Learning Outcome 4: Understanding communication within project management

Question 1

Purpose of the Communications Plan (Three):

Answer 1

1. Outlines the communication goals, objectives, strategies, and tactics for the project.
2. Ensures that everyone involved in the project has a shared understanding of the projects goals, timelines, deliverables and expectations.
3. Establishes the channels, frequency and tone of communication to project team & stakeholders.

Question 2

Benefits of the Communications Plan (five):

Answer 2

1. Use of most appropriate means - The communications plan will consider which medium is best suited to each situation and stakeholder.
2. More focussed communication to stakeholders - Communications are planned and tailored to convey the communicators meaning as accurately as possible to the target audience.
3. More consistent communication - Delivered in an approved format to insure that there is no conflict.
4. Systematic Improvement - Using feedback to identify barriers to communication are identified and mitigation identified.
5. Adherence to organisational governance and standards - Following organisational protocols to avoid communication errors, potential conflict and security breaches.

Question 3

Explain the relationship between stakeholder analysis and an effective Communication Management Plan

Answer 3

Stakeholder Analysis - Identifies and categorises stakeholders by their level of interest, power and influence on the project.
Communication Management - Enables the project manager to understand stakeholders needs and expectations to keep them engaged, informed and supportive of the project.

Question 4

What seven factors will Stakeholder Analysis consider:

Answer 4

1. The message to be communicated
2. Who is best placed to carry out the communication
3. What is the best form of message or method to motivate the target to engage
4. When and how often should communication take place.
5. What form of feedback should be solicited or expected.
6. What barriers can be identified and acted on in advance.
7. Which stakeholders should/should not communicate with each other.

Question 5

Seven factors that positively or negatively affect communication.

Answer 5

Physical
Psychological
Social
Cultural
Technological
Environmental
Emotional

Question 6

Six sources of conflict within a project:

Answer 6

1. Personality Clashes - Dealing with differences in communication styles, work ethics and values.
2. Role Ambiguity - Addressing conflicts arising from unclear roles and responsibilities.
3. Scope Creep - Managing changes in project scope to avoid conflict.
4. Resource Allocation - Balancing demands and constraints to avoid conflict
5. Timeline & Deadline Pressures - Addressing issues of time management and project schedule.
6. Budget & Financial Issues - Managing conflicts relating to budget and resources.

Question 7

Explain the four stages of planning and conducting negotiations

Answer 7

Stages of negotiation:
1. Preparation - Identification of issues to be negotiated, gathering of information, set goals and decide on strategy.
2. Opening - Introduction and statement of initial positions.
3. Bargaining - Exchange of offers and counter offers to find a solution.
4. Closing - Finalising the agreement including terms and conditions and follow up actions.

Question 8

Preparation - Determine:

Answer 8

1. Best Alternative To Negotiated Agreement (BATNA) - This is the course of action that you will take if you cannot reach an agreement with the other party.
2. Zone Of Possible Agreement (ZOPA) - The area of acceptable negotiation space.
3. Win-Win - Based on the principle of mutual gain, where both parties collaborate to find a solution that meets the interests of both parties. Achieving a win-win outcome requires effective communication, active listening, and a willingness to explore creative solutions.