When we’re working on a web project in a corporate setting, we will usually work with people from at least one other department. While these projects can afford an excellent opportunity to learn and grow, sometimes they end up being more tedious than beneficial. Things don’t run smoothly, deadlines aren’t met, and everyone ends up pointing the finger at someone else. How can we avoid this situation and smooth out the process?
In my experience, much of this tedium is caused by two things: making assumptions and lack of communication. If you think about it, making assumptions really stems from inadequate communications, so that’s what I’ll hover around.
Forget all the stereotypes you might have about how marketing people or IT people prefer to communicate. In reality, people prefer to communicate in ways which are comfortable for them. This comfort level comes from many things other than what type of position in a corporation a person’s career choices have landed them. Some like to talk, either on the phone or in person. Some like to communicate in written form, either on paper or via email. The challenge comes in getting these people to communicate, period, no matter how they may prefer to communicate.
Here are ways in which talking and writing can be used at various stages in a project. Keep in mind, this is all my opinion, you have to work with your group(s) and find out which methods at which times work best for you:
- Meetings – Mostly a verbal event, meetings are essential at the beginning of a project to hash out goals and to work out who will do what. Periodic meetings throughout the duration of the project are also important to make sure all is going according to plan. A meeting at the end of the project is also very important. This is the meeting where everyone has a chance to talk about things which went well, things which went not so well and how to improve things for the next project.
- Memos- Get it in writing. Once goals are set up and tasks are assigned, it’s important to put everything down on paper. In a corporate setting where different departments are coming together on a project, contracts are probably unnecessary. As the saying goes “Good fences make good neighbors.” Whether called “Memorandum of Understanding” or whatever, setting down everything in writing helps everyone remember who’s supposed to do what and when – good fences. Putting the project details in writing can also help bring to someone’s mind important details and tasks overlooked in the planning meetings. Writing things down also helps prevent those assumptions which crop up. If it isn’t written, it won’t happen. Make sure to take care of things not written down and don’t assume someone else will take care of them.
- Phone Calls and Email- The double whammy, these should be used only to work out small things and questions which crop up during the project. As things start coming to a close messages can start flying around fast and furious. Email is often a better choice because it allows for use of the inbox as an ersatz to-do list. If a decision comes during a phone conversation, follow up via email is a great idea. This is especially true of the decision involves the whole team.
What tips do you have to help facilitate better communications amongst different groups coming together on a project? Do you have any lessons learned to share? Do you have any funny stories to tell? Feel free to share in the comments.
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