10 - Project Communications Management Flashcards
Aknowledgment
Receiver signals that the message has been received.
Shows receipt of message, but not necessarily agreement.
Active listening
Receiver confirms that the message is being received through feedback, questions, prompts for clarity, and other signs of confirmation.
Choice of media
The best modality to use when communicating that is relevant to the information being communicated.
Communication assumptions
Anything that the project management team believes to be true but hasnt been proven.
e.g. project management team may assume all people can be reached by cell phone.
Communication barrier
Anything that prohibits communication from occuring
Communication channels formula
channels= N(N-1)/2
N = # stakeholders
Communication constraints
Anything that limits the PM team’s options.
In terms of communicaitokns, constraints may be geographical restraints, limited technology, etc.
Communications management plan
Subsidiary plan that defines the stakeholders who need specific information, the person who will supply the info, and the schedule for the information to be supplied, and the approved modality.
Decoder
Device that decodes the message as it is being received
Effective listening
Receiver is involved in the listening experience by paying attention to visual cues from the speaker and pralingual characteristics, and by asking relevant questions
Encoder
Device that encodes the message being sent
Feedback
The sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, or other confirmation
Influence/impact grid
Stakeholders are mapped on a grid based on their influence over the project execution
Information presentation tools
A software package that allows the project management team to present the project’s health thorugh graphics, spreadsheets and text (PMIS)
Information retrieval system
System to quickly and effectively store, archive, and access project infomation
Interactive communication
This is the most common and most effective approach to communication.
Two or more people exchange information. Consider status meetings, ad-hoc meetings, phone calls, and video conferences.
Lessons learned
This is documentation of what did and did not work in project documentation.
Medium
The device or technology that transports a message
Noise
Anything that interferes with or disrupts a message
Nonverbal
Facial expressions, hand gestures, and body language are nonverbal cues that contribute to a message.
Approx 55% of communication is nonverbal
Paralingual
The pitch, tone, and inflections in the sender’s voice affecting the message being sent.
Performance report
A report that depicts how well a project is performing. Often, the performance report is based on earned value management and may include cost or schedule variance reports.
Project presentations
Presentations are useful in providing information to customers, management, the project team, and other stakeholders.
Project records
All the business of the project communications is also part of the organizational process assets.
Includes emails, memos, letters, and faxes.
Project reports
Reports are formal communications on project activities, their status, and conditions.
Pull communication
Pulls information from a central repository (like database).
Good for large groups of stakeholders. Good exmaple is a project website.
Push communication
Pushed info from sender to receiver wihtout aknowledgement that the info was received or understood.
e.g. letters, faxes, emails, etc.
Receiver
Person who received the message
Sender
Person who is sending the message
Sender-receiver models
Feedback loops and barriers to communications.
Stakeholder notifications
Notices to stakeholders about resolved issues, approved changes, and overall health of the project.
Status review meeting
Regularly scheduled meeting to discuss the status of the project and it’s progress toward completing hte project scope statement.
Time reporting system
System to record the actual time to complete project activities.
