Communication within Project Management

Question 1

Benefits of a project communication plan

Answer 1

• Enhances stakeholder engagement.
• Ensures the right information is provided.
• Clear timing for the message.
• Ensures the best communication method is used for the message.
• Consistent communication throughout the team.

Question 2

Relationship between Stakeholder Analysis & a Communication Plan

Answer 2

• High power, high interest = regular comms to keep on side
• Low power, low interest = monitored with ad hoc comms
• High power, low interest = monitor regularly & anticipate needs
• Plan who should deliver comms, how and when for each stakeholder.

Question 3

Factors that affect communication

Answer 3

• Specific words (technical) & overall wording/tone
• Tone/volume
• Movement/facial expression
• Organisational structure/hierarchy
• Time zones
• Physical location/environment

Question 4

Sources of conflict in a project

Answer 4

• Concept
  ○ Business case approval
  ○ Stakeholder influence
• Definition
  ○ Priority of requirements
  ○ PMP approval
• Deployment
  ○ Resource availability & commitment
  ○ Agreeing deadlines & completion
• Transition
  ○ Failure to agree project acceptance
  ○ Lack of confirmation of formal closure
• Adoption/Benefits realisation
  ○ Output not adopted as BAU
  ○ Disagreements over benefits measurement

Question 5

Explain how to address conflict (Thomas Kilmann Conflict Model)

Answer 5

• Assertiveness: meeting own needs
• Cooperativeness: meeting others’ needs
  • Competing: use in an emergency when a quick decision is vital
  • Collaborating: use when both concerns are important, and gaining commitment is vital
  • Avoiding: use with unimportant issues or when avoiding disruption is vital
  • Accommodating: use when the issue is more important to others than to self, and when harmony is key
  • Compromising: use when goals are important, but not at the expense of harmony

Question 6

Explain how to plan/conduct negotiations

Answer 6

• ZOPA: range where both Buyer & Seller will agree (Zone of Potential Agreement); area between Buyer’s BATNA & Seller’s BATNA
• BATNA: beyond the Buyer or Seller’s boundaries, where they will walk away, e.g. to do business with someone else, or for a different item (Best Alternative to Negotiated Agreement)
• Win-Win: a collaborative approach where both parties are satisfied, which can take product value/storage or other benefits into account as well as price