Chapter 10 Flashcards
The processes necessary to ensure that the information needs of the project and its stakeholders are met through development of artifacts and implementation of chicories designed to achieve effective information exchange.
Project communication management
What are the two parts of project communication management?
Developing a strategy to ensure communication is effective for stakeholders
Carrying out the activities necessary to implement the communication strategy
What are the project communication processes?
Plan communication management
Manage communications
Monitor communications
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 needs of the project.
Plan communications management
The process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, wnd the ultimate disposition of project information.
Manage communication
The process of ensuring the information needs of the project and its stakeholders are met.
Monitor communications
What is communication?
The exchange of information, intended or involuntary.
What are mechanisms by which information can be exchanged?
Written form Spoken Formal or informal Through gestures Through media Choice of words
Information can be exchanged in the form of?
Ideas
Instructions
Emotions
What are some examples of communication activities?
Meetings
Presentations
What are some examples of communication artifacts?
Emails
Social media
Project reports
Project documentation
What are some dimensions of communication activities ?
Internal External Formal Hierarchical focus Official Unofficial Written and oral
What are the different hierarchical focuses for communication activities?
Upward- senior management stakeholders
Downward- the team and others who will contribute to work of the project
Horizontal- peers of the project manager or team
How can misunderstandings be reduced ?
Through the 5Cs of written communication in composing traditional written or spoken messages.
What are the 5C’s of traditional (non-social media) written or spoken messages?
- 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
What communication skills support the 5Cs of communication?
- Listening Actively
- Awareness of cultural and personal differences
- Identifying, setting, and managing stakeholder expectations
- Enhancement of skills
What are the fundamental attributes of communication?
Clarity on the purpose of the communication-defining it’s purpose
Understanding as much as possible about the receiver of the communications, meeting needs, and preferences
Monitoring and measuring the effectiveness of the communication
What are some trends and emerging practices in project communication management?
Inclusion of stakeholders in project reviews
Inclusion of stakeholders in project meetings
Increased use of social computing
Multifaceted approaches to communication
How is communication in an agile/ adaptive environment?
Communication is done frequently and quickly to keep up with elements of ambiguity and change
What are some tailoring considerations for project communication management?
Stakeholders Physical location Communication technology Language Knowledge management
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.
Plan communication management
What is the key benefit of the plan communications management process?
A documented approach to effective ply and efficiently engage stakeholders by presenting relevant information in a timely manner.
When should the communications management plan be reviewed and or modified?
When the stakeholder community changes or at the start of each new project phase.
When is communications planning typically performed on most projects?
Very early, during stakeholder identification and project management plan development.
What are the tools and techniques for plan communications management?
- Expert judgment
- Communication requirements analysis
- Communication technology
- Communication models
- Communication methods
- Interpersonal and team skills
- Data representation
- Meetings
What does Communication requirements analysis do ?
Determines the information needs of the project stakeholders
How are communication requirements defined for analysis
Combining the type and format of information needed with an analysis of the value of the information
What are factors that can affect the choice of communication technology?
- Urgency of the need for information
- Availability and reliability of technology
- Ease of use
- Project environment
- Sensitivity and confidentiality of the information
What is the most basic liner form of communication?
Sender and receiver
What is the sender received communication model concerned with?
That the message I delivered, rather than understood.
What is the sequence of steps in a basic communication model is?
Encode
Transmit message
Decode
What are additional steps in the interactive communication model?
Acknowledge
Feedback/response
When has communication been successful ?
When the sender perceives that the feedback matches the original message.
What is the receiver responsible for in communication?
The info is received in entirety, interpreted correctly, and acknowledged or responded to appropriately
What is the sender responsible for in communication?
Transmission of the message, ensuring the information being communicated is clear and complete , and confirming the message is correctly interpreted.
This communication method is between two or more parties performing a multidirectional exchange of information in real time.
Interactive communication
This communication method entails sending or distributing directly to specific recipients who need to receive the information . (Ensures distribution to receipts that is all not receipt or understanding )
Push communication
What communication artifacts are considered forms of interactive communication
meetings, phone calls, instant messaging, some forms of social media, and videoconferencing
This communication method is used for large complex information sets, or for large audiences, and requires the recipients to access content at their own discretion subject to security procedures.
Pull communication
What are some examples of pull communication methods?
Web portals Internet sites E-learning Lessons learned databases Knowledge repositories
This type of information is exchanged between individuals, typically face to face.
Interpersonal communication
This type of communication usually occurs with groups of around three to six people.
Small group communication
What is public communication?
When a single speaker addresses a group of people.
With this type of communication, there is a minimal connection between the person or group sending the message and the large , sometimes anonymous groups for whom the information is intended.
Mass communication
What is networks and social computing communication?
A communication approach that supports emerging communication trends of many-to-many supported by social computing technology and media.
A technique used to asses communication styles and identify the preferred communication method, format, and content for planned communication activities .
Communication style assessment
What does a communication styles assessment often follow?
A stakeholder engagement assessment.
Who is a communication style assessment often used on?
Unsupportive stakeholders
Describe political awareness in the plan communications management process ?
Political awareness helps the project manger to plan communication based on the project environment as well as the organizations political environment.
I.e. understanding power relationships
Describe cultural awareness in the plan communications management process ?
An understanding of the difference between Individuals, groups, and organizations and adapting the projects communication strategy in the context of these differences.
This displays gaps between current and desired engagement
levels of individual stakeholders
Stakeholder engagement assessment matrix
A component of the project management plan that describes how project communications will be planned, structured, implemented, and monitored for effectiveness.
Communications management plan
The process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information.
Manage communications
What is the key benefit of the manage communications management process?
It enables an efficient and effective information flow between the project tea, and the stakeholders.
In this process communication goes beyond the distribution of relevant information and seeks to ensure that the information being communicated to project stakeholders has been appropriately generated and formatted and received by the intended audience.
Manage communication
In this process stakeholders can make requests for further information, clarification, and discussion.
Manage communications
What are some techniques for and considerations for effective communications management?
Sender-receiver models Choice of media Writing style Meeting management Presentations Facilitation Active listening
What are sender-receiver models?
When one incorporates feedback loops to provide opportunities for interaction/participation and remove barriers to effective communication.
Describe choice of media.
Decisions about application of communications artifacts and choice of appropriate technology .
I.e. writing vs. oral communication
I.e. memo vs. formal reports
Etc.
What process are work performance reports circulated to the project stakeholders?
Manage Communications process
Communication methods should be…
Flexible
In case stakeholders change , needs or expectations change
Coaching, mentoring and negotiating are all examples of what?
Feedback
Information about reactions to communications, a deliverable, or a situation.
Feedback
A combination of tailored communication skills that considers factors such as clarity of purpose in key messages, effective relationships and information sharing, and leadership behavior.
Communication competence
Taking what into consideration can make a presentation successful?
The audience, their expectations, and needs
The needs and objectives of the project and project team
What are some communication techniques that can be used in the manage communication process?
Communication competence
Feedback
Nonverbal
Presentations
What are some tools used to manage and distribute project information?
Electronic project management tools
Electronic communications management
Social media management
What are electronic project management tools?
Project management software, meeting and virtual office support software, web interfaces, specialized project portals and dashboards, and collaborative work management tools.
Describe electronic communications management
Email, fax, and voice mail, audio, video and web conferencing, and websites and web publishing
Websites and web publishing; and blogs and applications, which offer the opportunity to engage with stakeholders and form online communities.
Social media management
The act of collecting and distributing project information.
Project reporting
What type of project reporting comes from the manage communications process?
Ad hoc reports, project presentations, blogs, etc.
What are Interpersonal and team skills that can be used for the manage communications process?
Active listening Conflict management Cultural awareness Meeting management Networking Public awareness
What are some techniques of active listening?
Acknowledging Clarifying Confirming Understanding Removing barriers that adversely affect comprehension
What steps should be taken for meeting planning?
Prepare and distribute the agenda stating meeting objectives
Meeting starts and ends as published
Appropriate participants are invited and attend
On topic
Expectations, issues and conflicts are managed during the meeting
Actions and owners of actions recorded
The process of ensuring the information needs of the project and its stakeholders are met.
Monitor communications
What communications process ensures the right message with the right content (the same meaning for the sender and receiver) is delivered to the right audience , through the right channel and at the right time?
Monitor communications process
How can data be represented when monitoring communications?
By using a Stakeholder engagement matrix
What interpersonal and team skills can be used to monitor communications?
Observation and conversation
