10 - Project Communications Management Terms Flashcards
Acknowledgement
The receiver signals that the message has been received. Shows receipt of message, but not necessarily agreement.
Active listening
The receiver confirms that the message is being received through questions/feedback/prompts for calrity 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 has not proven to be true.
Communication barrier
Anything that prohibits communication from occuring
Communications channel formula”
[n*(n-1)]/2
n = # of stakeholders
Reveals the total number of communication channels within a project.
Communication restraints
Anything that limits the project management team’s options. (e.g. geography, incompatible communication software, limited communication technology)
Communication management plan
A project management subsidiary plan that defines the stakeholders who need specific information, the person who will supply the information, the schedule for the information to be supplied, and the approved modality to provide the information.
Decoder
The device that decodes the message as it is being received.
Effective listening
The receiver is involved in the listening experience by paying attention to visual cues, paralingual characteristics, and by asking relevant questions.
Encoder
The device that encodes the message that is 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:
influence over the project in relation to
influence over the project execution.
Information presentation tools
A software package that allows the project management team to present the project’s progress/performance through graphics/spreadsheets etc…
Information retrieval system
A system to quickly and effectively store, archive and access project information.
Interactive communication
Most common and effective approach to communication. 2+ people exchange information (e.g. status meetings, adhoc meetings, phone calls and videoconferences).
Lessons learned
Documentation of what did or did not work in the project implementation. Created throughout the project. Becomes an OPA.
Medium
The device/technology that transports a message.
Noise
Anything that interferes with or disrupts a message.
Nonverbal
55% of communication is nonverbal. (e.g. facial expressions, hand gestures, body language etc…)
Paralingual
Qualities “beyond” language. 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. (e.g. earned value management, cost/schedule variances)
Project presentations
Presentations are useful in providing information to customers, management, the project team and other stakeholders
Project records
All communications of the project (e-mails, letters, memos etc…) being taken under record, and becoming OPA
Project reports
Formal communications on project activities, their status and conditions.
Pull communication
Pulls the information from a central repository (e.g. database). Good for large groups of stakeholders who want to access information at their discretion.
Push communication
Pushes the information from the sender to the receiver without any real acknowledgement that the information was received/understood. (e.g. e-mails, voicemails etc…)
Receiver
The person who receives the message.
Sender
The person who sends the message.
Sender-receiver models
Feedback loops and barriers to communication
Stakeholder notifications
Notices to stakeholders about resolved issues, approved changes, and the overall status of the project.
Status review meeting
A regularly scheduled meeting to discuss the status of the project and its progress toward completing the project scope statement.
Time reporting system
A system to record the actual time to complete project activities.
