Communications Flashcards
What is project communications management?
Developing strategies that enhance the effectiveness and accuracy of messages within the stakeholder community
What are the two parts to successful communication?
Development of communications plan based on the needs of the project and its stakeholders.
The actual messages that are generated during project work.
What are some factors of communication?
Space in which communication takes place
Verbal and nonverbal messages
Intended meaning of a message vs perceived meaning
What are communication mechanisms?
Written, spoken, formal or informal, gestures, media, choice of words, paper, electronic
What are dimensions of communication management?
Internal, external, formal, informal, hierarchical focus (upwards, downwards, horizontal), official, unofficial, written or oral
What are the 5 C’s of written communication?
Correct grammar and spelling
Concise expression and the 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 are some communication skills?
Listening actively
Awareness of cultural and personal differences
Identifying, setting and managing stakeholder expectations
Enhancing team members’ skills in persuasion, motivation, coaching, negotiation for mutually acceptable agreements, and conflict resolution
What are the processes that are a part of project communications management?
Plan communications management
Manage communications
Monitor communications
What are trends and emerging practices used in the project communications management process?
Inclusion of stakeholders in project reviews
Inclusion of stakeholders in project meetings
Increased use of social computing, allowing for different approaches to collaboration
Multifaceted approaches to communications
What are some tailoring considerations for project communications management?
Stakeholder communications Physical location Communications technology Language Knowledge management
What are some questions to ask for tailoring considerations?
“Are the stakeholders internal or external to the organization”
“What is the physical location of team members?”
“What technology is available to develop, record, transmit, retrieve, track and store communication artifacts?”
“Is one language used or many?”
“Does the organization have a formal knowledge management repository?”
What are some tailoring considerations for agile/adaptive environments for the project communications management process?
Fast paced communication technology
Posting project artifacts transparently and holding regular stakeholder reviews
More frequent communications
Colocating team members as much as possible
What is the purpose of plan communications management?
Create documented approach to engage stakeholders by presenting relevant information in a timely manner. Sets the stage for effective communication
What are some communication models?
Basic sender/receiver model = entails the assurance that the message is delivered
Interactive communication model = entails the message is delivered and understood
Cross-cultural model= acknowledges that differences in communication styles can be present due to differences in people
What are communication methods?
Interactive - real time exchange
Push - messages sent to specific people
Pull - require recipients to access the content on their own
What is the communication management plan?
Describes how project communications will be planned, structured, implemented and monitored for effectiveness. Includes stakeholder communication requirements, information to be communicated, escalation processes,etc.
What are inputs to the plan communications management process?
Project documents Organizational process assets Enterprise environmental factors Project management plan Project charter
What are outputs to the plan communications management process?
Project management plan updates
Communication management plan
Project documents updates
What are tools and techniques for the plan communications management process?
Interpersonal and team skills Communication models Meetings Communication methods Communication technology Communications requirements analysis Expert judgement Data representation
What is a stakeholder engagement assessment matrix?
Shows gaps between current and desired engagement levels of individual stakeholders. Can identify additional communication requirements to close these gaps.
What is the purpose of the manage communications process?
Ensures timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, disposition of project information. Ensures the information communicated is properly generated, formatted and received.
What are techniques for the manage communication process?
Sender-receiver models Choice of media Writing style Meeting management Presentations Facilitation Active listening
What are inputs to the manage communications process?
Enterprise environmental factors Project management plan Project documents Organizational process assets Work performance reports
What are outputs to the manage communications process?
Project management plan updates
Project documents updates
Project communications
Organizational process assets
What are some tools and techniques for the manage communication process?
Communications skills Communication methods Interpersonal and team skills Communication technology Meetings Project management information system Project reporting
What is the purpose of the monitor communications process?
Ensures the right information is getting to the right place at the right time
What are inputs to the monitor communications process?
Project documents Work performance data Organizational process assets Enterprise environmental factors Project management plan
What are outputs to the monitor communications process?
Project documents updates
Work performance information
Project management plan updates
Change requests
What are some tools and techniques for the monitor communications process?
Project management information system Interpersonal and team skills Meetings Expert judgement Data representation
