About Project Communications Management
Project Communications Management includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, and disposition of project information. This is the area that project managers spend most of their time doing. Effective communication can bridge the gap between cultural or organizational diversity. Communications management is the knowledge area that defines how communications within the project will work. In these processes, the project manager makes the communication management plan, ensures the plan is followed, and controls information flow within the project. The Project Communications Management knowledge area has three processes
Following are the important points to keep in mind.
- Communications Management Plan details the requirements and expectations for communicating information among the project stakeholders.
- Communication matrix is an excellent tool to identify the stakeholders and their requirements for communication.
- The figure is called a communications bull’s eye and is used to trigger communication needs to management when EVM results fall within the identified ranges.
- Paralingual is a term used to describe the pitch and tone of one’s voice.
- An exception report is typically completed when variances exceed a given limit.
- Administrative closure should take place at the completion of each phase. Administrative closure is the process of generating, gathering, and disseminating project information.
- Project meetings should have a set time limit.
- Conflict is not a filter of communication—it is a communication hindrance.
- Mutual respect and cooperation is the environment needed for fair and balanced negotiations. Collaborating is the ideal method when negotiating. The goal of negotiations is to work together for the good of the project.
- When information is sent, it is considered to be transmitted.
- The transfer of knowledge is evidence that communication has occurred.
- Report Performance is a monitoring and controlling process, and is also done during closure to report the performance of the project in the final report.
- Expectations are unspoken requirements and are often more critical to a project’s stakeholders than the stated ones. Unless these expectations are identified and recorded, there is likely to be a high level of dissatisfaction with the project.
- The work breakdown structure (WBS) allows communication vertically and horizontally within the organization as well as outside the project.
- A user of the project’s product is always a stakeholder, while the others may or may not be.
- Working with people from different cultures, with different cultural values and beliefs necessitates an understanding both basic definitions and the areas of cultural impact. As project managers, we need to have good communication skills and a willingness to adapt to other cultures.
- Gathering Information is a part of Communication Plan: With proper planning, you will be able to communicate effectively and accurately. In this case you are not gathering the correct information needed to report to the client.
- Understanding the receiver’s perspective allows you to direct the communication to meet his needs.
- Project Manager wants to more extensively involve the Stakeholders on the project: Have the Stakeholders periodically review the list of Project Requirements.
- The overriding measurement of what information to accumulate and communicate on a project is whether that information contributes to the success of the project. The required information would take time away from the project and not provide added value.
- Aid to solve complex problems, written communication is the best: Written communication allows your words to be documented, and they will go to everyone in the same form. When there are complex problems, you want everyone to receive the same thing.
- Nonverbal communication carries 55 percent of the message you send. With this much at stake, nonverbal communication is of major importance.
- The bar chart is the tool that shows the schedule at a detailed enough level for discussion with the team.
- To ensure clear, concise communications, the project manager must manage communications by deciding what form of communication is best.
- Because of the differences in culture and the distance between team members, formal written communication is needed.
- Progress Reports generally show problems after they have occurred.
- Stakeholders can be identified throughout the project management process groups.
- Lateral Communication – Information exchange between the project manager and his/her peers: functional managers, staff personnel, contractors, other project managers, etc. Involves negotiating resources, schedules, and budgets; coordinating activities between groups, as well as developing plans for future operating periods.
10 Knowledge areas specified by PMI:
This knowledge Area Project Communications Management is covered in PMP Certification Prep course which contains following practice tests:
This course includes practice tests and articles, but it does not cover every exam question. Only the PMI exam team has access to the exam questions for PMP exam, and PMI regularly adds new questions to the exam, making it impossible to cover specific questions. You should consider this course a supplement to your relevant real-world experience