10 - Project Communications Management Flashcards
What are the Project Communications Management processes?
- 1 Plan Communications Management—The process of developing an appropriate approach and plan for project communication activities based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project.
- 2 Manage Communications—The process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information.
- 3 Monitor Communications—The process of ensuring the information needs of the project and its stakeholders are met.
What is Project Communications Management?
Project Communications Management includes the processes necessary to ensure that the information needs of the project and its stakeholders are met through development of artifacts and implementation of activities designed to achieve effective information exchange. Project Communications Management consists of two parts. The first part is developing a strategy to ensure communication is effective for stakeholders. The second part is carrying out the activities necessary to implement the communication strategy.
What are the trends and emerging practices in Project Communications Management?
- Inclusion of stakeholders in project reviews.
- Inclusion of stakeholders in project meetings.
- Increased use of social computing.
- Multifaceted approaches to communication.
What are the tailoring considerations for Project Communications Management?
- Stakeholders. Are the stakeholders internal or external to the organization, or both?
- Physical location. What is the physical location of team members? Is the team colocated? Is the team in the same geographical area? Is the team distributed across multiple time zones?
- Communications technology. What technology is available to develop, record, transmit, retrieve, track, and store communication artifacts? What technologies are most appropriate and cost effective for communicating to stakeholders?
- Language. Language is a main factor to consider in communication activities. Is one language used? Or are many languages used? Have allowances been made to adjust to the complexity of team members from diverse language groups?
- Knowledge management. Does the organization have a formal knowledge management repository? Is the repository used?
concept: communication mechanisms
The different forms that messages take:
Written Spoken Formal or informal Through gestures Through media Choice of words
concept: Dimensions of communication management
- internal
- external
- formal
- informal
- hierarchical (upwards, downwards, horizontal)
- official
- unofficial
- written or oral
concept: The 5 C’s of written communication
Correct grammar and spelling.
Concise expression and elimination of excess words.
Clear purpose and expression directed to the needs of the reader.
Coherent logical flow of ideas.
Controlling flow of words and ideas.
concept: communication skills
Listening actively.
Awareness of cultural and personal differences.
Identifying, setting, and managing stakeholder expectations.
Enhancing team member skills in persuasion, motivation, coaching, negotiation, and conflict resolution.
10.1
What is Plan Communications Management?
Plan Communications Management is the process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project.
10.1
What is the key benefit of Plan Communications Management?
The key benefit of this process is a documented approach to effectively and efficiently engage stakeholders by presenting relevant information in a timely manner.
10.1
Plan Communications Management: Inputs
.1 Project charter
.2 Project management plan
• Resource management plan
• Stakeholder engagement plan
.3 Project documents
• Requirements documentation
• Stakeholder register
.4 Enterprise environmental factors
.5 Organizational process assets10.1
Plan Communications Management: Tools & Techniques
.1 Expert judgment
.2 Communication requirements analysis
.3 Communication technology
.4 Communication models
.5 Communication methods
.6 Interpersonal and team skills
• Communication styles assessment
• Political awareness
• Cultural awareness
.7 Data representation
• Stakeholder engagement assessment matrix
.8 Meetings10.1
Plan Communications Management: Outputs
.1 Communications management plan
.2 Project management plan updates
• Stakeholder engagement plan
.3 Project documents updates
• Project schedule
• Stakeholder register- 1
concept: communication methods
- Interactive (phone call, IM, meetings)
- Push (memos, reports, blog posts)
- Pull (knowledge repositories, intranets)
10.2
What is the Manage Communications process?
Manage Communications is the process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information.
10.2
What is the key benefit of the Manage Communications process?
The key benefit of this process is that it enables an efficient and effective information flow between the project team and the stakeholders.
10.2
Manage Communications: Inputs
.1 Project management plan
• Resource management plan
• Communications management plan
• Stakeholder engagement plan
.2 Project documents
• Change log
• Issue log
• Lessons learned register
• Quality report
• Risk report
• Stakeholder register
.3 Work performance reports
.4 Enterprise environmental factors
.5 Organizational process assets10.2
Manage Communications: Tools & Techniques
.1 Communication technology
.2 Communication methods
.3 Communication skills
• Communication competence
• Feedback
• Nonverbal
• Presentations
.4 Project management information system
.5 Project reporting
.6 Interpersonal and team skills
• Active listening
• Conflict management
• Cultural awareness
• Meeting management
• Networking• Political awareness
.7 Meetings10.2
Manage Communications: Outputs
.1 Project communications
.2 Project management plan updates
• Communications management plan
• Stakeholder engagement plan
.3 Project documents updates
• Issue log
• Lessons learned register
• Project schedule
• Risk register
• Stakeholder register
.4 Organizational process assets updates10.3
What is the Monitor Communications process?
Monitor Communications is the process of ensuring the information needs of the project and its stakeholders are met.
10.3
What is the key benefit of the Monitor Communications process?
The key benefit of this process is the optimal information flow as defined in the communications management plan and the stakeholder engagement plan.
10.3
Monitor Communications: Inputs
.1 Project management plan
• Resource management plan
• Communications management plan
• Stakeholder engagement plan
.2 Project documents
• Issue log
• Lessons learned register
• Project communications
.3 Work performance data
.4 Enterprise environmental factors
.5 Organizational process assets10.3
Monitor Communications: Tools & Techniques
.1 Expert judgment
.2 Project management information system
.3 Data representation
• Stakeholder engagement assessment matrix
.4 Interpersonal and team skills
• Observation/conversation
.5 Meetings
10.3
Monitor Communications: Outputs
.1 Work performance information
.2 Change requests
.3 Project management plan updates
• Communications management plan
• Stakeholder engagement plan
.4 Project documents updates
• Issue log
• Lessons learned register
• Stakeholder register
