Communication Management in Agile Project Management

Communications management is all about efficient planning, implementation, monitoring, and regularly reviewing all channels of communication in order to continuously improve the effectiveness of all communications.

As per Agile Project Management Handbook (which is based on DSDM), Agile can be defined as generic description of a style of working, with emphasis on: 

• Flexibility
• Working closely with customer throughout
• Ensuring final solution actually meets business need
• Deferring decisions about detail until last responsible moment

While communication has not been explicitly mentioned in any of the above points, it is evidently a very important part of Agile Ways of Working (WoW) since without clear communication the objectives can’t be even understood, let alone being achieved. 

As per Agile Manifesto, People and Interactions have value over Processes and Tools. Also Customer Collaboration has value over Contract Negotiation. 

Agile Project Management has 8 principles within the framework as following:

1. Focus on the Business Need
2. Deliver on Time
3. Collaborate
4. Never Compromise Quality
5. Build Incrementally from Firm Foundations
6. Develop Iteratively
7. Communicate Continuously and Clearly
8. Demonstrate Control

While good communication is a fundamental element of collaboration, seventh principle above solely focuses on communicating clearly and without any breaks. 

Manager of an Agile Project should achieve the principle “Communicate Continuously and Clearly” by:

• Making full and proper use of DSDM practices (e.g. Workshops, Modelling, Timeboxing with daily Stand-ups)
• Providing opportunities for those interested to keep themselves informed about project through visible activity and outputs
• Keeping documentation lean and timely (Only create it where it adds genuine value to solution)
• Managing stakeholder expectations at all levels (Ideally through involvement in DSDM process)
• Always aiming for honesty and transparency (Within team and external to project team)

There is no denial that the list of main causes of project failure include poor / ineffective communication. Making communication effective requires considerable thought and effort. Many of DSDM’s practices encourage and support effective communication, through verbal communication, pictures, face-to-face conversations. 

Documentation, whilst important in some circumstances should not be the default way of communicating. And where used, it should be short and to the point, and only created where it adds value. DSDM and all agile approaches value transparency, so honest and open communication to those stakeholders sitting outside the Solution Development Team is also very important in AgilePM framework.

Agile Project Management emphasises that effective communication:

• Relies on good communication skills
• Underpins team-working and transparency
• Is most effective using face-to-face communication
• Is as much about listening (verbal messages) and watching (body language) as about speaking
• Is always a two-way process

Effective communication does not happen automatically, like any other project management methodology, Agile Project Management needs the communication to be planned effectively by considering available options, suitable for different circumstances:

• Face-to-face - Usually the most effective option
• Conferencing – Video- or Tele-conference
  • Useful when people cannot physically get together
• Chat facilities - Useful for quick interchange of information
• Email - Effective for confirming what has been agreed
• Collaborative workspaces - Effective for informal communication within team
• Documents - Still important for managing more formal information

Agile Project Manager is also made responsible for ensuring timely and accurate communication to project governance. But also working actively to promote effective and timely communication, which rarely happens automatically. While doing do, be considerate of the communication challenges for the team and assist the team to overcome them most efficiently. 

Agile Project Manager should also guide the team on the effectiveness of spoken communication and, where possible, promoting face-to-face as often best option for resolving uncertainty. Agile Project Manager is also expected to maintain their relationship with the project team members (Business Analyst, Team Leader, etc) by regular informal communication and communicating in supportive manner, while also attending the Daily Stand Ups, as an observer, regularly.

Agile Project Management framework strongly believes that much communication happens naturally when team are co-located and a lot of information is assimilated by overhearing team discussions. 

Like any other discipline in the world, combined with relevant experience, effective training is the key to successful development of effective communication skills.