Project Communication

PHRCM-5
(AHAD NAZIR)
 Clarity of Objectives

• Clear and consistent communication helps define the project's objectives, scope, and
deliverables
• When all team members and stakeholders understand the project's goals and
expectations, it becomes easier to align efforts and make informed decisions

Stakeholder Engagement

• Effective communication ensures that all relevant stakeholders, including project

Effective sponsors, team members, clients, and end-users, are engaged and informed
throughout the project's lifecycle
• This engagement fosters trust and accountability.
project Risk Management
communication • Clear communication allows for the identification and management of risks and
issues in a timely manner
• When team members can openly discuss potential challenges and uncertainties, they
can work together to develop strategies to mitigate them

Resource Allocation

• Proper communication helps in the allocation of resources, such as human resources,

finances, and time, more efficiently
• It ensures that resources are allocated where they are most needed and that there
are no unnecessary duplications or shortages

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 Quality Assurance

• Effective communication is essential for maintaining the quality of project

deliverables
• Team members should understand quality standards and expectations, and
they need to communicate any deviations or defects promptly

Time Management

• Timely communication is critical for adhering to project timelines

Effective • When project managers and team members communicate regularly, they
can identify potential delays and take corrective actions to keep the project
project on track

communication Cost Control

• Projects often have budget constraints

• Effective communication helps in managing project costs by providing
real-time data on expenses and allowing for adjustments when necessary

Conflict Resolution

• Conflicts and disagreements are common in project teams

• Effective communication provides a platform for addressing and resolving
these conflicts before they escalate and disrupt the project's progress

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 Customer Satisfaction

• For client-facing projects, maintaining open and transparent communication

with clients is essential for ensuring their satisfaction
• Regular updates and feedback exchanges help in meeting their expectations

Knowledge Transfer

• Projects are opportunities for learning and knowledge transfer

Effective • Effective communication allows team members to share their expertise and
learn from one another, leading to skill development and improved
performance in future projects
project
Documentation and Reporting
communication • Proper communication also involves documenting project details and
progress
• Well-maintained documentation can be valuable for future reference,
compliance, and auditing purposes

Scalability and Replicability

• Effective communication practices can be scaled and replicated across

different projects and teams, promoting consistency and efficiency in
project management within an organization

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Project Communication

Project communication refers Effective project

It is a critical aspect of project
to the exchange of communication ensures that all
management and is essential
information, messages, and relevant parties are informed,
for the successful planning,
data among the various aligned, and able to collaborate
execution, monitoring, and
stakeholders involved in a efficiently throughout the
completion of a project
project project lifecycle

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 Stakeholder Communication

• This involves communicating with all project stakeholders, including team

members, clients, sponsors, suppliers, and other individuals or groups with
an interest in the project
• It aims to keep them informed about project progress, changes, and issues

Information Distribution

Key Elements • Project managers must ensure that the right information reaches the right
people at the right time
of Project • This includes project plans, status reports, schedules, and other relevant
documentation
Communicatio Feedback and Reporting
n • Project teams and stakeholders should have mechanisms in place to provide
feedback, report issues, and communicate progress
• This allows for timely adjustments and issue resolution

Conflict Resolution

• Effective communication can help identify and address conflicts or

misunderstandings within the project team
• Addressing conflicts promptly can prevent issues from escalating

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 Documentation

• Maintaining accurate and up-to-date project documentation is crucial for

communication
• This includes project charters, requirements, design documents, and any
other project-related information

Meetings and Updates

Key Elements • Regular project meetings, such as status meetings, are a common form of
communication
of Project • They provide a platform for team members to discuss progress, challenges,
and next steps
Communicatio Risk Management
n • Communication is essential for identifying, assessing, and managing risks
• It allows the project team to develop risk mitigation strategies and respond
to unforeseen issues

Change Management

• When changes to the project scope, schedule, or budget occur, effective

communication is vital to ensure that all relevant parties are aware of the
changes and the reasons behind them.

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 Stakeholder Engagement

• Communication is essential for engaging and involving all project stakeholders,

including team members, clients, sponsors, suppliers, and end-users
• Engaged stakeholders are more likely to have a vested interest in the project's
success and provide valuable input and support

Clarifying Objectives and Scope

Role of • Project communication helps ensure that all stakeholders have a clear and shared
understanding of the project's objectives, scope, and deliverables
Communicatio • This clarity minimizes misunderstandings and scope changes that can lead to project
delays or failures
n in Project Setting Expectations
Success • Effective communication helps manage stakeholders' expectations regarding project
timelines, costs, and quality standards. Realistic expectations can prevent
disappointment and dissatisfaction

Planning and Coordination

• Communication is fundamental for planning project activities, scheduling tasks, and

coordinating the efforts of the project team
• It ensures that everyone is aware of their roles and responsibilities

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 Issue Identification and Resolution

• Open and effective communication enables the early identification of issues, risks,
and challenges in the project
• Timely identification allows the project team to address problems and mitigate risks
before they become major obstacles

Status Updates and Reporting

Role of • Regular communication of project status, progress, and performance metrics keeps
stakeholders informed about how the project is advancing
Communicatio • This allows for course corrections and provides visibility into whether the project is
on track

n in Project Decision-Making

Success • Communication provides the necessary information for project managers and
stakeholders to make informed decisions
• It ensures that decisions are based on accurate and up-to-date data

Change Management

• When changes are required in a project, effective communication is critical. It helps

communicate the need for change, the rationale behind it, and the impact on the
project
• This facilitates decision-making and change implementation

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 Conflict Resolution

• Disagreements and conflicts can arise within a project team

• Effective communication is key to identifying and resolving these issues
constructively, ensuring that they do not hinder progress

Lessons Learned and Knowledge Sharing

Role of • Communication at the end of a project allows for the documentation of

lessons learned
• This knowledge can be valuable for improving processes and practices in
Communicatio future projects

n in Project Quality Control

Success • Effective communication helps establish and maintain quality standards

within the project
• It ensures that quality requirements are understood and met by the project
team

Documentation

• Communication involves the creation and management of project

documents, which are critical for tracking progress, decision-making, and
maintaining a historical record of the project

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 Incomplete or Inaccurate Information
• Inadequate information or data can lead to miscommunication
or misunderstanding among project stakeholders
• This can result from incomplete documentation, vague
requirements, or misinterpreted messages

Poorly Defined Roles and Responsibilities

Issues and • When project team members and stakeholders are unsure
Challenges about their roles and responsibilities in the communication
process, it can lead to confusion, delays, or information gaps.

Lack of Clear Objectives and Goals

• Projects may suffer from poor communication when the
project's objectives and goals are not well-defined or
understood by all stakeholders
• Without a clear sense of purpose, communication can become
aimless

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 Language and Cultural Barriers
• In global or diverse project teams, language and cultural
differences can lead to misunderstandings
• Phrases, terminology, or gestures may be interpreted
differently, causing miscommunication

Overcommunication or Under-communication
Issues and • Striking the right balance in the frequency and volume of
communication is challenging
Challenges • Overcommunication can lead to information overload, while
under-communication can result in stakeholders feeling left in
the dark

Ambiguous or Unclear Messages

• Messages that lack clarity or are open to interpretation can
cause confusion and lead to incorrect actions or decisions
• Ambiguity in requirements, reports, or instructions can be
problematic

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 Technological Issues

• Problems with communication tools and technology, such

as email issues, poor video conferencing quality, or
unreliable project management software, can disrupt the
flow of information

Resistance to Change
Issues and • Stakeholders who are resistant to new communication
Challenges processes or tools may be less willing to engage in effective
communication, leading to inefficiencies in the project

Geographic Dispersion

• When team members and stakeholders are geographically

dispersed, coordinating communication across different
time zones can be a challenge
• Scheduling meetings and ensuring timely responses can be
difficult

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 Ineffective Meetings
• Poorly conducted meetings can waste time and hinder
communication
• This includes meetings without clear agendas,
inadequate preparation, and a lack of follow-up on
action items

Issues and Information Overload

Challenges • In the digital age, people often face an overwhelming
volume of information, making it difficult to separate
important project updates from less relevant messages

Silos and Departmental Barriers

• In organizations with functional silos, communication
may be restricted within departments or teams, limiting
the exchange of crucial information across the entire
project

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 Crisis Management
• In times of crisis or high-pressure situations,
the need for clear and effective
communication becomes even more critical
• Failure to communicate during a crisis can
lead to panic or misunderstandings
Issues and
Challenges Lack of Feedback Mechanisms
• Without feedback loops, it's challenging to
assess the effectiveness of communication
and make necessary adjustments
• Project teams should have mechanisms in
place for stakeholders to provide input and
raise concerns

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Communication Models

Grice's
Shannon-Weav Osgood-Schram Katz-Lazarsfeld
Cooperative
er Model m Model Model
Principle

Diffusion of Transactional Elaboration

Innovations Model of Likelihood
Theory Communication Model

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 Shannon
-Weaver
Model

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Shannon-Weaver Model
This model emphasizes the importance of clear and effective communication

In project management, it highlights the need for a sender (project manager or

team member) to encode a message accurately, select an appropriate channel,
and ensure that the message is received and understood by the intended recipient

The feedback loop is vital for confirming that the message was received and for
addressing any misunderstandings or issues

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Osgood-Schramm Model
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Osgood-Schramm Model
Osgood-Schramm's model focuses on the encoding and decoding of messages and
the role of feedback in the communication process

In project management, understanding how project information is encoded and

decoded can help improve communication and ensure that messages are
interpreted as intended

Feedback mechanisms are crucial for assessing the effectiveness of communication

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 Katz-Lazarsfeld
Model

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Katz-Lazarsfeld Model
This model suggests that information flows from media to opinion
leaders and then to the general public

In project management, identifying opinion leaders within the

team can be valuable for effective communication

These leaders can help disseminate project information and

influence team members, improving the flow of information

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Grice's Cooperative Principle

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Grice's Cooperative Principle

Grice's Cooperative Principle underscores the importance of cooperative

communication, where speakers and listeners work together to understand
each other

Project managers can use this principle to ensure that team members are
actively engaged in communication, asking for clarification when needed and
providing information openly and honestly

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 Transactional
Model of
Communication

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Transactional Model of Communication
This model emphasizes the dynamic and interactive nature of
communication, with both the sender and receiver playing active roles

In project management, the transactional model highlights the

importance of feedback and two-way communication

Project teams should actively engage in discussions, clarify information,

and ensure that messages are understood

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Elaboration Likelihood Model
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Elaboration Likelihood Model

Project managers understand how team members process and respond to persuasive messages

By considering the central route (thoughtful consideration of messages) and peripheral route
(relying on heuristics or cues), project managers can tailor their communication strategies to be
more persuasive when needed, such as when presenting project proposals or change initiatives

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Good Communication Key to
Preventing Conflicts
Inform the team of Project constraints & objectives, status & direction of the
project, relevant contents of the project charter, key decisions, changes

Keep communications open; lack of communication can lead to anxiety (a

potential cause of conflict); however, too much communication leads to
annoyance, but overcommunication is still better than under-communication

Keep communication respectful; ensure that words, tone of voice, and body
language remain nonthreatening
 Avoid Miscommunication (unclear or
incorrect communication, prone to
misinterpretation; assuming that the
Message has been Understood)

Good
Communicatio Being Assertive (stating what you need,
n Key to while considering the wants and needs of
others) – get into the habit of saying “No”
Preventing when it should be said
Conflicts

Respond, not react

Good Communication Key to
Preventing Conflicts

Do not use a "One-Size-Fits-All" Approach to Communication

Keep an Open Mind When Meeting New People

Do not violating Others' Privacy

Avoid creating Communication Barriers or Blockers

Good Communication with Stakeholders can be in various forms

Communicatio
n Key to
Effective
Stakeholder
Engagement
 Communication methods can be Push, Pull or Interactive:
Good
Communicatio
n Key to
Effective
Stakeholder
Engagement
 What ever form or method, communication feedback a
must to

Good Confirm the degree to which the stakeholder(s)

understands the message
Communicatio
n Key to
Determine if stakeholders agree with the message
Effective
Stakeholder
Engagement Identify nuanced or other unintended messages the
stakeholder(s) detected

Gain other helpful insights

Methods to Control Communication
Data Collection
Customer Satisfaction Surveys,
Lessons Learned, Observations,
Issue Log, etc.
Expert Judgement
From individuals or groups with
specialized knowledge or training
in
• Communications with the
public, the community, and the
media, and, in an international
environment, between virtual
groups; and
• Communications and project
management systems
Data Representation
Provides information about the
effectiveness of the
Communication activities by
reviewing changes between
desired and current engagement
and adjusting Communications as
necessary
Stakeholder Engagement
Assessment Matrix
Methods to Control Communication
Meetings
Face-to-face or virtual meetings are
used for decision making; responding
to stakeholder requests; and having
discussions with suppliers, vendors,
and other project stakeholders
PMIS Interpersonal & Team Skills
Provides a set of standard tools that Observation, Conversation,
help capture, store, and distribute Discussion, Dialogue
information to internal and external
Stakeholders with the information
they need according the Comm Plan
PMIS info is monitored to assess its
validity and effectiveness
Meetings
Face-to-face or Virtual meetings held
to make decisions, respond to
Stakeholder Requests, discuss Project
matters of mutual interest with
suppliers, vendors, and other project
stakeholders
Rules of meeting-Pre-meeting
Formulate Rules of Business (ROB)

Schedule recurring meetings in advance

Meet with the team regularly, but not too often

Have a purpose of each meeting

Create an agenda with the team input; distribute it well in advance

Bring the right people together

Rules of meeting-During meeting
• Chair, manage and lead, with authority

• Communicate for Effect/Impact

• Stick to the agenda and the ROB

• Set a time limit, and keep to it

• Assign deliverables and time limits

• Record minutes of meeting (MOM)

Rules of meeting-Post meeting

Finalize & publish MOM asap

Follow up on deliverables & time limits

Types of Meetings- Status Meeting

Periodic meetings held to review the status Communications Management Plan

of the project; periodicity defined in the
Types of meetings-Standup Meetings
Meetings in which attendees typically participate while standing

The discomfort of standing for long periods is intended to keep the meetings short

Some software development methodologies envision daily standup

team-meetings to make commitments to team members

The daily commitments allows participants to know about potential challenges as

well as to coordinate efforts to resolve difficult and/or time-consuming issues
Types of
Meetings-Retrospectives
Retrospective In software engineering, a Retrospective is a
meeting held by a project team at the end of a project or
process (often after an iteration) to discuss what was
successful about the project or time period covered by that
Retrospective, what could be improved, and how to
incorporate the successes and improvements in future
iterations or projects
Interpersonal & Team Skills (aka Soft
Skills)

OBSERVATION CONVERSATION DISCUSSION DIALOGUE ACTIVE & PASSIVE SPEAKING

LISTENING

NEGOTIATING INFLUENCING
Interpersonal & Team Skills (aka Soft
Skills)

They help determine the most appropriate way to Update and Communicate
Project Performance, and to respond to Requests from Stakeholders for
Information

They also help identify Issues within the team, Conflicts between people or
individual Performance Issues
Soft Skills: Negotiations
DISCUSSION AIMED AT GETTING A FAVORABLE DEAL
 Soft Skills: Influencing
Ability to bring others to own way of
thinking without force or coercion
Influencing helps Project Manager
solve Problems and obtain the
Resources needed in a timely manner
Key influencing skills include
Ability to be persuasive
Clearly articulating points and positions
High levels of active and effective listening skills
Awareness of, and consideration for, the various
perspectives in any situation
Gathering relevant information to address issues
and reach agreements while maintaining mutual
trust
Soft Skills (Speaking)
Speaking is a careful, clear, coherent, meaningful, intelligible and precise speech. If not, it is
talking not speaking
aka Voice Inflections or Verbal
Intonation

An emphasis given to words or phrases

through variation in tone or pitch or
Soft Skills:
volume that conveys meaning (lehja) Paralanguage

“It is not what you say, but how you

say”!
Soft skills (Body Language)
Communication through gestures, facial configurations, and other body movements
Soft skills (Active Listening)

LISTENING FOR FULL MEANING WITHOUT PURPOSE IS TO UNDERSTAND FULLY WHAT IS

MAKING PREMATURE JUDGMENTS OR BEING SAID AND TO ASSURE/CONVEY TO THE
INTERPRETATIONS SENDER THAT HE IS BEING UNDERSTOOD
Soft skills (Active Listening
Development)
Make eye contact with the speaker to show interest; nod head affirmatively and make pertinent facial expressions

Emotions; Sympathy; Laughter

Ask questions

Paraphrase what is being said

Avoid distracting actions (x-talk, mobile, laptop, etc.) or gestures

Do not interrupt

Show empathy to the speaker; understand his shortcomings

Some Basic Questions
Can the Project Manager control all No. That would be impossible
communications?

Should the Project Manager try to Yes, otherwise changes, miscommunications,

control communications? unclear directions, and scope creep can occur

What percentage of the Project About 90%

Manager’s time is spent communicating
 Thank you

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