Why Project Communication Fails (And How to Fix It)
Project managers spend up to 90% of their time communicating, yet over half of all project failures stem from poor communication in the workplace. That’s a sobering statistic that should make every project leader pause and ask: “Am I really communicating effectively, or am I just talking?”
After years of working with teams and leaders on complex projects, I’ve seen this play out countless times. Brilliant project managers who know their stuff inside and out, yet their projects still struggle because the communication piece isn’t quite right.
Communication fundamentals remind us that it isn’t just about talking (or writing)—it’s about how you engage, listen, and create space for real input at every level of your project. The difference between project success and failure often comes down to whether your message actually lands with the right people at the right time.
Consider a Multi-layer Communication Approach
Effective project communication isn’t one-size-fits-all. I like to think of it as layers in the project world, each with unique needs and expectations—this forms the foundation of strong communication strategies.
Team Layer: Daily Detailed Two-Way Feedback
Your project team needs constant, detailed communication. They’re in the trenches, dealing with day-to-day challenges and need immediate clarity on tasks, roadblocks, and priorities.
They also need space to get the work done, so constant pinging back and forth can be both productive OR distracting. I like to establish communication protocols early—when do we use Slack versus email? What warrants an immediate response versus end-of-day? These small agreements prevent communication chaos later.
Stakeholder Layer: Focus on Context and Relevance
Stakeholders want to understand how the project impacts them specifically. They need context and clarity around “What does this mean for me?” rather than granular project details.
In many cases, stakeholders aren’t required for the entire project journey. They may actively participate during specific phases, then step away. Setting them up for success means giving them context about what’s already happened and clearly defining their role in what’s coming next. That’s the essence of an internal communication strategy.
Board/Sponsor Layer: High-Level Progress and Decisions
Senior leadership wants summarised progress, key risks, and any decisions they need to make. They don’t need to know every detail—they need strategic insight about whether we’re on track, what risks need their attention, and how they can best support the team when course correction is needed. This is where leadership communication becomes critical.
5 Essential Questions Every Project Manager Should Answer
So, how do we move from just talking to actually communicating? It starts with getting clear on five fundamental questions. Try this: before sending your next communication, ask yourself these questions:
What’s the purpose? Be clear about why you’re communicating and what outcome you want. That’s clarity in communication.
Who needs to know what, when, and why? Tailor your message to each audience’s specific needs.
What are the preferred methods and channels? Some people prefer email, others want face-to-face conversations.
How will you know the message landed? Build in confirmation mechanisms—this is how you close the feedback loop.
What’s the escalation path? Have a clear process for follow-up questions and clarifications.
Common Communication Mistakes that Derail Projects
Assuming Alignment
The biggest mistake we make, in projects and in life, is assuming other people agree with us. Just because your team is clear doesn’t mean stakeholders or sponsors are on the same page. Vendor partners might have completely different perspectives on the project—they need to understand the purpose and expected business benefits too.
This is a classic case of poor communication in the workplace.
1. Over-Complicating the Message
Too much detail for the board, not enough for the team. Consider what your audience needs to know, when they need it, and what they’ll do with that information. Avoid jargon and acronyms that people outside the project won’t understand.
If this sounds familiar, you’re not alone—many PMs need help learning how to stop overcomplicating things.
2. Neglecting Feedback Loops
Failing to check understanding, especially with stakeholders who might not speak up in meetings but will definitely have questions in the corridors afterwards. Always make time to recap next steps and confirm who’s doing what.
Understanding how a feedback loop works is essential for closing communication gaps before they cause problems.
The Power of Real Listening
Communication isn’t just about talking—it’s about creating space for input. If you, as the project manager, haven’t worked to build a safe space for your team, it’s possible that they won’t share their concerns or ‘stuckness’ with you early enough for you to take remedial action.
Strong active listening skills and good listening skills go hand in hand when creating a team environment where people feel heard.
For every stage and stakeholder you’re working with, there are ways to win their trust and confidence. This is where leadership and communication intersect.
In the early stage of the project, if possible, it’s great to have everyone together, so they get to meet each other and understand why they are there and what others are counting on them for. This establishes the focus and foundations of the project.
I’ve found that video recordings are incredibly helpful during testing phases, and while AI summaries can be useful, there’s something powerful about taking notes yourself. That connection between brain and page helps you remember next steps without constantly referring back to meeting notes.
As a project manager, you won’t always present to senior leadership—often, your project sponsor shares progress with the board. Building a solid, open relationship with your sponsor ensures you get clear, honest feedback from those higher-level sessions. That’s a skill rooted in leadership communication skills.
Building Momentum Through Clear Communication
Thomas Erikson’s book “Surrounded by Idiots” offers a great reminder: every team member hears and shares information differently. Lucky for us, Erickson has spent some time organising them into easy-to-recognise groups so that we can better land the key messages of the project.
When you create communication considering all the different personality types and project layers, you massively increase your chances of landing your message effectively. It’s a real-world communication strategy example.
Recently, I had a client thank me for sending a short video—it was just me walking through on screen a process that they were unfamiliar with. They said, ‘I’m a visual learner, so having something to look at helps.’
They are also a really in-demand person inside this business, so the asynchronous nature of the video helped them to keep up with the process at a time that works for them, without all the administration of trying to sync up a time to go over something together.
Try this: for your next project, draft a simple table mapping each communication layer, their information needs, preferred channels, and feedback mechanisms.
What did you learn? Is there something easy you can do, like my video, that will make a difference?
Review it with your sponsor and project team, then keep it updated as your project evolves. Remember: momentum comes from clarity, not chaos. When you tailor your communication, listen attentively, and keep the right people in the loop, you build trust and keep things moving forward.
That’s the power of combining effective communication skills with real-world leadership communication styles.
You can get the template here: Communication Workbook
Key Highlights
If you’re leading a team and struggling to keep them aligned, go back to the fundamentals of communication skills, not just the tools, but the human aspects.
And if you’re wondering why communication is important in leadership, remember this: people don’t follow projects, they follow clarity, trust, and direction. That’s what great communication delivers.
Just one more worth considering: while leadership matters, strong communication across roles is what keeps a project together. Even a junior team member benefits when the clear definition in communication is well understood at every level.
Time for Action!
Ready to transform your project communication? Download the Communication Workbook mentioned in this post to map out your project’s communication strategy and start building momentum through clarity.
Want to dive deeper into Project Communication Strategies? Watch the full video or download the Communication Workbook.
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