Project Communication management (PMBOK 5)
Terms in this set (92)
Project Communication Management
includes the processes that are required to ensure timely and appropriate collection, creation, distribution, storage, retrieval, management, control, monitoring and the ultimate disposition of project information.
What is the project manager spend most of their time on...
communicating with team members and stakeholders whether they are internal or external to the organization.
Communication has an impact upon the project execution and outcome because of these factors:
communications creates a bridge between diverse stakeholders who may have different cultural and organizational backgrounds, different levels of expertise, different perspectives and interest in the project.
Communication management has 3 processes
Plan Communication Management
Plan Communication management
the process of developing and appropriate approach plan for the project communications based on stakeholder's information needs and requirements, and available organizational assets.
the process of creating, collection, distributing, storing, retrieving and the ultimate disposition of project information in accordance with the communications management plan
the process of monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met.
dimensions that need to be considered in the communication process...
internal, external, formal or informal, vertical (which is communication up or down in the organization) or horizontal (communications with peers ), official, and unofficial, written , oral, and verbal, and non-verbal (body language)
Communication can be a management skill and a project management skill...
Active listening, question and probing ideas and situations, education to increase team knowledge, fact-finding to identify truth, setting and managing expectation, persuading one to perform, motivation, coaching, negotiation, conflict resolving, summarizing, recapping and identifying next steps.
Plan Communications Management ...
is the process of developing an appropriate approach and plan for project communications based on stakeholder's information needs and requirements, and available organizational assets.
The key benefit to plan communication process is ....
that it identifies and document the approach to communicate most effectively and efficiently with stakeholders.
Plan Communication Management inputs...
1. Project management plan
2. Stakeholder register
3. EEF's (Enterprise environmental factors)
4. OPA's (Organizational process assets)
Project management plans use in Plan Communications....
provides information on how the project will be executed, monitored, controlled, and closed.
Stakeholder Register use in Plan Communications...
provides the information needed to plan the communication with project stakeholders
EEF factors use in the Plan Communications...
refers to the conditions that are not under control of the project team, that influences constraints, and directs the project.
OPA factors use in the Plan Communications
lesson's learned and historical information are particularly important because they can provide insights on both the decision taken regarding communication issues and the results of those decision in previous similar projects, providing guidelines for current projects
Inadequate planning of communications can lead to problems...
such as delay in message deliver, communication of information to the wrong audience, or insufficient communication and stakeholders misunderstanding or misinterpretation of the message communicated.
When should communications be planned....
as early as the planning of the project management plan development, providing the right format, at the right time, to the right audience, and with the right impact.
Important information that the different projects will be need to considered...
Who needs what information, and who is authorized to access that information
When they will need the information
Where the information should be stored
What format the information should be stored in
How the information can be retrieved,
and whether time zones, language barriers, and cross-cultural consideration need to be taken into account
Plan Communications tools and techniques
1. Communications requirements analysis
2. Communications technology
3. Communication models
4. Communication methods
Communication requirements analysis uses in plan communication
Determines the information needs of stakeholders, by combining type and format of information needed with an analysis of value of that information.
Communication channels are calculated by.
Sources of information typically used to identify and define project communication requirements...
Organizational charts, project organization and stakeholder responsibility, relationships, disciplines, departments, and specialties involved in the project, logistics of number of persons and location, internal (within organization) and external (with outside sources) media, public, contractors, and stakeholder information and communication requirements found on stakeholder register.
Communication technology uses in plan communications...
May vary significantly from brief conversations to extended meetings, from simple documents to extensive material, scheduled, data bases, and web sites
Factors that can effect the choice in communication technology...
Urgency need for information, availability of technology needed and accessible, ease of use, project environment, face to face or virtual, sensativity and confidentiality.
Communication models used in plan communications
Facilitating and exchanging of information may vary from project to project and also with different stages of a project
Noise may compromise the delivery of a message...
Between the sender and receiver
Thoughts and ideas are translated into language by the sender
Transmit message, information is sent by the sender using communication channels and the message could be compromised by these factors...
Distance, unfamiliar technology, inadequate infrastructure, cultural differences, lack of background information, these factors are collectively termed as noise
The message is translated by the receiver back into meaningful thoughts or ideas
Upon receipt of a message doesn't necessarily mean that the receiver agrees with or comprehends the message
When the received message has been delivered and understood, the receiver encodes thoughts and ideas into the message and then transmitted this means to the original sender.
different types of communications are used for different situations this includes, formal written, informal written, formal verbal, informal verbal
formal written communications...
are best used for complex problems, change contract, clarifying work package, requesting resource, poor performance notice if it is a continuous problem. This is the best type of communication method to use when there are cultural differences and distance between team members
notes, memo's, scheduling meeting, email
presentations, conducting bidder conference
conversations, discover root cause, poor performance notice if it is the first notice
The most important aspect of a conversation is...
non-verbal, and it is 55% of communication, can include body and facial language including micro-expressions
project manager's time spent in communications...
is 90%. This is why communication is so important to the success or failure of a project and planning proper communications.
pitch and tone of voice also helps to convey a message. The business you and the casual you. Everything done in a contract environment is more formal than what we do in other project activities. Pitch and tone come into play as the sender conveys the message.
asking for clarification or providing feedback to the sender, verifies that the message was interpreted correctly.
observes visual and vocal clues as well as asking for feedback from the sender.
the sender receives feedback from the receiver, possibly by asking additional question, or paraphrasing what was received for clarity.
is anything that interferes with the transmission and understanding of the message, lack of clear communication channels, physical or temporal distance between sender and receiver, difficulties with language, distracting environmental factors, detrimental attitudes
(hostility and disbelief) are communication blockers
Communication methods used in Plan Communication...
between two or more parties performing multidirectional exchange of information. Is the most efficient way to ensure a common understanding by all participants on specified topics, and includes meeting, phone calls, instant messaging, video conferencing etc.
sent to specific recipients who need to receive the information , this may insure that the message was sent, but does not always insure that it was actually reached or was understood by the intended audience. They include letters, memos, reports, emails, faxes, voice mails, blogs, press releases etc.
used for very large volumes of information for very large audiences, requires the participant to access the communication content at their own discretion. These methods include, intranet sites, e-learning, lesson learned databases, knowledge repositories, etc.
Choices of communication methods used...
may be discussed and agreed upon by project stakeholders based on communication requirements, cost and time constraints, and familiarity and availability of the required tools and resources.
most project meeting are formal, with a prearranged time, place and agenda. Meeting minutes should be disseminated to other appropriate stakeholder on an as-needed basis.
Plan Communication outputs...
1. Communication management plan
2. Project documents updates
Plan Communication Plan...
Contains, stakeholder communication requirements,
information to be communicated, including language, format content, and level of detail
Reason for the distribution of that information
Time frame, frequency, and acknowledgment or responses
Person responsible for communicating the information
Person responsible for authorizing release of confidential information
Person or group who will receive the information
Methods or technologies used
Resources allocated for communication activities, including time and budget
Escalation process identifying time frames and the management chain (names) for escalation of issues that cannot be resolved at a lower staff level
Methods for updating and refining the communication plan as the project progresses
Glossary of common terminology
Flowcharts of information flow in the project
Communication constraints usually derived from specific legislation, regulation, technology, and organizational policies, etc.
Project document updates in Plan Communication...
Project schedule, and Stakeholder register
is the process of creating, collection, distributing, storing, retrieving, and the ultimate disposition of project information
Manage Communication inputs...
1. Communication management plan
2. Work performance reports
The key benefits to Manage Communications is...
that it enables an efficient and effective communication flow between project stakeholders.
Manage Communications Data Flow Diagrams...
seeks to ensure that the information being communicated to project stakeholders has been appropriately generated, as well as received and understood. Provides for stakeholders to make request for further information, clarification and discussion.
Techniques and considerations for effective communications management include...
Sender-receiver models, choice of media, writing styles, meeting management techniques, presentation techniques, facilitation techniques, listening techniques
Communications Management Plan uses in Manage Communications...
describes how project communications will be planned, structured, monitored and controlled.
Work Performance Reports uses in Manage Communications...
reports are a collection of project performance and status information that may be used to facilitate discussion and create discussion to optimize performance.
EEF's uses in Manage Communication may include...
Organizational culture and structure, Government or industry standards and regulations, and project management information systems.
OPA's uses in Manage Communication may include...
Policies, procedure, process and guidelines, templates, and historical information
Manage Communications tools and techniques...
1. Communication technology
2. Communication models
3. Communication methods
4. Informational management systems
5. Performance reporting
Communication Technology uses in Manage Communications...
the focus is to ensure that the choice is appropriate for the information that is being communicated.
Communication Models uses in Manage Communication....
the focus is to ensure that the choice of the communication models appropriate for the project that is undertaken and that any barriers (noise) are identified and managed.
Communication Methods uses in Manage Communication...
the focus is to ensure that the information that has been created and distributed has been received and understood to enable response and feedback.
Information Management Systems uses in Manage Communications...
project information is managed and distributed using a variety of tools, including:
Hard-copy document management: letters, memos, reports and press releases:
Electronic communications management: e-mail, fax, voice mail, telephone, video and web conferencing, websites, and web publishing.
Electronic project management tools: web interfaces to scheduling and project management software meeting and virtual office support software, portals, and collaborative work management tools.
Performance Reporting uses in Manage Communications...
activities that are required for information to be created, distributed, received, acknowledged, and understood. such as performance reports, deliverables status, schedule progress, and cost incurred.
Manage Communications outputs...
1. Project communications
2. Project management plan updates
3. Project documents updates
4. OPA updates
Project Management Plans Updates in Manage Communications...
information on project baselines, communications management, stakeholder management, these performance measurement baselines typically integrates scope, schedule, cost parameters of a project, but may also include technical and quality parameters.
Project Documents Updates in Manage Communications...
Project schedule and
Project funding requirements.
a point or matter in question or in dispute, or a point or matter that is not settled and is under discussion or over which there are opposing views or disagreements
a project document used to document and monitor elements under discussion or in dispute between project stakeholders.
OPA updates in Manage Communications...
Feedback from stakeholders
Lesson learned documents
is the process of monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met.
Control Communications inputs...
1. Project management plan
2. Project communications
3. Issue logs
4. Work performance data
Project Management Plan uses in Control Communications...
it provides valuable information for the control communications process such as:
Stakeholder communication requirements
Reason for the distribution of the information
Time frame and frequency for the distribution of required information
Individual or group responsible for communication of the information and
Individual or group receiving the information
Project Communications uses in Control Communications...
that information and communication to be monitored, acted upon and released to stakeholders from multiple sources considering, format, level of detail, degree of formality and confidentiality of deliverables status, schedule progress and cost incurred, among others.
Issue log uses in Contol Communications...
monitor the resolution of issues, facilitates communication and ensure a common understanding of issues. Issue resolution addresses obstacles that can block the team from achieving its goals.
Work Performance Data uses in Control Communications...
can include details about which communications have actually been distributed, feedback, effectiveness, and other raw observation identified during communication activities
OPA uses in Control Communications...
process assets that may influence the Control Communications process include but not limited to:
Report templates, policies, standards and procedures that define communications, specific communication technologies available, allowed communication media, record retention policies, and security requirements.
Control Communications tools and techniques...
1. Information management systems
2. Expert judgement
Information management system provides...
this system provides a set of standard tools for the project manager to capture, store and distribute information to stakeholders about the project's cost, schedule progress, and performance. It will consolidate several systems and facilitate report distribution to the project stakeholders.
Expert judgement uses in Control Communications...
is relied upon by the project team to assess the impact of the project communications need for action and intervention, actions that should be taken, and responsibility for taking such actions and time frame for taking the actions.
Meetings uses in Control Communications...
this process requires discussion and dialogue with the project team to determine the most approppriate way to update and communicate project performance, and to respond to requests from stakeholders for information.
Control Communications outputs...
1. Work performance information
2. Change requests
3. Project management plan updates
4. Project documents updates
5. OPA updates
Work performance information uses in Control Communications....
organizes and summarizes the performance data gathered
Change request uses in Control Communications...
process often results in the need for adjustment, action, and intervention of the project recommending of corrective and preventive actions that may bring the expected future performance in line with the project management plan.
Project management plan updates uses in Control Communications...
process may trigger updates to the communication management plan as well as other components to the project, stakeholder, and human resource management plans.
Project document updates in Control Communications...
may include but not limited to: forecasts, performance reports, and issue log.
OPA updates in Control Communications....
may be updated include, but not limited to report formats and lessons learned documents.
As we all know Project Management can seem to be very complicated so in cases that you may not understand something you should...
Refer to you PMBOK 5 book for more detailed information.
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