However you managed those multiple projects, and everyone on your project should know who's
covering what the key activities are, who's on PTO, so that you're never stuck in an emergency having
to cover for someone because it wasn't planned. This will enable you as the project manager to
have that level of communication that will prevent emergencies and like I said in previous videos,
please create that culture at work and at home. And make sure that everyone is where they're
supposed to be as that dynamic team. Step number three, right once you have a personal organization
system, and that is aligned with the needs of the team, and there's proper coverage. I'm asking you
to be open to more communication channels. Let me say like this, you are not a professional email,
answer. I love email. Here's what email does. You write it and you're like, oh, I wrote a
little book. That's awesome. Your brain releases dopamine. Now you formed an addictive habit cycle,
you send another email, you're like, Oh, I feel so good. I love that. Oh, pretty. All you do
another one. You're like, Oh, I love my signature. So beautiful. I feel so important. I'm so cool. I
love me. Some me like that's what you're thinking, right? You keep sending email after email after
email. And it's like, you're just doing drugs over here and like your pharmacy in your brain is just
reducing chemicals that create this addictive cycle. And pretty soon all day is just emails,
emails, emails, emails, and you're wasting at least two to four hours every day. Stop it. I've
got a two word sermon for you on this deal. Stop it, like just don't do it anymore. Like we're done
no more emails unless you absolutely need it. I want you to use all of these different types
of communication, devices and channels. Number one, one to one engagement. I know most of us
in these new generations are like, Oh, I don't want to talk to somebody. I'll text them or do
something behind a closed door, turn my camera off in a Zoom meeting. But honestly, face to face in
proximity in office interactions are probably your most effective. Number two meetings, huddles and
briefings. Meetings don't suck, sucky meetings Suck like meetings, hug. huddles and briefings
are amazing, right. That is probably one of our best forms of communication. If you learn how to
run remarkable meetings, you're going to be set there's a book called Death By Meeting on that by
the way. And so I do want to suggest your second option for really good stuff. AOL communication
is meetings, huddles, and briefings. Number three virtual meetings. If you're not there,
fine. Just get on Zoom get on teams. But I do want to say, for all of you, internet, no, no,
I'm not gonna say that. No, no, no. You don't have got sick, turn your camera on, you don't-
I'm talking about talking to you turn your camera on. This is a meeting for crying out loud. Like,
we need to see your face. When you see your body language. We need you to weigh in, we need your
input. Do not be looking at like vacation ads or scheduling your next cruise or like looking at
inappropriate images on the other end of the computer, like pay attention to the meeting,
please. So number three virtual meetings as long as everybody has their camera on. And
they're paying attention number four phone calls, right? I hate phone calls just as much as anybody
but they're effective and they don't waste time. Right? If you need to pick up the phone, right?
Have you ever seen the email back and forth? Hey, should we do this? No. Let's pick that date. No,
let's go back for it. No, thank you. No, actually, let me tell you like after 15 emails, I should
probably just pick up the phone and call somebody. So always consider phone calls. Number five, texts.
I love text. Hey, I can text faster than my kids. I grew up with cell phones. Like you can
send somebody a text, right? Communication. You don't need to throw it in that email. You don't
need to write that like quarter of a book, right? You're Not You don't need to see your signature.
You're okay waiting another day. Send a quick text for some communication is fantastic six,
probably my favorite app of all time. WhatsApp love it, you can do videos, you can do voice to
text, you can do polls, you can send images. I love me some WhatsApp, right. So if you have the
fight between the iPhones and the androids of the world, and the text chats aren't working, you need
to do a group chat WhatsApp, it's amazing. By the way, if you were gonna put Androids and iPhones,
well, I want to I don't want to make half of you met. But you know, it's when we when Finn actually
regardless of whether you're using an iPhone or an Android, you can use both to hit subscribe on the
channel. And I know you want to. So go ahead and do that right now. We're already practicing with
technology. It's amazing. All right, let's keep going. Microsoft Teams, I love me some Microsoft
Teams, you can use the chat function, you can keep your messages in house, you can use the virtual
meeting function, you can use the whiteboard amazing tool, right? And then we cut there's
probably more but then we come down to emails. I'm telling you, if you wouldn't send a letter
to the person, why are you sending an email, right? Consider all of the other options first,
because emails, especially if you become victim to them, can really, really do some damage. Now,
I didn't say get rid of them all together. If you need to send that transmittal crate,
if you want to put that trade partner I noticed great, you want to do a mass notification. Great,
I love it. But just use them sparingly because if you do everything default by email, you've taken
your response time and automatically shifted it from a possible real time to a 2448 hour response
time and you're bashing work. And that's all you're doing now and it takes extra time. And
you have to like write the email, check the email, proof the email, send the email, read the email,
decipher the email, interpret the email, like it's just like it literally takes three to four
times the amount of work that it would to just make a phone call or send a text. So use all
the different communication channels that are available to you. That is a key step for you as
a PM. And then number four, we'll close this out strong. Once you know that you have your personal
organization system, you have good coverage people are present on the team. You have good proximity
good communication channels, put everything in sequence, right. So what I mean by that is there
should be a natural flow. If I'm talking about the last planner system, for instance, I want my
long term planning to filter into my weekly work planning to filter into my day planning to then
filter into talking to their crews to then filter to the team and then to create a repeating cycle,
right. So as a project manager, you probably have multiple superintendents spread out all over the
place, you probably have multiple projects, you have owners calling you all the time,
I would 100% say, hey, time block all Supers. We're doing it from eight to nine every morning,
right? We're going to time block that in, right. And so I'm going to have communication channels
that fit that time blocking, and then I'm going to say hey, Project One is on Monday,
project two is on Tuesday, Wednesday, project three is on Thursday and Friday. And I'm going
to start to streamline and put these meetings and interactions in the order in which it will create
the most flow. So get your communication channels, use the tools, make sure that you're creating the
right social groups, put them in the right time blocking and put them in the right sequence and
then find what works and adjust from there. But I promise you the key things you're going to want to
do is you're going to want to get working in one piece flow, consolidate proximity communication
channels and social groups. Make sure that's time blocked, focus on one thing at a time and really
streamline your chaotic world into a fairly well planned out week. And so I hope this helps. I'll
close by saying that there are some other things that you can do. Really leverage your weekly team
meeting with your teams, make everything visual. It's either on a mural board a mural board,
it's on your whiteboard on teams, it's on whiteboards in the offices, it's up on visuals,
make every bit of your communication, visual. Also make your communication frictionless. If you
have to, like type multiple things, and multiple locations, and it slows you down, and it's like,
I don't like using this, that's probably not the communication channel for you. Why do people use
email? It's pretty frictionless, right? So find other communication tools and technology that
are pretty frictionless and remember with communication, you may need to say it seven
times. So say it, ask what's been said, make them confirm it, or ask them to confirm it. And repeat
when necessary. As a leader, it is your job to scale communication. Remember, true leaders build
the team, they have the hard conversations, they manage coach and mentor direct reports. They hold
remarkable meetings, and they scale communication. And so you can't scale communication unless you
have the right communication channels. So we will provide an audit form in the description
below that will help you to analyze how well are my communication systems working for me and some
options of some things that you can use. But as a project manager, it's not enough to know, you
must be able to get people to do and in order for people to do it comes down to communication. I'll
close by saying I want to talk to an international lean expert. And he said Jason, all breakdowns
in every business I've ever seen, come down to communication and so designing effective
communication systems is one of the first priorities for you and your success. On we go.
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