The WHY
First of all, project engineering is people-focused. If you Google “Project Engineering,” Wikipedia says “A ’project’ consists of a coordinated series of activities or tasks performed by engineers, designers, drafters and others from one or more engineering disciplines or departments”.
In addition to project engineering being a people-focused profession, in order to complete successful engineering projects it takes many people working together. On any given project, project engineers will work with other engineers, architects, planners, surveyors, geologists, sales and marketing professionals, the public and so on. Therefore, your ability to communicate with people in each of these areas will directly correlate to the success of your projects and therefore your success as a project engineering professional.
Also, most project engineers, over the course of their careers, manage teams of people, again with the goal of achieving successful projects. So the ability of a project engineer to communicate will drive the success of his or her team, and ultimately their projects.
What is the ‘Mantra’ of Essential Communication Skills?
The interesting fact is, whenever we say about ‘essential communication skills’, most of the people think about ‘writing good English or speaking English fluently’, which obviously not the case.
Rather, ‘Essential Communication Skills’ comprise,-
1. Listening
Being a good listener is one of the best ways to be a good communicator. No one likes communicating with someone who cares only about putting in his/her words and does not take the time to listen to the other person. If you’re not a good listener, it’s going to be hard to comprehend what you’re being asked to do.
People speak 100-175 words per minute but they can listen intelligently to 600-800 words per minute. We think at about 400 words per minute. That’s four times faster than most speakers can talk. Use the gap between the rate of speech and your rate of thought. But, try to avoid pre-judgment.
The mind can listen, think, write and ponder at the same time. With practice, while you are listening you will also be able to anticipate understand and evaluate what you are hearing, summarize it and give feedback to the speaker.
We were given two ears but only one mouth. This is because God knew that listening was twice as hard as talking.
Take the time to practice active listening. Active listening involves paying close attention to what the other person is saying, asking clarifying questions, and rephrasing what the person says to ensure understanding (“So, what you’re saying is…”). Through active listening, you can better understand what the other person is trying to say, and can respond appropriately.
2. Nonverbal Communication
Your body language, eye contact, hand gestures, and tone of voice all color the message you are trying to convey. A relaxed, open stance (arms open, legs relaxed), and a friendly tone will make you appear approachable and will encourage others to speak openly with you.
Eye contact is also important; you want to look the person in the eye to demonstrate that you are focused on them and the conversation. (However, be sure not to stare at the person, which can make him or her uncomfortable.)
Also, pay attention to other people’s nonverbal signals while you are talking. Often, nonverbal cues convey how a person is really feeling. For example, if the person is not looking you in the eye, he or she might be uncomfortable or hiding the truth. Hence, written & telephonic communications are tougher than other modes.
3. Clarity and Concision
Good verbal communication means saying just enough – don’t talk too much or too little. Try to convey your message in as few words as possible. Say what you want clearly and directly, whether you’re speaking to someone in person, on the phone, or via email. If you ramble on, your listener will either tune you out or will be unsure of exactly what you want.
Tip: Think about what you want to say before you say it. This will help you to avoid talking excessively or confusing your audience.
4. Friendliness
Through a friendly tone, a personal question, or simply a smile, you will encourage your co-workers to engage in open and honest communication with you. It’s important to be polite in all your workplace communications. This is important in both face-to-face and written communication. When you can, personalize your emails to co-workers and/or employees – a quick “I hope you all had a good weekend” at the start of an email can personalize a message and make the recipient feel more appreciated.
5. Confidence
It is important to be confident in your interactions with others. Confidence shows your co-workers that you believe in what you’re saying and will follow through. Exuding confidence can be as simple as making eye contact or using a firm but friendly tone. Avoid making statements sound like questions. Of course, be careful not to sound arrogant or aggressive. Be sure you are always listening to and empathizing with the other person.
6. Empathy
Using phrases as simple as “I understand where you are coming from” demonstrate that you have been listening to the other person and respect their opinions. Active listening can help you tune in to what your conversational partner is thinking and feeling, which will, in turn, make it easier to display empathy.
Tip: Even when you disagree with an employer, co-worker, or employee, it is important for you to understand and respect their point of view.
7. Open-Mindedness
A good communicator should enter into any conversation with a flexible, open mind. Be open to listening to and understanding the other person’s point of view, rather than simply getting your message across. By being willing to enter into a dialogue, even with people with whom you disagree, you will be able to have more honest, productive conversations.
8. Respect
People will be more open to communicating with you if you convey respect for them and their ideas. Simple actions like using a person’s name, making eye contact, and actively listening when a person speaks will make the person feel appreciated. On the phone, avoid distractions and stay focused on the conversation.
9. Feedback
Being able to give and receive feedback appropriately is an important communication skill. Managers and supervisors should continuously look for ways to provide employees with constructive feedback, be it through email, phone calls, or weekly status updates.
Tip: Giving feedback involves giving praise as well – something as simple as saying “good job” or “thanks for taking care of that” to an employee can greatly increase motivation.
Similarly, you should be able to accept and even encourage feedback from others. Listen to the feedback you are given, ask clarifying questions if you are unsure of the issue, and make efforts to implement the feedback.
10. Picking the Right Medium
An important communication skill is to simply know what form of communication to use. For example, some serious conversations (layoffs, resignation, changes in salary, etc.) are almost always best done in person.
You should also think about the person with whom you wish to speak, if they are a very busy person (such as your boss, perhaps), you might want to convey your message through email. People will appreciate your thoughtful means of communication and will be more likely to respond positively to you.
Needless to mention, no matter what industry you work in, the ability to communicate effectively with superiors, colleagues, and staff is essential.
It is true; people who communicate in English are at an advantage in India and other non-English speaking countries like China, Russia, Middle East, South Korea and Japan. They enjoy better social status and tend to earn more than their counterpart who can’t, and are more likely to get employment and promotion.
HOW to Improve Communication Skills as a Project Engineer
Now that we are clear on why communication is important for project engineers, and what effective communication is, now the question is how can one improve these skills?
The best way to improve any skill is to engage in that skill.
I know. So now you are asking, “How do I do that?”
Here are few actions you can take to practice and improve your communication skills:
1. Hone your ‘Essential Communication’ skills as mentioned above.
2. Read books on ‘Construction Project Communication Management’ and practice the strategies you learn.
Project Communications Management includes the processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information. Project managers spend the majority of their time communicating with team members and other project stakeholders, whether they are internal (at all organizational levels) or external to the organization. Effective communication creates a bridge between diverse stakeholders involved in a project, connecting various cultural and organizational backgrounds, different levels of expertise, and various perspectives and interests in the project execution or outcome.
In the world of information overload, saying “read books” can be just as general as “become a good communicator.” So, I will recommend one specific book: “Practical approach towards Construction Project Management” written by undersigned. (In particular, Chapter-8.8 > Project Communication Management, Chapter-14 > Management Tips, & Annexure-II > Project Document Control Procedures). It’s a must read for all construction/project professionals, I suggest.
3. Adhere project’s ‘Communication Management Plan/Protocol’.
Go through your project’s available Communication Management Plan/Protocol diligently and follow. If it’s not available, then suggest to draft one, specific to your project the same (which very much possible referring the said book), and proceed.
Once a Project Communication Management Plan in place, all project related communications could be taken care more effectively. Needless to mention, by adhering this process, we can avoid project communication related issues upto a great extent.
4. Always try to have ‘complete’ communications.
As we know “Drawing is the language of Engineers” and we expect all required information shall be there. Along with the drawing(s) Contract Agreement & Technical Specifications are another two pillars for solid construction. Now, it’s implied that, these should be absolutely clear and well co-ordinated amongst themselves.
To understand ‘clarity’ about any subject matter, suggest to practice ‘Wh Questions’ i.e.,-
- What? = Asking about the exact Scope (of the work/services).
- Why? = Asking about the reasons.
- How? = Asking about the Procedure.
- Who? = Asking about who is responsible for what.
- Where? = Asking in or at what place or position.
- Which? = Asking about choices/options/specifications etc.
- When? = Asking about the Time (Plan > Procure > Start> Test> Complete)
- Whom? = Asking about whom to report/inform/delegate.
- Whose? = Asking about ownership.
Hence, as an Engineer it’s expected that all communications, starting from (i) issuance of Contract Agreement/WO/PO, (ii) conduction of Kick-off/any meeting, (iii) indenting of required materials, (iv) providing any verbal or written instructions etc., communication should be ‘clear’.
5. Complete ‘Communication Model’.
A basic model of communication, shown in Figure depicted below, demonstrates how information is sent and received between two parties, defined as the sender and the receiver.
Suggest practicing this in real life. Post communicating some message, when you will ask feedback from the receiver, most of the cases you will surprise to note the effectiveness of this model.
6. Complete ‘Communication Model’.
There are several ways to communicate but they all fall within three basic categories: Interactive, Push, and Pull.
Below furnished info graphic is self-explanatory for basic understanding and practice in project to improve the quality of work and project’s performance.
Interactive communication can be performed via media like teleconferences or face to face contacts. Below are a few examples of interactive communication.
- Meetings,
- Phone Calls / Conference,
- Video Calls / Conference,
- Workshops.
Push Communication Example
- Letters
- Memos
- Emails
- Reports
- PPTs (Power Point Presentation)
- Voice mails
Pull Communication Example
- A website
- A knowledge repository,
- A bulletin board,
- A SharePoint of a ShareDrive
Needless to mention, in this digital age, Engineers must know how to effectively convey and receive messages in person as well as via phone, email, and social media. Also to conduct video conference/meeting online using platform like WhatsApp /Messenger /Google Hangout /Zoom Meeting etc.
7. Make your Archive.
If we think about any construction projects the Processes, Issues and required communications to proceed with those communications and resolve issues are common across projects.
Hence, it’s advisable to make an archive of these types of common communications and use swiftly as ready referral when required.
For example, few of these numerated below,-
- Appointment of Consultant or Award Job to Contractor/Supplier (e.g. Contract Agreement, Work Order, Purchase Order etc.)
- Communication to Consultant for (i) Delay in issuance of a) DBR, b) Drawings, c) Technical Specification, d) Tender documents, e) Finishing Matrix, f) Clarification of technical query etc.
- Communication to Contractors/Suppliers for (i) Submission or Proposal/Quote.
- Communication to awarded Contractor/Supplier for (i) Delay in mobilization, (ii) Poor performance, (iii) Unsatisfactory Quality of material or workmanship, (iv) Non-adherence of EHS norms etc.
- Communication to Client/Owner for (i) Providing decision, (ii) Disbursement of due payment, (iii) Delay in payment, (iv) Clarify confusion/ambiguity,
- Communication to PMC for (i) Certification of monthly RA Bills/Invoices, (ii) Release of Retention/Hold amount, (iii) Reconciliation statement etc.
- Preparation and circulation of various (i) Reports (e.g. PMP, PEP, PQP, PSP etc.), (ii) Minutes of Meeting etc.
- Other Standard communications e.g. (i) Transmittal, (ii) RFIs (Request for Information), (iii) RFAs (Request for Action), (iv) CVI (Conformation of Verbal Instruction), (v) Inter Office Memo etc.
8. What is yours communication responsibilities & it’s Mode & Frequency
Whatever be your position, suggest to be clear about yours ‘communication responsibilities, it’s Mode & Frequency’ (with your superior, peer, sub-ordinates, other stake holders etc.) and adhere diligently.
A sample furnished below for your ready reference.
9. Teach others how to communicate.
Once you become confident in your own skills, teaching others how to build those skills is a great way to reinforce them in your own daily activities. Many of the greatest leaders are the greatest teachers.
Few Common Grammar Mistakes to take care about
1. Subject-Verb Agreement Errors
The subject and verb of a sentence must agree with one another in number whether they are singular or plural. If the subject of the sentence is singular, its verb must also be singular; and if the subject is plural, the verb must also be plural.
Example 1:
Incorrect: An important part of my life have been the people who stood by me.
Correct: An important part of my life has been the people who stood by me.
Example 2:
Incorrect: The two best things about the party was the food and the music.
Correct: The two best things about the party were the food and the music.
2. Sentence Fragments
Sentence fragments are incomplete sentences that don’t have one independent clause. A fragment may lack a subject, a complete verb, or both. Sometimes fragments depend on the proceeding sentence to give it meaning.
Example 1:
Incorrect: He gave his mother an extravagant gift after the argument. In spite of everything.
Correct: In spite of everything, he gave his mother an extravagant gift after the argument.
Example 2:
Incorrect: The boys snuck home late that night. Then waited for the consequences.
Correct: The boys snuck home late that night, then waited for the consequences.
3. Missing Comma After Introductory Element
A comma should be used after an introductory word, phrase, or clause. This gives the reader a slight pause after an introductory element and often can help avoid confusion.
Example 1:
Incorrect: In case you haven’t noticed my real name doesn’t appear in the article.
Correct: In case you haven’t noticed, my real name doesn’t appear in the article.
Example 2:
Incorrect: Before she had time to think about it Sharon jumped into the icy pool.
Correct: Before she had time to think about it, Sharon jumped into the icy pool.
4. Misusing The Apostrophe With “Its”
You use an apostrophe with it’s only when the word means it is or it has. Without the apostrophe, its means belonging to it.
Example 1:
Incorrect: I don’t believe its finally Friday.
Correct: I don’t believe it’s (it is) finally Friday.
Example 2:
Incorrect: The cat was licking it’s tail.
Correct: The cat was licking its tail.
5. No Comma In A Compound Sentence
A comma separates two or more independent clauses in a compound sentence separated by a conjunction. The comma goes after the first clause and before the coordinating conjunction that separates the clauses.
Example 1:
Incorrect: The man jumped into a black sedan and he drove away before being noticed.
Correct: The man jumped into a black sedan, and he drove away before being noticed.
Example 2:
Incorrect: She was beautiful and she was happy and she was full of life.
Correct: She was beautiful, and she was happy, and she was full of life.
6. Misplaced Or Dangling Modifier
A misplaced modifier is a word, phrase, or clause that is improperly separated from the word it modifies or describes. Sentences with this error can sound awkward, ridiculous, or confusing. A dangling modifier is a word or phrase that modifies a word not clearly stated in the sentence.
Example 1:
Incorrect: While walking on the sidewalk, Mary found a sparkly girl’s bracelet.
Correct: While walking on the sidewalk, Mary found a girl’s sparkly bracelet.
Example 2:
Incorrect: After finally setting off on the trail, the morning felt more exciting.
Correct: After finally setting off on the trail, he felt the morning was more exciting.
7. Vague Pronoun Reference
A pronoun can replace a noun, and its antecedent should be the person, place, or thing to which the pronoun refers. A vague pronoun reference (including words such as it, that, this, and which) can leave the reader confused about what or to whom the pronoun refers.
Example 1:
Incorrect: When Jonathan finally found his dog, he was so happy. (The dog or Jonathan?)
Correct: Jonathan was so happy when he finally found his dog.
Example 2:
Incorrect: Don felt a lot of anger and bitterness as a result of Marie’s decision. This is what ended everything. (What ended everything? Don’s anger and bitterness or Marie’s decision?)
Correct: Don felt a lot of anger and bitterness as a result of Marie’s decision. Her choice ended everything.
8. Wrong Word Usage
There are a variety of words and phrases that are commonly confused and misused in sentences. Using them incorrectly can change the meaning of the sentence or simply reflect carelessness on the writer’s part. There are hundreds of these commonly confused words, so when in doubt, always check the definition and correct spelling of the word.
Example 1:
Incorrect: She excepted his offer to drive her home.
Correct: She accepted his offer to drive her home.
Example 2:
Incorrect: It was a breathe of fresh air to meet someone so genuine.
Correct: It was a breath of fresh air to meet someone so genuine.
9. Run-On Sentence
A run-on sentence occurs when you connect two main clauses with no punctuation.
Example 1:
Incorrect: She tried to sneak out of the house her mother saw her leaving.
Correct: She tried to sneak out of the house, but her mother saw her leaving.
Example 2:
Incorrect: He ran through the field as fast as he could all the while rain was soaking him to the bone.
Correct: He ran through the field as fast as he could. All the while rain was soaking him to the bone.
10. Superfluous Commas
It’s common writing mistake to throw commas around liberally when they aren’t necessary. There are dozens of examples of this error, but here are a few common mistakes.
Example 1:
Incorrect: The woman never went into the city, because she didn’t feel comfortable driving in traffic.
Correct: The woman never went into the city because she didn’t feel comfortable driving in traffic.
Example 2:
Incorrect: Old cars, that have been left in a junkyard, are an eyesore.
Correct: Old cars that have been left in a junkyard are an eyesore.
11. Lack Of Parallel Structure
Faulty parallelism occurs when two or more parts of a sentence are similar in meaning but not parallel (or grammatically similar) in form. It often occurs with paired constructions and items in a series.
Example 1:
Incorrect: He wanted to learn more about careers in programming, engineering, biochemist, and research scientist.
Correct: He wanted to learn more about careers in programming, engineering, biochemistry, and research science.
Example 2:
Incorrect: The key directives of his boss were clear:
Meet monthly sales quotas.
Aggressive marketing techniques.
Reporting in every day.
Correct: The key directives of his boss were clear:
Meet monthly sales goals.
Practice aggressive marketing techniques.
Report in every day.
12. Sentence Sprawl
A sentence can become a burden to read when there are too many equally weighted phrases.
Example 1:
Incorrect: Jason was planning to attend his friend’s wedding on June 30, but at the last minute he found out he had jury duty, so he couldn’t attend the wedding, and he felt really guilty about it.
Correct: Unexpectedly Jason was called for jury duty and couldn’t attend his friend’s June 30 wedding. He felt guilty about missing it.
13. Comma Splice
A comma splice occurs when two separate sentences are joined with a comma rather than a period or semicolon. Writers often create comma splices when using transitional words, such as however, therefore, moreover, nevertheless, or furthermore.
Example 1:
Incorrect: My intention was to take her out to dinner, however I decided not to invite her after all.
Correct: My intention was to take her out to dinner; however, I decided not to invite her after all.
Example 2:
Incorrect: My sisters and I love to go shopping, we then have lunch together when we’re done.
Correct: My sisters and I love to go shopping. We then have lunch together when we’re done.
14. Colon Mistakes
A colon is used after a complete sentence to introduce a word, phrase, clause, list, or quotation. The colon signals that what follows proves or explains the sentence preceding the colon.
Example 1:
Incorrect: People move to Florida for: the warmer weather, the beach, and the theme parks.
Correct: People move to Florida for three reasons: the warmer weather, the beach, and the theme parks.
15. Split Infinitives
An infinitive is the word “to” with a verb. A split infinitive separates the word “to” and the verb with another word (often an adverb). There are no grammar rules that prohibit split infinitives, but many experts disapprove of them. If the sentence sounds awkward by correcting the split, our rule of thumb is to go with what makes the most sense in the context of your writing and for the ease of reading. (For example, “To boldly go where no man has gone before” would sound awkward and less powerful as, “To go boldly where no man has gone before.”)
Example 1:
Incorrect: She tried to quickly finish the book before she had to leave.
Correct: She tried to finish the book quickly before she had to leave.
Example 2:
Incorrect: He wanted to gradually improve his strength by increasing the weight.
Correct: He wanted to improve his strength gradually by increasing the weight.
Whenever you’re in doubt about a rule, take a brief moment to look it up. You’ll save yourself some embarrassment, and you’ll show your recipient(s) that you respect language and revere the art of writing well.
Few Words to the Wise
- All correspondences shall be made as per ‘Order of Priority’ e.g. Urgent > Important > Others.
- Email correspondences shall be made ‘Official’ to Fast Track the progress.
- Based on the various stake holder / working group, creation and use of separate ‘Email Groups’ always suitable.
- For a project a ‘dummy’ email id may be created where all correspondences will be marked, for easy retrieval of data in future.
- Creation of email IDs may be done ‘functional designation wise’ (in place of individual names), which remain operational even after change of individual staffs as well.
- Back-ups shall be taken in regular frequency.
- Now-a-days ‘WhatsApp’ is a very effective communication tool in Project Management.
- ‘Push communication’ found more effective than ‘Pull communication’ for way forward with progress.
- As said, official communications preferably be in ‘Passive voice’.
- Try to follow KISS (i.e. Keep it small and simple) theory and write in a ‘Short’ (fewer than 10 words) even if possible in ‘Telegraphic’ (fewer than 5 words) sentences (as generally used in newspaper headlines).
- Be careful about selection of (i) Font, (ii) Font size, (iii) Italics/Bold, (iv) Text colour, (v) Highlight colour etc.
- Understand the difference and where & when to use,-
- Ordered, Instructed, Asked, Suggested, Advised, Requested etc.
- Wish, Desire, Need, Want, Require etc.
- Said & Told
- May be, Can be & Could be etc.
- Advice & Advise
- License & Licence
- Shall, Will, Should, Would, Shall be, Will be, To be etc.
- Flat/Apartment, Lift/Elevator, Metre/Meter
- M2 (Meter square) & SqM (Square metre)
- Avoid using plural form of unit of measurement (e.g. metres, litres etc.)
- Suggest using ‘spell/grammar’ check ‘Apps’ in your Mobile/Computer and practice.
- Make your own ‘Vocabulary List’ with all related & relevant interesting words you are coming across and try to use them once opportunity comes.
A picture is worth a thousand words
It’s expected that, being a responsible professional, you want to put your best foot forward with your communication skills.
Next time when someone tells you, “To succeed as a project engineer, you must be a good communicator,” this post will provide you with a starting point for doing so.
Also I hope, this little acquisition of knowledge on the subject matter will enrich your personal &/or professional life and also help you implement the same in your home/work area/someplace else. Constructive suggestions are cordially invited for further improvement in the subsequent revisions.
Compiled & Written by: Avijit Datta [9874697360]
Disclaimer: All indicative images and few other references taken from internet and websites.
For personalized/projectized solution please contact
e-Mail : Smartengineerz4u@gmail.com; WhatsApp : +91-62913-24235