Communication Management Flashcards
Communication model
3 parts; the sender, the message, and the receiver
Each message is encoded by the sender and decoded by the receiver and factors would influence the way a receiver decodes a message like language environment etc
Effective communication / communication factors
Sender should encode a message carefully to determine which communication message to use to send it and the following communication factors
Nonverbal - portion of in-person communication that is nonverbal “body language”
Paralingual - pitch and tone of voice to help convey a spoken message
Words - the words and phrasing the sender chooses are an essential component to the message
Effective listening
Watch the speaker to pike up physical gestures and facial expressions focus on the content of the message and use active listening
Communication technology
Ways to communicate
Example face to face interactions telephone fax mail email instant message meetings
Communication methods
Interactive communication - method that is reciprocal and can involve 2 or many people; conversations, meetings, instant messages
Push communication - involves a one way stream of information sender provides information and does not expect feedback; status reports email updates blogs
Pull communication - information is placed in a central location and recipients are responsible for retrieving or pulling the information from that location; sending large documents
Communication channels
N ( N - 1 ) / 2
N is the number of people
Communication management plan
Documents how you will manage and control communications
What, why, who, method, responsible person, when / how often
Communication blockers
Culture Language Hostility Making negative statements Improper encoding of messages Distance between those communicating Noisy surroundings
Performance reporting reports
Status reports - where the project currently stands regarding the performance measurement baseline
Progress reports - what has been accomplished
Trend report - project results over time to see if performance is improving or deteriorating
Forecasting report - predicts future project status and performance
Variance report - compares actual results to baselines
Earned value report - integrates scope cost and schedule measures to assess project performance
Lessons learned documentation - reports on performance are used as lessons learned for future projects
Communication types
Formal written - complex problems, project management plan, project charter communicating over long distances
Formal verbal - presentations, speeches
Informal written - email handwritten notes, text messages, instant messaging
Informal verbal - meetings, conversations
Can the pm control all communication?
Should the pm try to control communication?
How much time should a Pm spent communicating?
No
Yes otherwise changes, miscommunication unclear directions and scope creep can occur
90%
