This article is intended to be usable by project managers so that they can send it to their team members, in hopes that it will help communication! Also, bear with me when I write about shutting up PMs, I’m a PM myself 😉
Project managers are perceived differently depending of where you work, what’s the work environment, and also what’s the project management maturity of the company. How the project manager or the team members act on a daily basis also has a great influence. But it’s not unlikely that they are seen as these little irritating creatures that sneak up on you, and are always asking questions or telling others what to do.
Well guess what? It’s their job, can you blame them? Now, how do we get them to shut up knowing all too well that they are trying to get things accomplished, and they can’t just ‘stop’? Here are some quick tips:
1. Have your work done
One thing that ‘forces’ PM to poke around with follow-ups is the fact that they want to make sure the work gets done. So, if they know the work will get done, they will simply wait to receive it.
So it’s simple, gain PM trust by making sure your work always gets done. If you are in a situation where it is impossible for you to finish what is asked of you, flag them as soon as possible (not at the last-minute!). Once that trust is gained, they will know there is no point in doing a follow-up since you will communicate with them when the time is right.
This also applies to anything you committed you would do, whether it’s simply answering an email or anything else.
Believe it or not, if they email you or Skype you, and you never (or rarely) answer, they will have to send you even more follow-ups, call you, or go see you in person. So if you don’t answer because you think they are irritating or ‘you don’t have time’, you’ll end up with even more noise!
If answering requires you to check something or do something before, at least give them a heads up of when you’ll get back to them, and they will stop pestering you.
3. Ask questions
Too often, when team members are missing elements, or have questions, they switch to another task (or project), and if they are asked a status of their task, only then will they flag they need something. So what happens in these cases? Well PM will make a mental note to always ask resources if they need anything because they want to avoid people skipping some tasks without flagging.
The tip is simple: if you need anything or have a question, ask! The PM will know that if you are not asking him anything, it means you don’t need anything, and he will stop pestering you.
4. Send needed info
Typical follow-ups or request for information turn around schedule, budget, scope. Meaning PM will ask you if you are on time, how much effort (hours) is still required, and if you have any questions or if anything is missing. So it’s simple, they won’t ask if they already know, so depending of the tools used within the team: update your tasks’ % complete, send them a little “I have everything I need”, communicate proactively and the PM won’t have to ask you anything.
It’s a PM’s job to make sure communication happens, if it doesn’t, they’ll make it happen. So communicate, and they’ll bug you a lot less!
Have any other tips you want to share?