A great idea. A seemingly perfect plan. All is going well.

Until it isn’t.

Everything starts falling apart. But why?

This scenario plays out often across projects. According to the Project Management Institute, Most projects fail because of poor alignment, bad planning, lack of executive support, incomplete requirements, unclear expectations, scope creep, lack of resources, choice of technology, and inexperience. In my opinion, all of these elements share a common thread: poor communication.

When dealing with any of these issues, it is critical to establish open and clear communication from the very beginning. Making sure the right questions get asked, even asking seemingly odd questions, to ensure all information is captured. Setting meetings with key stakeholders and the project sponsor to make sure everyone has the same idea on the requirements and deliverables. Meeting with IT to make sure your systems can handle the project. Effectively planning on how to deal with changes to avoid issues like scope creep or unclear expectations.

All of this boils down to communication.

In every project, communication is key. To set your project off on the path of success, try building early habits around these communication practices:

1. Establish a Shared Language from Day One. Misunderstandings happen when people use familiar words differently, so establishing definitions early prevents downstream conflicts. Define words like “requirements,” “priority,” “success,” or “done.” Make sure these definitions are documented, review them with all stakeholders, and revisit as needed.
2. Create a Clear Communication Plan, Even for Small Projects Determine who needs to know what, when, and how. Set expectations around meeting cadence, communication channels, response times, and decision-making and escalation pathways. When these norms are clearly defined, teams avoid the frustration of unmet expectations and inconsistent updates.
3. Ask Obvious Questions, Because the Obvious Rarely Is Experienced project managers know that the questions that feel too simple, basic, or awkward are the ones that uncover the assumptions that can derail a project. Clarify constraints, dependencies, timelines, approvals, business rules, and anything else that might affect the outcome, even if you think everyone is already aware of them.
4. Align Early on Scope Boundaries and Change Handling Don’t wait until mid-project to discuss what “out of scope” means or how changes will be evaluated or approved. Setting agreed-upon processes for evaluating, approving, and communicating changes helps avoid the silent creep that fractures timelines and relationships.
5. Build Relationships Before You Need Them Communication is not just information exchange. It’s rapport, trust, and psychological safety. A short introductory meeting with different teams including stakeholders, leadership, or end users, sets the tone for transparency. When people feel heard early, they communicate more openly later.

While these tips do not guarantee success, they help establish patterns and channels of communication that prevent major disasters before it’s too late.