Chapter 10. Communications Management Flashcards
What does Communications Management refer to?
The tasks relation to producing, compiling, sending, storing, distributing and managing project records. It requires that you accurately report on the project status, performance, change and earned value, and that you pay close attention to controlling the information to ensure that the communication management plan is working as intended.
Keeping stakeholdings properly informed throughouth the project.
What are the processes of Communications Management?
Plan Communications Management
Monitor Communications
Manage Communications
What are the outputs of each process of Communications Management?
Plan Communications Management - Communications Management Plan
Monitor Communications - n/a
Manage Communications - Project Communications
What are the process groups in Communications Management?
Planning - Plan Communications Management
Executing - Manage Communications
Monitoring & Controlling - Monitor Communications
What does the Communications Management Plan establish?
- How often communications will be distributed and updated
- In what forms the communications will be distrubed (i.e. email, meetings, printed copy, websites, etc.)
- What information will be included in the communications
- Which project stakeholders will receive these communications
It sets stakeholders’ expectations, letting them know what information they will receive, when and how they will receive it.
What are the inputs of the Plan Communications Management process?
Project Charter
Project Management Plan, specifically the stakeholder engagement plan.
Project Documents, specifically the stakeholder register
Enterprise Environmental Factors
Organizational Process Assets
What are the tools of the Plan Communications Management Process?
Expert Judgement
Communication Requirements Analysis
- which stakeholders should receive project communicaitons, what communications they should receive, how they should receive them and how often
- communication channels/paths of communication
Communication Technology Communication Models Communication Methods Interpersonal and Team Skills Data Representation Meetings
Formula for calculation communication channels:
n x (n-1) / 2
where n = the number of people on the project
see. p 442 for more information & graphic
Depending on number of channels, may be necessary for PM to determine who can officially communication with the customer or key subcontractors.
What is a communication model?
A formal way of understanding how messages are sent and received, defining the responsibilities between the send and the receiver.
What are the sender’s responsibilities in a communication?
- encode the message clearly
- select a communication method
- send the message
- confirm the message was received and understood by the receiver
What are the receiver’s responsibilities in a communication?
- decode the message
- acknowledge / confirm the message was received
- respond and give feedback
What is noise?
Anything that can interfere with a message’s transmission.
What are some examples of communicaton “noise”?
language cultural differences method of transmission distance bias
Different ways of communicating:
Active Listening
Effective Listening
Feedback
Nonverbal - body language, facial expressions, posture, hand motions
Paralingual - vocal but not verbal (tone of voice, volume, pitch)
Communication Blockers - anything that interferes with the sending encoding the message or with the receive decoding it, i.e. anything that disrupts communication channels.
Communication Methods:
Informal Written Formal Written Informal Oral Formal Oral Internal External Official Unofficial
see. p 446 for more info.