How can you use project management software for better remote communication?

1 Define your communication plan

One of the first steps to effective remote communication is to define your communication plan. This means setting clear expectations and guidelines for how, when, and why you will communicate with your team and other parties. You can use project management software to document and share your communication plan, such as the communication channels, frequency, format, and purpose of each communication type. For example, you can specify that you will use email for formal updates, chat for quick questions, video calls for brainstorming, and project management software for tracking progress and feedback.

2 Use collaboration tools

Project management software often comes with various collaboration tools that can enhance your remote communication. For example, you can use chat, video, and audio features to have real-time conversations with your team and clients. You can also use file sharing, document editing, and annotation features to exchange and review deliverables. Moreover, you can use polling, voting, and survey features to gather feedback and opinions from your team and stakeholders. These tools can help you communicate more effectively and efficiently, as well as build rapport and trust with your remote partners.

3 Track and update progress

Another way to use project management software for better remote communication is to track and update your project progress. This means using the software to create and assign tasks, set deadlines and milestones, monitor status and performance, and report issues and risks. By doing so, you can keep everyone on the same page and avoid confusion and delays. You can also use the software to send notifications and reminders, as well as to acknowledge and celebrate achievements. This can help you communicate more transparently and consistently, as well as motivate and recognize your team.

4 Solicit and provide feedback

Feedback is an essential component of remote communication, as it can help you improve your project quality and outcomes, as well as your team's performance and satisfaction. You can use project management software to solicit and provide feedback in various ways. For example, you can use comment, rating, and review features to give and receive constructive feedback on your work. You can also use feedback forms, questionnaires, and quizzes to collect and analyze feedback from your team, clients, and stakeholders. Furthermore, you can use feedback loops, follow-ups, and action plans to implement and monitor feedback.

5 Manage expectations and conflicts

Managing expectations and conflicts is another important aspect of remote communication, as it can help you prevent and resolve issues and disputes that may arise during your project. You can use project management software to manage expectations and conflicts in several ways. For example, you can use scope, budget, and schedule features to define and agree on your project scope, deliverables, and resources. You can also use risk, issue, and change management features to identify and mitigate potential problems and changes. Additionally, you can use escalation, mediation, and negotiation features to address and resolve conflicts.

6 Learn and improve

The final tip to use project management software for better remote communication is to learn and improve. This means using the software to evaluate and enhance your communication skills and processes, as well as your project results and lessons. You can use project management software to learn and improve in different ways. For example, you can use analytics, dashboards, and reports to measure and visualize your communication effectiveness and efficiency. You can also use feedback, surveys, and testimonials to assess and improve your communication satisfaction and impact. Moreover, you can use lessons learned, best practices, and recommendations to learn and improve your communication strategies and techniques.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?