8 | Communicating During the Project

Question 1

Communication Methods?

Answer 1

Are techniques that are used to share and manage information among stakeholders in a project. They help the team communicate project performance and progress.
These ensure that the concerned people in the issue resolution process are aware of the impending severity of the issue, which enables them to take immediate action. Communication methods are specified in the communications management plan.

Question 2

Communication methods can be broadly classified into three types?

Answer 2

1. Interactive communication
2. Push communication
3. Pull communication

Question 3

Interactive communication?

Answer 3

Involves communication between multiple people performing multi-directional information exchange.

Question 4

Push communications?

Answer 4

Involves sending information to a receiver. It ensures that the information has been distributed but does not guarantee that it has reached the receiver.

Question 5

Pull communication?

Answer 5

Involves receivers accessing information whenever required.

Question 6

What are the 9 communication types?

Answer 6

1. Face-to-face meetings
2. Video and voice conferencing
3. Email
4. Fax
5. IM - Instant Messaging
6. Text messaging
7. Printed media and documents
8. Social media
9. Company website

Question 7

Communication Type benefits & constraints | Face-to-face meetings?

Answer 7

Benefits:
• Provides the opportunity for
instant feedback—auditory and
visual.
• Can immediately clarify if there are
questions or confusion.
• Can be scheduled or impromptu.

Constraints:
• Requires parties to be in the same
physical location.
• Requires a meeting date and time.

Question 8

Communication Type benefits & constraints | Video and voice conferencing?

Answer 8

Benefits:
• Eliminates the need to be in the
same physical location.
• Can provide beneficial audio and
visual feedback.
• Can be scheduled or impromptu

Constraints:
• Potential for message to get lost in
translation.
• Crossing time zones can be
problematic.
• Requires special equipment and
connection.

Question 9

Communication Type benefits & constraints | Email?

Answer 9

Benefits:
• Enables parties to communicate
when it's convenient and works
with their schedules.
• Can provide an official paper trail.
• Enables receiver to have a record
of communication

Constraints:
• Not always the most timely.
• Security/hacking might be an issue
for confidential messages.

Question 10

Communication Type benefits & constraints | IM - Instant messaging?

Answer 10

Benefit:
• Immediate real-time
communication.
• Can be setup and configured by an
organization (i.e., Skype for
Business).

Constraints:
• Message content can be limited.
• Informal nature might be seen as
“unofficial.”

Question 10

Communication Type benefits & constraints | Fax?

Answer 10

Benefits:
• Convenient and easy to send.
• Software enables you to send a fax
from your computer.

Constraints:
• Equipment and connection
required.
• Outdated form of communication
that not all offices have set up

Question 11

Communication Type benefits & constraints | Text messaging?

Answer 11

Benefits:
• Immediate communication.
• Available and accessible to anyone
with a mobile device.

Constraints:
• Requires a mobile device and app.
• Limited to short bursts of
communication

Question 12

Communication Type benefits & constraints | Printed media and documents?

Answer 12

Benefits:
• Provide official documentation and
legal archives.
• Gives a sense of legitimacy to the
message

Constraints:
• Costly to produce.
• Is a permanent record of the
communication, which can be a
disadvantage in some situations

Question 13

Communication Type benefits & constraints | Social media?

Answer 13

Benefits:
• Low-overhead method of
broadcasting a message.
• Specialized method to
communicate with a specific
demographic.

Constraints:
• Communication can tend to be
one-way.
• Limited amount of feedback.

Question 14

Communication Type benefits & constraints | Company website?

Answer 14

Benefits:
• Enables consistent, dynamic
communication to broad base of
recipients.
• Reduces the geographic location
factor.

Constraints:
• Requires personnel to manage and
update.
• Two-way communication is not
real-time and feedback can be
limited

Question 15

Communication Model?

Answer 15

Communication models determine how information must flow from the sender to the receiver.

During the communication process, it is the responsibility of the sender to send information that is clear and complete so that the receiver receives the information correctly and understands it properly. The receiver is responsible for confirming that the information from the sender has been received, verifying the completeness of the message, and ensuring it has been understood properly. The project can be negatively impacted if the communication between the sender and receiver fails.

Question 16

The major components of the communication model include?

Answer 16

1. The sender
2. The receiver
3. The message

Question 17

Communication Technology?

Answer 17

Communication technology is any type of technology that is used for communicating information, including websites, email, instant messaging, phones, and video conferencing. Some technologies are instantaneous, while others take time; some are interactive, while others are one way only. Some provide a historical record of what was communicated, while others are transient

Question 18

What are the 11 factors that can influence the project team’s communication methods and their effectiveness?

Answer 18

1. Language barriers
2. Geographical factors
3. Technological
4. Cultural
5. Inter-organizational
6. Intraorganizational
7. Personal preferences
8. Rapport/relationship building
9. Message content
10. Criticality
11. Stakeholder requirements

Question 19

Language barriers?

Answer 19

When stakeholders span across countries, language can be one of the biggest barriers to effective communication. You must strive to find a common language or provide translators and interpreters who can ensure that the message is sent and received clearly. When language is a potential barrier, you might choose to use written or printed material that can be translated rather than spoken words that can be misinterpreted or misunderstood.

Question 20

Geographical factors?

Answer 20

When team members are scattered across time zones or global hemispheres, the time zone difference can affect the timely delivery of messages. It’s important to consider the message’s destination when choosing how and when you will communicate. Voice and video conferencing can help to bridge the geographical gap, but be careful to
avoid meeting when someone should be sleeping.

Question 21

Technological factor?

Answer 21

Having the appropriate technological resources will be important for everyone on the project team to be able to send and receive clear messages. Something as simple as making sure everyone has functioning speakers with little or no static can help to make your video calls go more
smoothly.

Question 22

Cultural factor?

Answer 22

When different cultures are involved, it’s important that the communication method be inclusive and take any cultural beliefs into consideration.

Question 23

Inter-organizational factor?

Answer 23

The method of communication between two or more organizations might be dictated in an official organization procedures manual, but most likely, it will depend on the parties involved, what needs to be communicated, how frequently the communication needs to happen, and
so on.

Question 24

Intraorganizational factor?

Answer 24

Within an organization, the communication methods and channels are probably well-defined; however, having an understanding of the most effective methods will be invaluable in conveying the message.

Question 25

Personal preferences factor?

Answer 25

Some team members might have a preference for email while others appreciate a phone call. Knowing the individual preferences can help you choose the best communication method.

Question 26

Rapport/relationship

building factor?

Answer 26

When the goal of communication is to build rapport or relationships, a personal touch is often more effective. A phone call or a personal email can be more persuasive than a mass email.

Question 27

Message content factor?

Answer 27

Some messages won’t be easy to deliver because they contain news that the receiver does not want to hear. In that case, you need to be ready for the variety of reactions to how the message is received. While it might be tempting to avoid conveying bad, or undesirable, news in person, that might be the best method to get your message across. Using a personal touch might provide the support that the receiver needs to actually hear the message.

Question 28

Criticality factor?

Answer 28

For project messages that are of the highest importance and critical to the success of the project, you will want to ensure that your communication method is appropriate.

Question 29

Stakeholder

requirements factor?

Answer 29

Documentation for official tracking and monitoring purposes might be the driving force for the chosen communication method.

Question 30

Communications Management Plan?

Answer 30

An effective communications management plan ensures that the right people receive the right information in the most appropriate format at the right time. Efficient communication means that the right amount of information and level of detail is given at the right time.

As a project manager, your communication plan needs to identify the audience (who), the types of information they should receive (what), the frequency (when), and the communication method and technology (how) that will be used.

Question 31

Communication Requirements?

Answer 31

Are the project stakeholders’ documented communication needs. They include relevant information that contributes to the success of a project and analysis of cost,
time, and logistics. Not all stakeholders will require the same amount, level, or timeliness of communication. The variances must be factored into the communication requirements.

Question 32

Communication Requirements Analysis?

Answer 32

Is an investigation that leads to a clear articulation of the
stakeholders’ communication needs and helps the project manager make effective choices regarding
the technologies to be recommended in the communications management plan. It should also
address special communication needs, such as time zones, communication preferences, functional or
hierarchical barriers, language barriers, technological barriers, and cultural differences, when working
with remote teams or team members. This analysis should take the form of a grid, questionnaire, or survey that documents the communication and technology requirements for each stakeholder. It will also enable the project manager to obtain buy-in from stakeholders and shape their perceptions by providing the right
information at the right time

Question 33

Communication Channels Calculation?

Answer 33

(n(n – 1)) / 2
where n = number of stakeholders

For example: 12 stakeholders: (12 x 11) / 2 = 66 communication channels

66 potential ways for a group of 12 stakeholders.

Question 34

What are some Situational Communication Responses?

Answer 34

Certain situations require specific responses on the part of the project manager, as described here.

• Personality conflicts between team members. Meet with the two team members separately and try to understand their individual issues and concerns. Then meet with them together to discuss and resolve the differences.
• The project is significantly behind schedule. Discuss the issue with the sponsor.
• Minor organizational changes have occurred. Discuss the issue with the project team during the team’s regular meeting.
• An important milestone has been successfully completed. Notify the sponsor and senior
management of the achievement.
• A team member leaves the organization. Discuss the team member’s exit and its effect on the
project during the team’s regular meeting.
• A team member passed away unexpectedly. Immediately hold an emergency meeting with
the project team to discuss its effect on the project.
• The main vendor is unresponsive. First meet with the vendor and review the contract
requirements and deliverables. Immediately following that, the sponsor should be notified. In
order to protect your legal standing, document your objections to the vendor in writing.
• Significant budget cuts have occurred. Call an emergency meeting of your project team and
announce the change and how it’s going to affect the scope, project, and resources needed for
the project. If required, also meet with the vendor and negotiate new contract terms.