Part 50: Project Communication Management Processes

Project Communication Management includes

  • Plan Communications Management
    • KEY BENEFIT: Identifies the best approach to communicate with stakeholders
    • In this process, we
      • Develop a plan to communicate with our stakeholders based on their needs & requirements
    • This process results in the Communications Management Plan
    • Without planning, the message may be misunderstood, misinterpreted, delivered to the wrong audience, or delayed
    • Effective communication means that information is provided
      • In the Right Format
      • At the Right Time
      • To the Right Audience
      • With the Right Impact
    • Effective communication means providing stakeholders with the information that they need, and no other information

  • Manage Communications
    • KEY BENEFIT: Enables efficient and effective communications flow between stakeholders
    • In this process, we
      • Create, collect, distribute, store, and retrieve project information in accordance with the Communications Management Plan
      • Ensure that information is received and understood
      • Allow stakeholders to request further information, clarification, and discussion
    • Before communicating, the project manager should consider
      • The people who need information, what information they require, and what information they are authorized to view
      • When they will need the information
      • Where the information is stored, and in what format
      • How the information will be retrieved
      • If time zones, languages, and cultures will affect communication
    • Communication Techniques include
      • Sender-Receiver Models, which is the process we use to communicate and interact with our recipients
      • Choice of Media which is the method we use to communicate (by phone, e-mail, letter, etc.), whether formally or informally, and whether in writing or orally
      • Writing Style, which is whether we use the active or passive voice, the type of sentence structure we use, and the word choice
      • Meeting Management Techniques help us prepare an agenda and deal with conflicts
      • Presentation Techniques
      • Facilitation Techniques help us build consensus
      • Listening Techniques include active listening, acknowledging, clarifying, and confirming understanding

  • Monitor Communications
    • KEY BENEFIT: Results in an optimal flow of information among all participants, all the time
    • In this process, we
      • Monitor and control communications to ensure that project stakeholders receive the information they require
      • Ask if the planned communications activities have increased our stakeholders’ support for the project
      • Ask: Are we delivering the right message, with the right content, to the right audience, through the right channel, and at the right time?
    • If information is not being delivered effectively, Monitor Communications can trigger a Manage Communications or Plan Communications Management process