Why Project Managers Must Master the Art of Spontaneous Communication

In project management, communication is often treated as a planned activity through status reports, stakeholder presentations, and project documentation. But the reality is that most impactful communications happen spontaneously: in hallway conversations or when a stakeholder throws a curveball question. And that’s where most people struggle.

Communication isn’t just about transmitting information. For project managers, it’s about inspiring confidence, making decisions under pressure, and guiding teams through uncertainty.

Speak to Lead, Not to Please

Modern project teams pose unique communication challenges. Project managers often find themselves in roles where their formal authority do not align with the actual influence they need to exert, especially when team members are more senior or primarily accountable to other functional leaders. The temporary nature of project teams, combined with multiple reporting lines, means that individuals may prioritise their departmental responsibilities over project goals.

In such environments, the ability to communicate with clarity, confidence, and strategic intent is essential. It’s not just about delivering information; it’s about establishing credibility, resolving conflicts, and guiding the team toward shared outcomes despite structural and hierarchical complexities.

Using uncertain language like “I think” or “I feel” can dilute your message. Instead, assertive phrases such as “The best path forward is…” or “Here’s a strategy that will get us this result…” convey confidence and direction.

Strategies for Spontaneous Communication

Whether it’s a stakeholder challenging a timeline, a team member raising a concern in a stand-up, or a senior executive asking for an impromptu update, spontaneous communication is where leadership is most visible and most vulnerable.

1. Tame the Anxiety Beast

Techniques like deep belly breathing (with a longer exhale), holding something cold to reduce physical symptoms, and engaging in light mental warm-ups (like tongue twisters or counting backwards) can help to stay present and grounded.

2. Maximise Mediocrity to Achieve Clarity

Reduce cognitive load by focusing on the message, not self-evaluation. This shift allows PMs to speak more naturally and effectively in the moment.

3. Structure Your Spontaneity

Use “What, So What, Now What” to organise thoughts quickly and communicate with clarity. For example, when asked about a project delay, a PM might say: “The issue is a resource bottleneck (What), which could impact our delivery date (So What), so we’re reallocating tasks and adjusting the timeline (Now What).”

Listening is Leading

Listening deeply is a cornerstone of effective leadership. Project managers must tune into not just what is said, but how it’s said, and what’s left unsaid. Creating space for others to speak and asking clarifying questions fosters trust and collaboration. Listening as a critical piece of better communication is relevant to being able to ask the right kinds of questions.

Because great project managers aren’t just answer-givers, they're also question masters. Strategic questioning uncovers hidden challenges, clarifies goals, and drives innovation. Instead of asking “How’s it going?”, try “What’s the biggest challenge you’re facing right now?”.

Elevate Your Soft Skills at the 2025 AIPM Conference

Soft skills, communication, emotional intelligence, adaptability, are essential for navigating complexity, leading diverse teams, and delivering successful outcomes. As the project management profession evolves, so must its practitioners.

Taking place from September 8-9 at the International Convention Centre (ICC) in Sydney, this event will showcase the latest strategies in project communication, stakeholder engagement, and leadership.

Natalie Dawson. (2025, April 22). How to speak like the 1% elite. YouTube.

https://www.youtube.com/watch?v=VY0r0WV0GAQ

Stanford Alumni. (2023, November 15). Think Faster, Talk Smarter with Matt Abrahams. YouTube. https://www.youtube.com/watch?v=x6TsR3y5Qfg

At PMLogic, we work with project professionals who want to elevate their impact — not just through technical capability, but through powerful, confident communication. We understand the realities of leading in complex environments, where influence matters mor

e than hierarchy, and where clarity can change outcomes.

If you're ready to strengthen your leadership presence and navigate high-stakes conversations with confidence...

Get in Touch