5. Project Communication Flashcards
Benefits of Effective Communication
- Clearly understood and agreed requirements
- Clearly understood and agreed goals, objectives, success criteria, assumptions, risks, constraints etc.
- Effective plans
- Stakeholder buy-in
Barriers to Communication
- Physical Barriers & Distraction
- Perceptual Barriers
- Emotional Barriers
- Cultural Barriers
- Language Barriers
- Gender & Status Barriers
- Interpersonal Barriers
Communication Plan Factors
- Project Context
- Project Objectives and Deliverables
- Stakeholders
- Perceived barriers or factors to consider in communication
- Scope, in terms of communication budget.
Benefits of a Communication Plan
- Systemises the provision of information to stakeholders
- Increases stakeholder engagement and team member buy-in
- Provides clarity on who will provide what information to whom
- Reduces risk of project failure
- More likely to lead to effective communication
- Reduces the provision of un-necessary information
Conflict occur due to
- Misunderstanding between individuals
- Differences in beliefs and values
- Differences in interests and ambition
- Interpersonal differences
- Feelings and emotions
Sources of Conflict in Concept Phase
- Establishing what the benefits are between stakeholders
- Business case not evaluated fairly by senior management
Sources of Conflict in Definition Phase
- Technical disagreements over optimal solutions
- Unfeasible expectations over the project duration
Sources of Conflict in Development Phase
- Perception that plans are unworkable
- Personality clashes due to large numbers of people working together
Sources of Conflict in Handover Phase
- Unclear user instructions/manuals
- Reluctance to sing-off on acceptance
Sources of Conflict in Closure Phase
- Personnel re-assignment
- Post-project evaluation review leading to blaming individuals
Negotiation Process
- Preparation
- Discussion
- Proposing
- Bargaining
- Agreement
Planning in the Negotiation Process includes:
- Define objectives
- Their initial positions and walk-away points
- Composition of the project team
- Rehearsals
- Concessions
- Threats
- Commitments
- Tactics
- Contact Phase
Discussing in the Negotiation Process includes:
- Establishing rapport
- Greetings & hospitality
- Small talk
- Outline intentions and the scope of meetings
- Set current discussion in context of larger picture
- Seeking & clarifying information
Proposing in the Negotiation Process includes:
- Opening proposals are made
- Possible indications of flexibility established
Bargaining in the Negotiation Process includes:
- Maintain focus
- Avoid deadlocks
- Sum up positions
- Summarise information presented
- Seek areas of agreement
- Outline next steps
