Plain Language Project Management

With the Plain Language Act 2022 coming into effect in April 2023 in New Zealand, I thought it quite timely to write a short post on the importance of using plain language in project management. Often, (and I have been to blame for this on several occasions) project management concepts are conveyed using complex jargon and technical language, making it difficult to understand for those who are not well-versed in our field. This can lead to misunderstandings, miscommunication, and ultimately project failure. We may think concepts such as Estimate at Complete (EAC) are universally understood but even this can require a brief explanation. That’s why using plain language to explain project management concepts is crucial for project success.

Plain language is a communication approach that emphasizes simplicity, clarity, and accessibility. It involves using everyday language that is easily understood by a wide range of audiences, regardless of their level of expertise or familiarity with the topic. When it comes to project management, plain language is a powerful tool that can benefit all stakeholders, including team members, clients, and other stakeholders involved in the project.

One of the main advantages is that it promotes clear communication. As project managers we need to convey complex concepts, plans, and progress updates to various audiences, including team members, executives, and clients who oftentimes are time pressed as it is. Using plain language ensures that everyone understands the project’s goals, objectives, and expectations, which reduces the risk of misinterpretation or confusion.🤔

Plain language also promotes inclusivity and accessibility. Not everyone involved in a project may have a deep understanding of project management jargon or technical terms. Using plain language makes project management concepts accessible to all stakeholders, regardless of their level of expertise or familiarity with the subject matter. This ensures that everyone has an equal opportunity to participate, provide input, and contribute to the project’s success. This too can improve your relationship with your project team by ensuring all team members, new and old are aligned.

Another benefit of using plain language is that it enhances decision-making. Clear and concise communication enables stakeholders to make informed decisions based on accurate information. When project managers use plain language to explain project concepts, stakeholders can better understand the project’s progress, risks, and challenges, which allows them to make informed decisions about resource allocation, timelines, and priorities.

Lastly, plain language in project management can promote efficiency and productivity. Complex jargon and technical language can be time-consuming to decipher and may require additional explanations or clarifications, which can slow down the project progress, or burn time in your steering group meetings. Using plain language ensures that communication is efficient, concise, and easily understood, which promotes productivity and keeps the project on track.

So, let’s simplify project management and reap the benefits of plain language in our project communications. Happy project managing! 🙂