Communications Management Flashcards
Plan Communications Management
2.7.1 Planning Process Area, Comms Mgmt KA
The process of developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements, and available organizational assets
Inputs: Project Charter, Project Management Plan, Project Documents, EEF, OPA
Tools & Techniques: Expert Judgement, Communication Requirements Analysis, Communication Technology, Communication Models, Interpersonal and Team Skills, Data Representation, Meetings
Outputs: Communications Management Plan, Project Management Plan Update, Project Documents Update
Communications Model
2.7.1 Plan Communications Management
Encode
Decode
Noise - Interference that can alter your message
Communication Requirements Analysis
2.7.1 Plan Communications Management TT
The analysis of the communication requirements determines the information needs of the project stakeholders
Communication Channel Formula
2.7.1 Plan Communications Management TT
[n(n-1)] / 2
Communications Models
2.7.1 Plan Communications Management TT
Basic comms model consists of two parties, defined as sender and receiver. Medium is the technology medium and includes the mode of communication while noise includes any interference or barriers that might compromise the delivery of the message.
Encode > Transmit Message > Decode > Acknowledge > Feedback/Response
Communication Technology
2.7.1 Plan Communications Management TT
Methods used to transfer information among project stakeholders. Factors that can affect the choice of comms technology:
- Urgency of the need for information
- Availability of Technology
- Ease of Use
- Project Environment
- Sensitivity and Confidentiality of Information
Communication Methods
2.7.1 Plan Communications Management TT
Interactive - between two or more parties performing multidirectional exchange of information
Push - Sent to specific recipients who need to receive he information
Pull - Used for very large volumes of information, or for very large audiences, and requires the recipients to access the communication content at their discretion
Manage Communications
3.7.2 Manage Communications - Executing Process Area, Comms Mgmt KA
Process of creating, collecting distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan.
Inputs: Project Management Plan, Project Documents, Work Performance Reports, EEF, OPA
Tools & Techniques: Communication Technology, Communication Models, Communication Skills, Project Mangement Information System, Project Reporting, Interpersonal and Team Skills, Data Representation, Meetings
Outputs: Project Communications, Project Management Plan Update, Project Documents Update, OPA Update
Formal Written Communicatoin
3.7.2 Manage Communications TT
Any time you’re signing a legal document or preparing formal documentation for your project. Blueprints, specifications, and all other project documents are formal written communications
Any time you see anything that has to do with a contract, you should always use formal written
Informal Written
3.7.2 Manage Communications TT
If you drop someone a quick email or leave her a memo or sticky notes
Formal Verbal
3.7.2 Manage Communications TT
If you ever have to give a presentation to update people on your project
Speeches and prepared talks are formal.
Informal Verbal
3.7.2 Manage Communications TT
Just calling someone up to chat about your project, meetings, hallway chats, and planning sessions
Nonverbal Communication
3.7.2 Manage Communications TT
Gestures, facial expressions, and physical appearance while you are communicating your message
You do more nonverbal than verbal communicating
Paralingual Communication
3.7.2 Manage Communications TT
The tone and pitch of your voice when you’re talking to people
Feedback
3.7.2 Manage Communications TT
When you respond to communication
When you give a lot of feedback to someone who is speaking, that’s called active listening
Information Management System
3.7.2 Manage Communications TT
A tool that you use to get the message out
- Hard-copy documentation management: letters, memos, reports, press releases
- Electronic communications management: email, fax, voicemail, telephone, video, web conferencing
- Electronic project management tools - web interfaces to scheduling and project management software, meeting and virtual office support software, portals, and collaborative work management tools
Performance Reporting
3.7.2 Manage Communications TT
The act of collecting and distributing performance information, including status reports, progress measurements, and forecasts. This involves the periodic collection and analysis of baseline versus actual data to understand and communicate the project progress and performance, as well as to forecast project results.
Lessons Learned
3.7.2 Manage Communications Output
All of the corrective and preventative actions that you have had to take on your project, and anything you have learned along the way.
Monitor Communications
4.7.3 Monitoring & Controlling Process Group, Comms Mgmt KA
The process of monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met
Inputs: Project Management Plan, Project Documents, Work Performance Data, EEF, OPA
Tools & Techniques: Expert Judgement, Project Management Information System, Data Analysis, Interpersonal and Team Skills, Meetings
Outputs: Work Performance Information, Change Requests, Project Management Plan Update, Project Documents Update
Takes the outputs from the executing process in Manage Comms and turns them into work performance information
Work Performance Information
4.7.3 Monitor Communications Output
Organizes and summarizes the performance data gathered. This data typically provides status and progress information on the project at the level of detail required by the various stakeholders. This info is then communicated to appropriate stakeholders
Change Requests
4.7.3 Monitor Communications Output
The monitor comms process often results in the need for adjustment, action, and intervention. As a result, change requests will be generated as an output.
