In projects, every communication needs to move the project forward. But with the overwhelmingly high volume of voice and e-mails we get each day, it’s all too easy to miss giving the key information that can speed things along. When key information is missed, the recipient needs to call or e-mail back to get that information. This can add several hours, or even several days, of ‘wait’ time before any real progress gets made.

Here are some suggestions to help save time and keep things moving:

When you leave voice or e-mail messages that require a response from another person, always take one next step yourself and outline a next step for the recipient. Here is an example:

I want Bob to meet with me regarding lending his employee, Mary, to my team. I leave a brief 5-part message for Bob, outlining the next action steps required to begin moving this item along, e.g.

1. Identify the topic: I am calling (writing) because my project needs someone from your area skilled at a,b,c.”
2. State the next step I’ve identified: “I need to meet with you for no more than 20 minutes to discuss this.”
3. Give a specific due date: “It is important to do this by Wednesday.”
4. Give options to make Bob’s response easy: “I’m available this Monday and Tuesday afternoons, anytime between 1:00 and 5:00pm EST.”
5. Close with the specific next step action item I need from Bob: “Please contact me by noon tomorrow to let me know what time Monday or Tuesday afternoon would work best for you, or, give me a couple of alternative times.”

Avoid the following two common voicemail or e-mail mistakes. They almost always create extra communication steps, which create delays, which you can’t afford:

• “Call me – we need to talk.” Since this message provides no due date, it conveys no sense of relative urgency. Also, it does not provide a first step. If you leave a message like this one, you’ve passed the buck without adding value to help prod things into motion e.g. “I’m available Thursday anytime from 9 to11:30AM and again after 3:00PM PST”.

• “I’d like to talk with you. When is a good time for me to call you?” This provides no context, passes the buck without adding value, nor does it imbed urgency.

If you take the time to address the 5 steps listed above in your project communications, you will be demonstrating leadership, and instilling a sense of commitment and urgency. Your example will increase momentum within your project, and that momentum will result in more work getting done faster.

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