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HANDLING MISUNDERSTANDING IN A PROJECT TEAM

A successful project requires a smooth execution as possible with minimal misunderstandings. However, no workplace is perfect, and it is common to find misunderstandings among team members and between team members and the project manager. Some misunderstandings in a project team can be common as the listed below;

  • Unclear Responsibilities: Every team member should own their tasks, be responsible, and be accountable. Clarify the expectations by defining the tasks and the reporting structure within the team. One way to do it is with the RACI chart. R stands for responsible for performing a task, A stands for accountable for the task, C stands for consulted about the task, and I stands for informed about the task and the overall project. 
  • Unclear Project change procedure: Before a change occurs, be clear on the procedures for requesting the change, the review, and the approval. Create the necessary forms, and announce the procedure as early as possible before the project starts. Make the team members familiar with the procedures early on.
  • Miscommunication and conflict: Check with team members. how they are doing and how they relate to each other. It is important that they get along and communicate well. Any misunderstanding can be easily resolved with clear and respectful communication. Build morale by caring truly from the heart and letting it show.

THE  HANDLING STRATEGIES
Strategy One: Communicate clearly in writing and verbally
Always be clear, polite, and respectful both verbally and in writing, including in email communications. Use positive verbiage and place the project success at the top of the agenda, while appreciating team members. 
Strategy Two: Write things down
Take notes when communicating with team members, the management, or other stakeholders. Don’t solely rely on our memory as it often fails, so it is better to be safe than sorry.
Strategy Three: Repeat
Repeat your communication and ask the team members to repeat what you have said. Make sure that the message is received well, even when communicating about a less urgent matter. As long as the message means something to the project, it should be repeated.
Strategy Four: Confirm
Every verbal and written communication must be confirmed. Do not delay your response, even only to confirm the acceptance of the message. That does not mean you need to be always tuned to your emails while not focusing on your real work. Batch process your emails throughout the day and respond to the ones that really require a response. Tell them that you are working on the answer and tell them how much more time you would need to complete it.
At last, misunderstandings can be reduced with the well-developed flow of clear and accountable communications. As long as the project manager is aware of the possible points of misunderstanding and handle them appropriately, smooth project completion can be expected.
 

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