PMP Terms: Communications Flashcards
Communications Management
includes the processes needed to make sure information on a project is effectively conveyed to stakeholders. This is done in two parts. The first is developing a strategy to ensure communication is effective for stakeholders and the second is to implement that strategy
Key Communications Activities
First is internal and external communications with stakeholders that fall inside and outside the project. An external stakeholder might be an inspector looking at an equipment installation. Second is formal and informal. Formal may include reports or contracts and informal may include websites and emails. Hierarchical communications & official or unofficial. Written communication or oral. verbal and non verbal communication
5C
The first is to use correct grammar and spelling. Then there’s the use of concise expression and wording. The third C is clear, purposeful expression directed at the reader. Next is coherent, logical flow of ideas, and last is controlling your words and ideas with graphics or summaries
Plan Communication Management
falls under the planning process group, and is the process of creating an appropriate plan for communicating with stakeholders based on their needs and the needs of the project.
Tools and Tech: Plan Communication Management
1 Expert judgment .2 Communication requirements analysis* .3 Communication technology* .4 Communication models* .5 Communication methods* .6 Interpersonal and team skills • Communication styles assessment • Political awareness • Cultural awareness .7 Data representation • Stakeholder engagement assessment matrix .8 Meetings
Outputs: Plan Communication Management
1. Communications management plan* .2 Project management plan updates • Stakeholder engagement plan .3 Project documents updates • Project schedule • Stakeholder register
Calculating Communications Channels
- Read the question and figure whether the PM is included.
2. The formula is N(N-1)/2
Manage Communications
Gather info and send to stakeholder is in the executing group
Communications Techniques
uu Sender-receiver models. Incorporating feedback loops to provide opportunities for interaction/participation and
remove barriers to effective communication.
uu Choice of media. Decisions about application of communications artifacts to meet specific project needs, such
as when to communicate in writing versus orally, when to prepare an informal memo versus a formal report, and
when to use push/pull options and the choice of appropriate technology.
uu Writing style. Appropriate use of active versus passive voice, sentence structure, and word choice.
uu Meeting management. Described in Section 10.2.2.6. Preparing an agenda, inviting essential participants, and
ensuring they attend. Dealing with conflicts within the meeting or resulting from inadequate follow-up of minutes
and actions, or attendance of the wrong people.
uu Presentations. Awareness of the impact of body language and design of visual aids.
uu Facilitation. Described in Section 4.1.2.3. Building consensus and overcoming obstacles such as difficult group
dynamics, and maintaining interest and enthusiasm among group members.
uu Active listening. Described in Section 10.2.2.6. Listening actively involves acknowledging, clarifying and
confirming, understanding, and removing barriers that adversely affect comprehension.
Tools and Tech of Manage Communication
1. Communication technology 2 Communication methods .3 Communication skills • Communication competence • Feedback • Nonverbal • Presentations .4 Project management information system .5 Project reporting .6 Interpersonal and team skills • Active listening • Conflict management • Cultural awareness • Meeting management • Networking • Political awareness .7 Meetings
Output Manage Communication
1 Project communications is the main output .2 Project management plan updates • Communications management plan • Stakeholder engagement plan .3 Project documents updates • Issue log • Lessons learned register • Project schedule • Risk register • Stakeholder register .4 Organizational process assets update
Monitor Communications
It is part of the Control Proccess Group
Tools and Tech
.1 Expert judgment .2 Project management information system .3 Data analysis • Stakeholder engagement assessment matrix- this is the main tool .4 Interpersonal and team skills* • Observation/conversation
