LO4 Understanding communication within project management Flashcards
Communication Plan
What is communication within a project?
What’s included in a communication plan?
What are the benefits, to a project, of a communication plan?
Who creates the communication plan?
When is the communication plan created?
What is communication within a project?
- Communication is the process of exchanging information and confirming there is shared understanding
What’s included in a communication plan?
What are the benefits, to a project, of a communication plan?
- The most appropriate communication media is used
Ensures the message is received and understood by Stakeholders
Increases the chance of stakeholder engagement
Communication plan will consider which media is best for which situation and stakeholder
For example, A housing tenant and the sponsor OR Effectable Admin Team and a Occupational therapist
- More focused communication media is used
Avoiding Mass communication where receivers are swamped with information where only certain messages might be relevant to them
Messages are therefor planned and tailored to ensure the message is as clear as possible for the target audience
Right information at right time ensures messages are more likely to be read by recipients
For example sending emails to only the people that need the information
- More consistent communication
Communication is planned in advance
Messages delivered using a framework that is agreed and approved in advance
Example being assigning the specific responsibilities for communication in the project
The result being that stakeholders do not receive conflicting messages from different areas of the project
- Communication can be systematically improved
Free flowing feedback channels are planned into the communication structure
Communication barriers can be identified and eliminated resulting in communication being conducted more effectively
Who creates the communication plan?
When is the communication plan created?
Relationship between Stakeholder analysis and an effective communication plan
Stakeholder analysis process?
How does each section help to create an effective communication plan?
Stakeholder analysis process?
Identify stakeholder
Analyse Influence and interest that the stakeholder has on the project
RACI Matrix Diagram
How does each section help to create an effective communication plan?
- Influence and interest diagram
High influence and low interest stakeholders are different to Low influence and high interest
Initial influence and interest of a stakeholder may not be understood until the project has begun and in the later stages of the project
It is not until the communication process starts that the true interest and influence of a stakeholder can be confirmed
Each communication process will differ depending on what project situation you are in.
- RACI Matrix Diagram
Creating a RACI Diagram helps to understand which stakeholder is responsible, accountable, consulted or informed of each task within the process.
This helps to create an effective communication plan because messages can be tailored to the stakeholder depending on their role within the RACI diagram.
For example if a stakeholder is responsible then the message will need to be more direct and urgent whereas if a stakeholder in informed then the message will be less direct and urgent.
State sources of conflict within a project
What is a source of conflict?
When can they arise?
Where do they originate from?
How can you resolve a conflict?
What is a source of conflict?
Conflict is described as different objectives and attitudes between 2 or more parties
Differing opinions and/or opposing interests
Conflict can be with the task being undertaken, the process used to perform the task or relationships between people
When can they arise?
- Concept Phase - Business need, Business case approval, stakeholder influence
- Definition Phase - Priority of requirements, PMP approval
- Deployment Phase - plans, processes and methods
- Transition Phase - Failure to agree acceptance
How can you resolve/Address a conflict?
Conflict should be seen as a opportunity to add value
PM should take a conflict resolution perspective, rather then conflict being perceived as negative
Common model to use when managing and resolving conflict is the Thomas Kilmann Model
THOMAS KILMANN MODEL:
Think about conflict using 2 dimensions - The desire to achieve ones own objectives VS desire to meet the needs of others
Compete - High Desire to meet own Objectives vs Low desire to meet the needs of other. USES: When quick decisive action is vital
Collaborate - High desire for own objectives and to meet needs of others. USES: When meeting an integrative solution is important
Avoid - Low desire to meet own objectives vs low desire to meet needs of others
Accommodate - low desire for own objectives vs high desire to meet the needs of other
Compromising -
