Project Managers' Coffee Chat with Tim & Merv

In this episode, hosts Merv Jersak and Tim Jerome share personal stories that highlight the importance of oral communication, such as understanding body language, being curious, and asking questions. Merv recounts his journey from a struggling presenter to a competent speaker through experiences and joining Toastmasters. They also delve into the nuances of using humor appropriately in professional settings and the significance of always being prepared for impromptu communication moments with clients and executives. The episode underlines the critical role of effective oral communication in project management and sets the stage for next week's focus on written communication.

Main Take-Aways

Stories are powerful teachers. Today's story lessons are about enhancing your oral communication skills:

• use casual conversation, reading body language, and asking questions to break through to the real issues
• get formal training in enhancing your public speaking skills
• employ active listening, patience, and putting yourself in your customer's situation to truly understand the problem at large
• develop a sense of humor and use it judiciously to set a more friendly tone on the project
• remember that you are always "on stage"
• prepare, practice, be concise, and use humor to enhance your engagement with the project teans

Show Notes

Today's Project Managers Coffee Chat: Leadership Lessons from the Trenches Regarding Oral Communication

00:27 Talk Story Day: introducing real life examples of the power of oral communication

00:52 Tim presents lessons from the field as a data center transformation expert; how reverting to casual conversation, reading body language, and asking strategic questions led to an understanding of the real problem to be solved and additional business.

03:45 Merv shares a lesson from an embarrassing oral presentation experience and how he used that experience to seek out the training he needed to become a better presenter.

06:38 Tim recounts the time where he worked in a technical pharmaceutical environment to solve a prohibitively expensive problem through the art of oral communication; namely, active listening, learning the industry terminology, patience, and seeing the issue from the client's perspective.

09:44 Merv provides an example of when using humor in project leadership, not only cemented a strong relationship with his project sponsor, but set a more relaxed tone on the project as a whole. But he cautions that you must be judicious and balanced in when and how to use humor.

11:35 Merv adds a story where his use of humor was misunderstood by his client and required additional effort to restore a relationship.

12:42 Tim tells of a time when he "tripped up" and reminds you that as a project leader you are always "on stage." Without thinking of what the downstream consequences might be, he offered advice to his client sponsor that cost the jobs of one-third of the organization's employees. Although not responsible for this outcome, you can extrapolate from this experience that our communications have consequences.

16:17 Merv gives one of his favorite project experiences showing the importance of preparation, practice, conciseness, and humor when leading teams.

18:11 Summing up the information Merv and Tim have provided in these last five podcast episodes for new, and seasoned, project leaders on the value of mastering the art of oral communication. Preparing for the next five episodes on the importance of continuously improving your written communication.

Merv Jersak and Tim Jerome provide essential techniques for improving project delivery through effective communication. Learn the importance of asking questions, understanding perceptions, developing empathy, and using visual aids like the Ishikawa diagram. They also discuss the value of active listening, body language, and public speaking skills. Get practical tips from seasoned experts to enhance your project management capabilities.

Main Take-Aways

Tips, tools, and techniques that project leaders can benefit from in improving their oral communication skills:

1) developing strong oral communication skills is significant to improving your project management capabilities

2) learn to use effective questioning techniques

3) put yourself in the position of the person(s) you are communicating with

4) work on developing a sense of humor

5) develop strong active listening skills

6) learn the Socratic Method to improve your conversations

7) use visual aids whenever possible

8) become a student of body language

9) master public speaking skills

Show Notes

Today's Project Managers Coffee Chat: Tips, Tools, and Techniques for Effective Oral Communication

00:27 The importance of oral communication in how you come across and how you present your information.

01:18 One of Tim's favorite tips is to master questioning techniques to allow you to learn more from your interactions.

02:44 Merv states that understanding perceptions and expectations is very important in our oral conversations, and an effective way to do this is by putting yourself in the position of the person you are communicating with.

04:41 Merv has developed a sense of humor and offers that it has helped him keep conversations disarming and comfortable.

06:14 Tim agrees that active listening is a powerful aid to communication in signaling your participation and acknowledgement of the message.

06:45 Merv and Tim both recommend using the Socratic Method in enhancing conversations and making them more meaningful.

07:59 Merv attests to the power of visual aids to add clarity to our communication. Tim explains the use of Ishakawa diagrams to help in brainstorming for issue resolutions.

11:10 Merv recommends becoming a student of body language, vocal nuance, and facial expressions to become a better communicator.

12:16 Merv is adamant that project leaders mastering the skill of presenting formally to become comfortable in front of the room and to add to your credibility. He recommends Toastmasters International as an organization that is uniquely equipped to assist in developing this skill. Tim adds that continuing education and self-improvement are key opportunities for project leaders.

Your hosts, Merv Jersak and Tim Jerome, continue their discussion on improving oral communication skills for greater effectiveness in your project leadership. In this episode they discuss the importance of public speaking skills, managing debates, and guiding discussions to foster collaboration and achieve project goals. The conversation highlights techniques such as the Socratic method, effective meeting strategies, and the crucial role of listening. The hosts underline the need for project managers to ask questions, encourage the free flow of ideas, and practice public speaking to improve team dynamics and project outcomes.

Main Take-Aways

Project managers must master the skills of presenting yourself and your ideas using effective oral communication. You must (or should) learn:

• excellent facilitation skills for free flow of discussion
• effective meeting facilitation techniques
• discussion/debate with emotional intelligence
• the Socratic Method for fostering discussion and arriving at a conclusion
• active listening skills
• public speaking and presentation skills

Show Notes

Today's Project Managers Coffee Chat: The Art of Presenting Yourselves and Your Ideas

00:29 Moving on from the previous podcast episode on how you come across to today's focus on how to present yourself for greater credibility in your role as project manager.

01:18 Facilitation and leading discussions requires you to ask questions as well as impart information and instruction. You must allow for the free flow of discussion.

03:26 Effective meeting strategies require effective facilitation skills to achieve the objective for the meeting.

06:43 The mechanics of debate or discussion require an understanding of the effective use of emotional intelligence to ensure you focused on the issues not the person.

09:15 The Socratic Method is a useful oral communication skill to lay the groundwork of the discussion, solicit information, and guide the discussion to a conclusion.

13:45 Mastering the pause in conversation is an exceedingly effective tool for you to utilize in your project management communications.

14:51 Listening is as important as speaking in your oral communications.

16:53 Mastering the skill of presenting in public is one of the most valuable skills you can refine to make you a more effective, credible, successful project leader.

19:16 Being the calming force on the project is an important aspect of your role as project manager.

19:53 Introducing the next episode of tips, tools and techniques to improve your oral communication skills.

In today's podcast, hosts Merv Jersak and Tim Jerome provide insights relating to how we come across to others. They review effective communication strategies, handling criticism, managing rude individuals, and crafting a compelling pitch for senior executives. Emphasis is placed on the importance of clear messaging, emotional intelligence, and maintaining professional composure in challenging situations.

Main Take-Aways

Project managers must master the art of communicating orally:

• be aware of how you come across to others
• learn how to give and receive criticism/evaluation
• develop active listening skills
• learn how to handle rude individuals
• be prepared to engage senior executive with a practiced "elevator speech"

Show Notes

Today's Project Managers Coffee Chat: Our Oral Communication Affects How We Are Perceived

00:27 The Power of effective communication – the way you present your thoughts is the way you present yourself. How you do anything is how you do everything.

02:07 As a project manager, you're always "on stage". You must be able to defend your positions while keeping your composure. Perception is reality; and therefore, how we come across in our oral communication is important.

04:16 You as project manager set the tone for all project conversations.

05:27 An important aspect of setting the conversation tone is in your ability to give and receive criticism (or better yet, evaluation).

08:17 Developing the skill of active listening when receiving criticism/evaluation. Learn to disarm the criticism by acknowledging areas you agree with.

11:12 Developing the skill of handling rude people in such a way as to facilitate productive communication.

16:50 An excellent opportunity in connecting with senior management is to develop an "elevator pitch" such that you can engage senior management in a professional, effective manner.

19:35 Conclusion and recap of this episode.

In this episode, hosts Merv Jersak and Tim Jerome focus on presenting ideas clearly, avoiding jargon, using simple language, and understanding the audience. They also explore common pitfalls like inconsistent messaging, lack of authenticity, and poor listening skills that sabotage effective oral communication. With practical strategies and real-life experiences, Merv and Tim offer valuable insights into improving dialogue within project teams and fostering better human connections for successful project outcomes.

Main Take-Aways

Project managers must master the art of communicating orally:

• present your ideas in a clear, easily understood manner
• use visuals when explaining complex concepts
• engage your team in oral communications
• avoid self-sabotage when communication orally
• be authentic in word and manner

Show Notes

Today's Project Managers Coffee Chat: Mastering Oral Communication for Effective Project Management

00:27 Introducing a deeper dive into the communication of leaders, by focusing specifically on oral communication.

01:45 Presenting your ideas orally in an easily understood manner: avoid jargon; know your audience in order to tailor your communication effectively; use simple words and communication structures.

05:01 Using visual aids in oral communication to help with understanding.

07:14 Engaging your team in discussions and brainstorming using oral communication methods to elicit their participation. Preparing well yourself to engage and answer questions.

10:45 Using the appropriate tools/methods to have more effective conversations, including when in remote communication situations.

13:29 Avoiding self-sabotage in communication: slow your communication to allow your thoughts to formulate; listen to understand, not just to respond; don't use communication opportunities to communicate just one way; provide consistent messaging.

18:00 Maintaining authenticity and consistency in our oral communications.

Join hosts Merv Jersak and Tim Jerome in this episode as they consider the essential communication skills every project leader needs. Through personal anecdotes and practical tips, they highlight the complexities of effective communication within project management. From dissecting a humorous mishap in code interpretation to the significance of cultural nuances in meetings, the hosts share insights into bridging communication gaps. They also offer powerful techniques such as using pauses and cognitive dissonance to enhance engagement. Merv and Tim wrap up with advice on mastering written communication and email etiquette. This episode is packed with actionable advice for new and seasoned project managers seeking to improve their leadership and communication skills.

Main Take-Aways

Stories are powerful teachers. Today's story lessons are about communication:

miscommunication can happen even when being precise

the power of the pause

cultural differences should be taken into account in your communications

using cognitive dissonance and ice-breakers to foster communication engagement

taking precautions with validating email recipients

Show Notes

Today's Project Managers Coffee Chat: Leadership Lessons from the Trenches on Project Communication

00:27 Introducing the podcast with a restatement of the importance of communication in leadership.

01:38 Merv begins with a humorous story on miscommunication despite the fact that great care had been exercised in being precise.

04:14 Tim recounts advise he had been given from a mentor on the power of the pause in communication.

07:15 Merv tells of his experiences with cultural differences in meeting etiquette – one of an affable individual who would begin with coffee and cookies versus one of a strict individual who would make being late to a meeting an uncomfortable situation.

11:21 Tim relays advise he received on the use of cognitive dissonance to engage the team in communication.

14:16 Merv explains a fun ice-breaker called "2 truths and a lie".

15:51 Merv cautions you with an error he made in not double-checking the 'cc' line of an email communication.

17:15 Tim agrees and adds that one of his managers would remove all recipients from an email response before adding applicable individuals back in.

18:41 Concluding with a look-ahead to upcoming podcast themes.

Join hosts Merv Jersak and Tim Jerome as they focus in this episode on improving overall communication effectiveness with teams, stakeholders, upper management, and peers. They share personal anecdotes, practical tips, and techniques such as varying your message delivery, improving communication skills through organizations like Toastmasters, and the importance of documentation. They also discuss the impact of cultural and linguistic differences in communication, the use of modern tools like ChatGPT to enhance messaging, and the necessity of choosing the right communication medium for the situation. Tune in to learn how to communicate clearly and effectively to drive project success.

Main Take-Aways

When you communicate as a project leader:

1) consider innovative methods to understand how your communication os flowing through your team(s)

2) seek out formal training and instruction to improve your oral and written communication

3) review your communication from the perspective of your receiver

4) be clear in how you present your communication through thoughtful structuring of your communication

5) engage your entire team in discussions

6) provide deadlines to your receiver for acknowledgement of formal communication

7) select the optimal medium for your message

8) leverage your receiver's communication tools when working remorely

9) consider using AI to fine-tune your communication

10) review communication carefully before sending

Show Notes

Today's Project Managers Coffee Chat: Tips, Tools, and Techniques for Effectively Communicating Your Message

00:27 Unlocking communication skills for project leadership effectiveness.

01:14 Tim begins with a technique for understanding how communication flows through your teams by providing instructions to the teams with slightly differing terminology.

02:49 Merv acknowledges that as a young professional he needed training in presenting in front of an audience and joined an organization, Toastmasters International, to acquire the needed training. He recommends personal growth in communication methods by seeking out instruction.

04:41 Merv follows this with a tip to put yourself in your receiver's chair to consider how your communication is being heard.

05:16 Tim responds with a method he uses to decipher a confusing communication, that of reading it from the bottom up.

06:08 Merv shares an effective email strategy of putting the main thought of the communication in the subject line and first sentence or two.

06:54 Tim agrees and states that to be clear in your communication, restate your messaging several times in your opening, body, and closing.

08:09 Tim presents a technique of providing a deadline for the receiver to formally acknowledge a written communication to which Merv responds that this technique can be included in a project communication plan.

10:43 Merv provides a tip on how you can encourage every member of your team to engage in discussions by using round-robin brainstorming.

12:05 Merv offers a tip that you can use with your team to choose the right medium for your message.

15:51 Tim encourages you to leverage the technology of your customer when working remotely to save time and effort in the learning curve.

17:52 Merv suggests that you should harness AI to fine-tune your written communications, but he also cautions that you maintain your originality.

20:00 Merv gives one final thought: review your communication carefully before sending.

Join hosts Merv Jersak and Tim Jerome as they focus in this episode on the Five C's model for communication – Clarity, Cohesiveness, Completeness, Conciseness, and Concreteness – as offered by the Project Management Institute> Following the tenets of this model will help enhance your project delivery. Through practical examples and insightful discussions, the hosts illustrate the importance of clear and effective communication in ensuring project success. Tune in to discover strategies and techniques to improve your project leadership communication.

Main Take-Aways

The five Cs model for effective communication helps ensure your message is received as you intended:

• clarity
• cohesiveness
• completeness
• conciseness
• concreteness

Show Notes

Today's Project Managers Coffee Chat: Mastering Effective Communication in Project Management – The Five C's Explained

01:16 Exploring the five Cs model of effective communication as presented by the Project Management Institute.

02:44 Clarity: the first C unpacked – ensuring that your message is received without misinterpretation.

06:39 Cohesiveness: ensuring your message holds together as a single thought process – avoiding or mitigating situations where your message is taken off track.

09:57 Completeness: leaving no thought unfinished – focusing on a point to its conclusion.

12:23 Conciseness: the art of being brief yet impactful – less is often more.

14:49 Concreteness: the final C for effective communication – choosing precise, specific words and sentence structure.

19:50 Wrapping up and looking ahead to providing tips, tools, and techniques for greater effectiveness in our project communications.

In today's podcast episode, hosts Merv Jersak and Tim Jerome dig deeper into the critical role of communication in project management. They discuss strategies, tips, and techniques for project managers to improve their communication skills, from basic methods to managing noise and ensuring all parties understand and engage with the information. This episode highlights the importance of effective communication for both team members and stakeholders, how to mentor new project managers, and the necessity of acknowledgment. They also preview a discussion on the five C's of communication, to be continued in the next episode.

Main Take-Aways

Project leaders must master the art of communication to be truly effective:

• recognize the importance of communication
• understand the basics of communication
• use effective communication techniques to engage your team
• combat the "noise" that threatens clear communication sending and receiving
• require acknowledgement that your message has been received

Show Notes

Today's Project Managers Coffee Chat: Mastering Communication – The Key to Exceptional Project Management

00:27 Introducing the need for project leaders to master the power of communication in project management, Merv and Tim provide actionable information on how to be more effective communicators.

01:57 Providing practical advice for (new or seasoned) project managers: recognize the importance of the need for effective communication, understand the basics and types of communication, and practice using tactical activities.

05:39 Engaging and motivating your team through communication: be alert to opportunities to engage individuals, assure individuals that their contributions are desired, recognize individuals for their involvement, assign communication tasks to help individuals practice and improve.

12:33 Combatting the "noise" that can enter into your communication and ensuring effective message delivery through acknowledgment from the receiving party.

21:00 Wrapping up with a look to the next episode which will discuss the 5 Cs of communication.

Join hosts Merv Jersak and Tim Jerome as they delve into the critical trait of communication for IT project managers, exploring why it is essential for work execution and stakeholder engagement. They discuss the importance of planned and structured communication, sharing models and strategies for your teams. Tune in as they share insightful quotes, practical tips, and personal experiences to help project leaders enhance their communication skills for better project outcomes.

Main Take-Aways

Communication truly is the lifeline of project management, and project managers must learn to communicate well and effectively:

• communication is purposeful, requiring thought and strategy
• a communication plan is an essential governing document for projects
• the sender-receiver model is applicable to how project managers need to understand communication, including handling the noise that is an inevitable part of communication
• communication is clear, specific, non-ambiguous; also factual, accurate, precise
• communication that is sent out must be acknowledged as having been received (and understood)

Show Notes

Today's Project Managers Coffee Chat: Enhancing Project Management with Effective Communication

00:27 Summary recap of the flow of Season 4 by reminding you that the first few podcasts covered leadership for project managers as an umbrella topic, with following podcasts covering individual traits that enhance the project manager's effectiveness. Last week's shows covered collaboration. This week begins with communication.

01:33 Merv shares a quote that he just read the morning of this podcast: "When I talk to managers, I get the feeling they're important. When I talk to leaders, I get the feeling I'm important." (Alexander der Heijer)

02:17 The importance of purposefully building communication into the project to effectively get the work done and to create engagement. Communication requires thought and strategy.

04:47 The requirement to have a communication plan for every project, built into the project schedule, whether formal or informal.

09:33 A description of the sender-receiver model for communication, and its applicability to project communication.

13:03 An explanation for "noise" that enters into the communication model, and how it disrupts communication. You must be prepared to make yourself understood even with "noise" in the system.

14:27 Developing communication methods to ensure clarity, specificity, non-ambiguity in project communication.

16:49 The importance of receiving acknowledgment of our communication from the persons you are communicating to.

17:52 Communicating factually, accurately, precisely without exaggeration or embellishment. Communicating appropriately and at the correct levels.

19:49 Concluding thoughts on effective communication and on subject matter for future podcasts on the topic of communication.