Module 5 Terms Flashcards
Project Communications Management
Includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information.
Plan Communications Management Process
The process of developing an appropriate approach and plan for project communications
based on stakeholder’s information needs and
requirements and available assets.
Key Benefit of Plan Communications Management Process
It provides the approach to communicate most effectively and efficiently with stakeholders
Communication Requirements Analysis
An analytical technique to determine the information needs of the project stakeholders through interviews, workshops, study of lessons learned from previous project, etc
Number of Communication Channels Formula
n(n-1)/2
Where n is the number of stakeholders
Communication models
A description, analogy, or schematic used to represent how the communication process will be performed for the project.
Communication methods
A systematic procedure, technique, or process used to transfer information among project stakeholders.
Sender
Who conveys a message and is responsible for making the content clear and complete. The sender is also responsible for confirming that the receiver understands the message correctly.
Encoding
Translating ideas into language, usually written or verbal language.
Message
The output of encoding
Medium
The means of conveying the message. Sometimes the medium is referred to as the channel.
Decoding
Translating the message into meaningful thoughts and ideas.
Receiver
The recipient of the message, responsible for decoding the message and providing feedback. The receiver is responsible for making sure that the entire message is received and understood by encoding a message back to the sender conveying that
Acknowledge
Confirming receipt of the information. Acknowledging receipt does not imply agreement, but only receipt.
Feedback/response:
After the communication has been received and understood,
the receiver may send a message with thoughts and ideas about the message.
The sender is responsible for making the information clear, unambiguous, and complete so that the receiver can receive it correctly.
The sender is also responsible for confirming that the information is properly understood.
Noise (in context of managing communications)
Anything that interferes with the transmission and understanding of the message. This can include but is not limited to static, distractions, preconceptions and stereotypes, cultural norms, malfunctioning transmitting equipment, or anything that deteriorates or causes a barrier to successful transmission
Types of Communication Methods (Name all 3)
Communication methods include push, pull, and interactive communication
Push (Communication Method)
Communication sent to receivers, comprising a sender, medium, and message. It does not necessarily reach the receiver for decoding. This includes memos, e-mails, reports, voice mail, and so forth.
Pull (Communication Method)
Information sought by the receiver. In other words, the receiver actively searches for the information. This can include a team member going to an intranet to find communication policies or templates, running Internet searches, and using online repositories
Interactive Communication (Communication Method)
Sender and receiver exchanging information. This occurs in conversation, phone calls, meetings, and the like. This is the most effective and common form of communication.
Communications Management Plan
Before the communications management plan is published, it should be reviewed and accepted by all affected stakeholders. It should be referenced early in the project so the team fully understands what information would be shared, how often, who will be using it, and what methods are most effective for various audiences
Components of a Communications Management Plan
Stakeholders List, Methods of Communication Identified, Training/frequence of communications/reporting, Glossary of terms and acronyms requirements stated
Common Communication Skills
Listening Skills, Culture, Intelligence, Knowledge base, semantics, body language, personality, situational considerations, emotional status, authority/position, common sense, perceived credibility, frame of reference
Typical Communication Style - Authoritarian
Gives expectations and specific guidance
Typical Communication Style - Promotional
Cultivates a team spirit
Typical Communication Style - Facilitating
Gives guidance as required, is noninterfering
Typical Communication Style - Judical
Uses sound judgement
Typical Communication Style - Concilatory
Is friendly and agreeable, build compatible teams
Typical Communication Style - Ethical
Is honest, fair, and by-the-book
Typical Communication Style - Secretive
Is not open or outgoing
Typical Communication Style - Disruptive
Breaks apart the unity of the group.
Typical Communication Style - Intimidating
Acts as the tough guy, can lower morale
Typical Communication Style - Combative
Is eager to fight or be disagreeable
Manage Communications Process
The process of creating, collecting, distributing, toring, retrieving, and the ultimate disposition of project information in accordance with the communications management plan
Manage Communications Process Benefit
It enables an efficient and effective communications flow between project stakeholders
Examples of Project Communications
Performance Reports, Status of Deliverables, Schedule Status, Cost Status
Factors that might impact the effectiveness of communication
Urgency, Delivery Options, Accuracy, Confidentiality
Project Management Information Systems - Information Management Systems (IMS)
Facilities, processes, and procedures used to collect, store, and distribute information between producers and consumers of information in physical or electronic format.
Managing Project Information - Hard Copies
Reports, Memos, Plans
Managing Project Information - Electronic Communicatinos
Telephone, Web Conferencing, File Servers
Managing Project Information - Electronic Project Management Tools
Desktop Management software, Entreprise Project Mangement Software, Portals
Performance Reporting
The analysis of performance information to understand and
communicate project performance.
Monitor Communications Process
The process of monitoring communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met
Monitor Communications Process Benefit
Ensures that an optimal information flow among all communication participants.
The monitoring communications process ensures that the communications management plan gets information out to the stakeholders efficiently and effectively
Issue Log
Helps ensure an understanding of the issues and helps monitor the responsibilities for the issues
Meetings Goals and Benefits
Well planned and communicated meetings facilitate better progress towards the meeting goals.
A common tool to communicate a meetings purpose and objectives beforehand is through a meeting agenda.
Project Risk Management
Includes the processes of conducting risk management planning, identification, analysis, response planning, and controlling risk on a project.
Project Risk Management Term - Risk
A measure of uncertainty, associated with the probability and consequence of achieving or not achieving a defined project goal