Project communication management ensures that the right information is available to the right person at the right time.
Firstly, a plan is devised to effectively communicate with all stakeholders based on careful analysis of all the stakeholders. Secondly, the plan is executed to ensure all stakeholders’ information needs are met.
Ways of Communication
Communication can be done in various forms:
- Written
- Verbal
- Formal
- Informal
- Face to Face
- Online
The important thing to know is that you are using the correct communication method using the correct communication technology.
Communication Method
Many communication methods are available to share information with stakeholders. These methods can broadly be divided as follows:
Interactive communication
Interactive communication includes the multidirectional exchange of information in real time.
Pull communication
Pull communication is used for a large audience where the information is available at the central repository, and the recipients are intended to fetch that information for their use.
Push communication
Push communication includes distributing the information to the required stakeholders directly. It ensures that the information is distributed but fails to ensure that it is received or understood by the stakeholder.
Communication Technology
Communication Technology means the mode of technology used for the communication should be available to both (the sender and receiver) end. It can be an instant, an email, a voice message, etc.
It is the duty of the project manager to:
- Plan the right the most suitable method of communication based on the type of audience using the correct communication technology
- Manage all the communication and keep a record
- Keep monitoring all the communication and stakeholder satisfaction levels; if stakeholders are not satisfied with the communication strategy, the communication strategy will eventually improve.
Project Communication Management is an essential part of project management that involves creating, distributing, and managing project-related information promptly and effectively. The Project Management Body of Knowledge (PMBOK) 6th edition defines Project Communication Management as ensuring timely and appropriate planning, creation, distribution, storage, retrieval, management, control, monitoring, and ultimate disposition of project information. This article will discuss the three processes, including their inputs, tools, techniques, and outputs.
1. Plan Communication Management
The Plan Communication Management process involves developing a plan to communicate project information to stakeholders. The following are the inputs, tools and techniques, and outputs of this process:
Inputs:
Project management plan: This includes the project's objectives, scope, schedule, budget, quality, risk, and procurement plans, as well as stakeholder management plans.
Stakeholder register: A document containing information about the stakeholders, such as their names, roles, interests, and expectations.
Enterprise environmental factors: External factors that can influence the communication plan, such as organizational culture, industry standards, and regulations.
Organizational process assets: Internal documents, tools, and procedures that can help in creating the communication plan, such as templates, guidelines, and lessons learned.
Tools and Techniques:
Expert judgment: Consultation with individuals or groups with specialized knowledge or expertise in communication management.
Meetings: Discussions and brainstorming sessions with project team members, stakeholders, and experts to identify communication needs and preferences.
Communication requirements analysis: An analysis of the information needs of the stakeholders, including what information they need, when they need it, and how they want to receive it.
Communication technology selection: Choosing the most appropriate communication methods and tools based on the project's needs and constraints.
Communication models: Models that help in designing and implementing the communication plans, such as sender-receiver models, feedback loops, and encoding-decoding models.
Communication methods: The specific ways information is transmitted and received, such as email, phone calls, meetings, and reports.
Outputs:
Communication management plan: A document that outlines the project's communication objectives, stakeholders, information needs, communication methods, and frequency of communication.
Project document updates: Updates to the stakeholder register and other project management documents, such as the project management plan, based on the communication plan.
2. Manage Communication
The Manage Communication process involves executing the communication plan and ensuring that project information is transmitted effectively and efficiently to stakeholders. The following are the inputs, tools and techniques, and outputs of
this process:
Inputs:
Communication management plan: The document created in the Plan Communication Management process that describes the project's communication objectives, stakeholders, information needs, communication methods, and frequency of communication.
Project management plan: This includes the project's objectives, scope, schedule, budget, quality, risk, and procurement plans, as well as stakeholder management plans.
Work performance data: Information on the progress and status of the project, such as the schedule and cost variances, risks, and quality metrics.
Issue log: A document that tracks issues, risks, and other problems that must be addressed.
Tools and Techniques:
Communication methods: The specific ways in which information is transmitted and received, such as email, phone calls, meetings, and reports.
Information management systems: Tools and techniques used to organize, store, retrieve, and distribute project information, such as databases, document management systems, and project portals.
Performance reporting: The process of collecting and disseminating project performance information to stakeholders in a timely and accurate manner.
Meetings: Formal or informal gatherings of project team members and stakeholders to discuss project-related issues, progress, and challenges.
Outputs:
Project communications: Information that is transmitted to stakeholders as part of the communication plan, such as status reports, progress updates, and issue resolutions.
Organizational process assets update: Updates to the communication management plan, communication methods, and information management systems based on lessons learned and feedback from stakeholders.
Change requests: Requests for changes to the communication plan or other project management documents based on feedback or issues encountered during project execution.
3. Monitor Communications
The Monitor Communications process involves monitoring and controlling project information and communication to ensure that stakeholders receive the information they need in a timely and accurate manner. The following are the inputs, tools and techniques, and outputs of this process:
Inputs:
Communication management plan: The document created in the Plan Communication Management process that describes the project's communication objectives, stakeholders, information needs, communication methods, and frequency of communication.
Work performance data: Information on the progress and status of the project, such as the schedule and cost variances, risks, and quality metrics.
Issue log: A document that tracks issues, risks, and other problems that must be addressed.
Organizational process assets: Internal documents, tools, and procedures that can help in monitoring and controlling project communication, such as monitoring and reporting templates and communication standards.
Tools and Techniques:
Information management systems: Tools and techniques used to organize, store, retrieve, and distribute project information, such as databases, document management systems, and project portals.
Performance reporting: The process of collecting and disseminating project performance information to stakeholders in a timely and accurate manner.
Variance analysis: The process of comparing actual project performance to planned performance to identify variances and take corrective action as needed.
Trend analysis: The process of analyzing project performance over time to identify trends and potential issues.
Meetings: Formal or informal gatherings of project team members and stakeholders to discuss project-related issues, progress, and challenges.
Outputs:
Work performance information: Information on the progress and status of the project, such as schedule and cost variances, risks, and quality metrics.
Change requests: Requests for changes to the communication plan or other project management documents based on feedback or issues encountered during project monitoring and controlling.
Project management plan updates: Updates to the communication management plan and other project management documents based on feedback and lessons learned during the project monitoring and controlling.