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How to Improve Your Project Management Communications
Expert Opinion from Rich Watts published November 13, 2025
Great project management is not just timelines, budgets and deliverables. It is also about excellent communication. Even the most meticulously planned project can falter if stakeholders are unclear on their responsibilities, updates are missed, or misunderstandings creep in.
A project manager sets the tone for everyone involved. If that’s you, then you need to know that demonstrating strong communication skills ensures that information flows efficiently, decisions are made with clarity, and the project moves forward smoothly. When you do it well, communication prevents problems and builds trust, engagement and confidence across the entire team.
At Further Communications, our Great Communication in Project Management course equips project managers with the skills and techniques to lead their projects with clarity and confidence. But this article isn’t a sales pitch (promise!), and so here’s some practical tips that you can implement straight away.
WHERE TO START
Five ways project managers can communicate exceptionally well
While every project is unique, there are five key practices that can make a dramatic difference in how smoothly your project runs.
Not everyone requires the same level of detail or the same frequency of updates.
1. Know your stakeholders and what they need
Start by clearly identifying everyone involved in the project. Consider internal and external stakeholders, decision-makers, influencers and anyone affected by project outcomes.
Once you know who they are, work out what information each stakeholder needs and when. Not everyone requires the same level of detail or the same frequency of updates. For example, senior executives may want a high-level summary weekly, while team members may need daily status updates.
Practical tip: Create a simple stakeholder map and note the type of communication and frequency that suits each person. Review it regularly to keep it current. Consult others to ensure that your map is REALLY complete.
Discover how to boost your Project Communications with our specialised course
2. Make information accessible and easy to use
It is not enough to know what to communicate. You also need to deliver it in a format that works for your audience. Some stakeholders prefer written reports, others respond better to visual dashboards or short video updates. The key is to meet people where they are.
Practical tip: Ask stakeholders how they prefer to receive updates and then tailor your approach. Ensure all project documents are easy to find, well organised and stored in a shared space. Our communication skills experts at Further often see simple changes like this prevent confusion and reduce repeated questions.
3. Recognise and adapt to different communication styles
Projects often involve people from diverse teams and backgrounds. Some may be detail-focused, others prefer the big picture. Some like face-to-face conversations, others prefer email or chat.
Practical tip: Pay attention to how people respond to information and adjust your approach. You can also set team norms for communication early on, so everyone understands how information will be shared and decisions will be made. Our team communication courses provide practical exercises to help project managers adapt to different styles effectively.
4. Chair meetings effectively and purposefully
Meetings are a core part of project management, but they often become time sinks if not well run. A project manager who sets clear objectives for every meeting, keeps discussions focused, and summarises key actions ensures that meetings add value rather than cause frustration.
Practical tip: Start each meeting with an agenda and clear outcomes. Keep notes of decisions and next steps, and share these promptly with attendees. Encourage contributions from all participants and end by confirming responsibilities. Remember that you don’t have to be the one to take notes if you need brain space to successfully chair the meeting. Ask a trusted colleague (or AI assistant) to take notes in your place.
5. Review, refine and learn from communication gaps
Even the best project managers encounter moments when communication falls short. What matters is how you respond. Reflecting on what went wrong, learning from it, and refining your approach builds stronger skills over time.
Practical tip: After each project phase, hold a brief review on what communications worked well and what could improve. Capture lessons learned and apply them immediately. This practice ensures continual improvement and demonstrates leadership through self-awareness. Be brave and ask stakeholders for their feedback. It will make you a better project manager.
In conclusion...
Being a project manager who communicates clearly, efficiently, and empathetically is not an innate talent. It is a skill that can be learned. By knowing your stakeholders, delivering information effectively, adapting to different styles, chairing meetings well, and learning from mistakes, you can dramatically improve the success of your projects.
At Further Communications, our Great Communication in Project Management course gives project managers the techniques, frameworks and confidence to communicate at their very best. These are practical skills that can be implemented immediately, transforming how projects are run and how teams collaborate.
