Unit 10

Project Communication Management

Project Scope Management

• Project Communication Management Processes

• Plan Communications Management
• Manage Communications
• Monitor Communications

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 Project Communication Management

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 Communications Process Overview
• Plan Communications Management
Create the Communications Management Plan
• Manage Communications
Create, collect and distribute the project information

• Monitor Communications
Monitor and control throughout project life cycle

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 Project Communication Management
• Project communication management includes the processes that are required to ensure timely and
appropriate planning, collection, creation, distribution, storage, retrieval, management, control,
monitoring, and the ultimate disposition of project information.
• Effective communication creates a bridge between diverse stakeholders who may have different
cultural and organizational backgrounds, different levels of expertise, and different perspectives and
interests.
• Involves planning, collection, creation, distribution, storage, retrieval, management, control,
monitoring and ultimate disposition of project information.
• 90% of an effective project manager’s time

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 Key Concepts for Project Communication Management

• Communication is the form of exchange of information, intended or involuntary. The

information exchange can be in the form of ideas, instructions, or emotions. The
mechanisms by which information is exchanged can be in
• Written form
• Spoken
• Formal or informal
• Through gestures
• Through Media
• Choice of words

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 Dimensions of Communication
• Communication activities have many dimensions, including but not limited to:
– Internal (within the project) and external (with customer, vendor, other projects, organizations, and the
public).
– Formal (report, minutes, briefings) and informal (emails, memos, ad-hoc discussions)
– Vertical (up and down the organization) and horizontal (with peers)
– Official (newsletters, annual reports) and unofficial (off the record communications)
– Written and oral, and verbal (voice inflections) and nonverbal (body language)

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 Dimensions of Communication
Misunderstandings can be reduced but not eliminated through using the 5Cs of written communications
in composing a traditional (non-social media) written or spoken message:
• Correct grammar and spelling. Poor use of grammar or inaccurate spelling can be distracting and can also
– introduce distortions in the message, diminishing credibility.
• Concise expression and elimination of excess words. A concise, well-crafted message reduces the
– opportunities for misunderstanding the intent of the message.
• Clear purpose and expression directed to the needs of the reader. Ensure that the needs and interests of the
audience are factored into the message.
– Coherent logical flow of ideas. A coherent logical flow of ideas and using “markers” such as introduction and
summaries of the ideas throughout the writing.
• Controlling flow of words and ideas. Controlling the flow of words and ideas may involve graphics or just
summaries.

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 Trends and Emerging Practices

• Trends and emerging practice for project communication management includes

• Inclusion of stakeholders in project review
• Inclusion of stakeholders in project meetings
• Increase use of social computing
• Multifaceted approaches to communication
• Tailoring Considerations
• Stakeholders | Physical location | Communication technology
• Language | Knowledge management
• Consideration for Agile/Adaptive Environments
• Project environments subject to various elements of ambiguity and change have an inherent need to communicate
evolving and emerging details more frequently and quickly
• Posting project artifacts in a transparent fashion, and holding regular stakeholder reviews are intended to promote
communication with management and stakeholders

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 Plan Communication Management
• The process of developing an appropriate approach and plan for project communications based on stakeholder’s
information needs and requirements, and available organizational assets.

Tools & Techniques: Outputs:

• Expert judgment • Communications
management plan
Inputs: • Communication
requirements analysis • Project documents
• Project Charter updates
• Communication
• Project technology • Project
management plan management plan
• Communication models update
• Project documents
• Communication
• Enterprise methods
environmental
factors • Interpersonal and team
skills
• Organizational
process assets • Data representation
• Meetings

• The key benefit of this process is a documented approach to effectively and efficiently engage
stakeholders by presenting relevant information in a timely manner
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 Important Considerations in Planning Communication Management

• 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
• Whether time zone, language barriers, and cross-cultural considerations need to be taken into
account

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 Plan Communication Management – Input
Key Points:
A Planning process
that creates the
Communications
Management Plan

This plan specifies

Project Management Plan what information will
be distributed and
updated, in what
Project Charter format, how often,
and to which
stakeholders or
groups
Project Documents

Enterprise Environmental Factors

Organizational Process Assets

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 Plan Communication Management – Tools and Techniques
• Expert Judgment
• Communications Requirements Analysis
• Communication Technology
• Communication Models (Sender/receiver model ) – encode, transmit message, decode
• Sample interactive communication model (Acknowledge, feedback/response)
• Interpersonal and Team Skills (communication style assessment, political and cultural awareness)
• Data Representaions
• Meetings
• Communication Methods
• Interactive communication - most efficient way to ensure a common understanding.
• Examples: meetings, phone calls, instant messaging, video conferencing
• Push communication – ensures that the information is distributed but does not ensure that it actually reached or was
understood.
• Examples: letters, memos, reports, emails, faxes, voice mails, blogs, press releases
• Pull communication - Used for large volumes of information, or for large audiences, to access the content at their
discretion.
• Examples: intranet sites, e-learning, lessons learned databases, knowledge repositories

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 Communication Requirements Analysis
• Number of potential communication channels (or paths) needed for a project with n stakeholders

For a project with 5 stakeholders, you need 5(5-1)/2

n(n – 1)/2 = 10 communication channels

• Sources of information typically used to identify and define project communication

requirements include:
• Organizational charts
• Project organization and stakeholder responsibility relationships
• Disciplines, departments, and specialties involved in the project
• Logistics of how many persons will be involved with the project and at which locations
• Internal information needs (e.g., when communicating within organizations)
• External information needs (e.g., when communicating with the media, public, or contractors)
• Stakeholder information and communication requirements from within the stakeholder register

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 Communication Model
Factors that can affect the choice of communication technology include:
• Urgency of the need for information
• Availability of technology
• Ease of Use
• Project environment
• Sensitivity and confidentiality of the information

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 Plan Communication Management – Output
• Communication Management Plan • Know the formula
– Stakeholder communication requirements to determine the
number of
– Information to be communicated - language, format, content, and level of communication
detail channels on the
project.
– Reason for the distribution of that information • Focus on the
Communications
– Time frame and frequency for the distribution of required information and
Management Plan as
receipt of acknowledgment or response, if applicable the output.
– Person responsible for communicating the information • Be aware that this
process happens
– Person responsible for authorizing release of confidential information early in the life of the
project
• Project Management Plan Updates • Understand
responsibilities in the
• Project Documents Updates communication
model.
– Project schedule • Understand
communication
– Stakeholder register methods.

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 Manage Communication
• The process of creating, collecting, distributing, storing, retrieving, and the ultimate disposition of An Executing process
project information in accordance to the communications management plan that
Follows the
Communications
Tools & Techniques:
Management Plan
Inputs: • Communication
technology Outputs:
• Communications This process carries
• Communication • Project out the
management plan
methods communications Communications
• Project documents
• Communication skills • Project management Management Plan. It
• Work performance plan updates
reports • Project management creates, collects and
communication system • Project documents distributes the
• Enterprise updates
environmental • Project reporting project information.
• Interpersonal and team • Organizational process
factors
skills assets updates
• Organizational
process assets • Meetings

• The key benefit of this process is that it enables an efficient and effective information flow between
the project team and the stakeholders

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 Manage Communication
Techniques and considerations for effective communications management include, but are not limited to,
the following:
Sender-receiver models - Incorporating feedback loops to provide opportunities for
interaction/participation and remove barriers to
communication.
- When to communicate in writing versus orally, when to
Choice of media prepare an informal memo versus a formal report, and
when to communicate face to face versus by e-mail.
- Appropriate use of active versus passive voice, sentence
Writing style structure, and word choice.

Meeting management
- Preparing an agenda and dealing with conflicts.
techniques

Facilitation techniques - Building consensus and overcoming obstacles.

- Listening actively (acknowledging, clarifying, and

Listening techniques confirming understanding) and removal of barriers that
adversely affect comprehension

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 Manage Communication – Input

Project Management Plan Work Performance Reports

Organizational Process Assets

Enterprise Environmental Factors
• Policies, procedures, processes, and
• Organizational culture and structure,
guidelines regarding communications
• Government or industry standards and management;
regulations, and
• Project management information system.
• Templates; and
• Historical information and lessons
learned.

Project Documents

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 Manage Communication – Tools and Techniques
• Communication Technology Key Points
• Interpersonal and Team Skills | Communication Skills • Know the section
• Communication Methods | Meetings on communication
skills.
• Project Management Information Systems
• Familiarize yourself
– Hard-copy document management: letters, memos, reports, and press releases with the
– Electronic communications management: e-mail, fax, voice mail, telephone, video and web communications
conferencing, websites, and web publishing model.
• Understand the
– Electronic project management tools: web interfaces to scheduling and project management differences between
software, meeting and virtual office support software, portals, the various methods
and collaborative work management tools of communication.
– Project Reporting • Know that this is an
• Analysis of past performance executing process.
• Analysis of project forecasts (including time and cost)
• Current status of risks and issues
• Work completed during the period
• Work to be completed in the next period
• Summary of changes approved in the period
• Other relevant information, which is reviewed and discussed
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 Manage Communication – Output
• Manage
• Project Communications Communications is
an executing process.
• Project Management Plan Updates • This begins after
the Plan
• Project Documents Updates Communications
• Issue log Management
• Project schedule process is first
completed.
• Project funding requirements • It is performed
(repeatedly)
• Organizational Process Assets Updates throughout the life of
• Stakeholder notifications the project.
• Project reports • Concepts in this
process are more
• Project presentations important to know
• Project records than the actual
• Feedback from stakeholders inputs, tools, and
outputs.
• Lessons learned documentation
• Flexibility is
important to handle
unplanned
information requests
from stakeholders
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 Monitor Communication
• The process of ensuring the information needs of the project and its stakeholders are met.

Inputs:
• Project Tools & Techniques: Outputs:
management plan • Expert Judgment • Work performance
• Project Documents • Project management information
• Work performance Information System • Change requests
data • Data Representation • Project management
• Organizational • Interpersonal and Team plan updates
process assets Skills • Project documents
• Enterprise • Meetings updates
Environmental
Factors

• The key benefit of this process is the optimal information flow as defined in the communications
management plan and the stakeholder engagement plan.

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 Monitor Communication – Input
• Project Management Plan
• Stakeholder communication requirements
• Reason for the distribution of the information
• Timeframe and frequency for the distribution of required information
• Individual or group responsible for communication of the information
• Individual or group receiving the information
• Project Documents
• Issue log | Lessons learned register | Project communications
• Schedule progress
• Costs incurred
• Enterprise Environmental Factors
• Work Performance Data
• Organizational Process Assets
• Report templates
• Policies, standards, and procedures that define communications
• Specific communication technologies available
• Allowed communication media
• Record retention policies
• Security requirements

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 Monitor Communication – Tools and Techniques

A Monitoring &
Controlling process
Project Management Information that ensures
Expert Judgment system information needs of
• Other units within the organization the project
• Consultants stakeholders are
• Stakeholders, including customers or Meetings met.
sponsors Meetings This process works
• Professional and technical associations throughout the
• Industry groups project life cycle.
Data Representation
• Subject matter experts
• Project management office (PMO)
Interpersonal and Team Skills

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 Monitor Communication – Output
• Work Performance Information
• New or revised cost estimates, activity sequences, schedule dates, resource requirements, and analysis of risk
response alternatives
• Adjustments to the project management plan and documents
• Recommendations of corrective actions that may bring the expected future performance of the project back in line
with the project management plan
• Recommendations of preventive actions that may reduce the probability of incurring future negative project
performance
• Project Management Plan Updates
• Project Document Updates
• Forecasts
• Performance reports
• Issue log
• Change Requests
• Organizational Process Assets Updates

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