Communication

Question 1

What is a communication management plan?

Answer 1

A communication management plan is a document that identifies what information is to be communicated to whom, why, when, where, through which medium and the desired impact. It forms part of the project management plan. It will typically be created by the PM in the definition phase. It should identify internal and external stakeholders, and be a live document.

Question 2

Explain the relationship between stakeholder analysis and an effective communication management plan

Answer 2

Stakeholder analysis can inform the communication management plan by:

1. Understanding their level of interest and power in the project, allowing a strategy to be developed to ensure they are engaged in an appropriate way (what, when, how etc.)
2. To ensure high power, high interest, positive attitude stakeholders can be communicated regularly, to keep them on side and engaged. Whereas low interest, low power stakeholders may be communicated to on an ad hoc basis.
3. Once stakeholder attitudes towards the project are analysed, this may influence the communication plan to leverage a positive, high power stakeholder to influence a negative one for example.

Question 3

Which factors can positively affect communication?

Answer 3

+ An engaging, well prepared message which resonates, and uses familiar language.

+ Good timing o the message, which shows why it is relevant to them.

+ Non-verbal communication (face to face, video etc)

+ Common language, and translation, using questions to confirm understanding.

+ Right person to deliver the message

+ The right environment (safe, appropriate, right facilities)

+ Good, clear, rehearsed medium. E.g. presentation style, fonts, timing etc.

Question 4

What is the definition of communication?

Answer 4

The process of exchanging information and confirming there is a shared understanding.

Question 5

What are the benefits of a communication plan?

Answer 5

1. Documents the agreement between stakeholders so that everyone understands the communication required from one another.
2. Creates efficiency and ease. Knowing which channel will be used (e.g. email, scheduled phone calls or forums), sharing of files etc.
3. Tailors communication to suite stakeholders needs. For example, the client may prefer personal phone calls to update them, rather than a detailed written report.
4. Increased effectiveness of communication. The right information, to the right stakeholders at the right time.

Question 6

What is meant by stakeholders, and stakeholder analysis?

Answer 6

Stakeholders are individuals or groups who have an interest or role in the project, programme or portfolio, or are impacted by it.

Stakeholder analysis is the identification of stakeholder groups, their interest levels and ability to influence the project or programme.