Welcome to Gullane Leisure Furniture Ltd – Gullane Furniture | gullanetech.co.uk

15 Communication Hacks to Try in 2015

Do you want to be more effective in your project communications? Here are 15 hacks you can use in the next few months.
1. Use a milestone tracker
It is an Excel spreadsheet that I use to track milestones. It lists milestones in one column, organized by project phase. It also contains the name of the responsible person, the target date, and any notes. There are four columns.
I also colour-code the date column with red, amber, and green to indicate whether the delivery is on schedule, at risk, or in need of serious management attention. I change the status to Complete once the milestone has been reached and the date is reached. This is a simple and effective way to communicate the project dates to stakeholders.
2. Use template emails
How many times have you sent the same message to people? Templates can be used to create the covering emails for the here is the monthly reports’ and please find attached my expenses’ emails.
You can either create templates in your email program or keep a list of template messages. You can then copy and paste them to save time typing them.
3. Use checklists
You can create checklists for tasks you do often, such as hosting Project Board meetings or project kickoffs. Checklists are used in hospitals and airlines to help people remember what they need to do and make sure nothing is forgotten. Make a list of the tasks you have trouble with (for me, it was creating POs and paying the invoices).
4. During phone calls, stand up
Have you ever tried it? It works. You’ll be able to communicate faster if you stand up while on the phone.
5. Book meetings now
All face-to-face meetings should be recorded in your calendar for the year. Stakeholders are busy so make sure you block off their time for your project.
6. Register communications assets
A communications asset register is a list that contains all communications assets you have created for the project. This includes:
Newsletters
Press releases
Articles for internal magazines
Posters
Flyers and leaflets
Photos

The register can be used to record the asset type, its creation date, where it is stored, and how it could possibly be reused. This will ensure that you are always able to locate the missing picture whenever you need it.
7. Thank you notes
Even if you are just writing a thank-you note on a gift tag, handwriting a personal thank you is a powerful way to show appreciation.
8. Use a meeting planner
I use the TimeAndDate.com planner for meetings. This is a great tool for international teams. Switch it around so that one team doesn’t always come in very early or stay late.
9. Use email mailing lists
Create distribution lists for your project. One for the project team members, Project Board members, and any other contacts. This saves me time and makes it easier to remember to include everyone.
10. Make a communications calendar
Plan your year’s project communications. When will you be publishing a newsletter? What time are you holding a briefing conference phone call? What are the deadlines to publish your staff magazine?
I will not be able to complete the communications on time and I may end up being late or working late if I don’t. A calendar allows me to add dates to my project plan and diary so that I never miss a deadline.
11. Meet up with yourself
Keep track of repeating events, such as reporting deadlines. You don’t want to get caught up in the daily To Do List and squeeze your reporting into half an hours on Friday afternoon.
12. Automate reports
What reports can you automate I don’t know of any system that allows automated project reporting. However, if you have project management software that can automatically create dashboards or produce bespoke reports with a single click, make sure you are familiar with how it works.
13. Piggyback on others
Your project communications should be timed around the activities of other people. Tag on to another department