Project Communications Management Flashcards
Acknowledgement
The receiver signals that the message has been received. An acknowledgement shows receipt of a message, but not necessarily agreement with the message.
Active listening
The receiver confirms that the message is being received through feedback, questions, prompts for clarity, and other signs of confirmation.
Choice of media
The best modality to use when communicating that is relevant to the information being communicated.
Communication assumptions
Anything that the project management team believes to be true but hasn’t proven to be true. For example, the project management team may assume that all of the project team can be reached via cell phone, but parts of the world don’t have a cell phone.
Communication barrier
Anything that prohibits communication from occurring
Communication channels formula
N(N-1)/2, where N represents the # stakeholders. This formula reveals the total # of communication channels within a project.
Communication constraints
Anything that limits the project management team’s options. When it comes to communication constraints, geographical locals, incompatible communications software, and even limited communications technology can constrain the project team.
Communications management plan
A project management subsidiary plan that defines the stakeholders who need specific information, the person who will supply the information, the schedule for for the information to be supplied, and the approved modality to provide the information.
Decoder
The device that decodes a message as it is being received.
Effective listening
The receiver is involved in the listening experience by paying attention to physical cues from the speaker and perilingual characteristics, asking relevant questions.
Encoder
The device that encodes the message being sent.
Feedback
The sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, or other confirmation.
Influence/impact grid
Stakeholders are mapped on a grid based on their influence over the project in relation to their influence over their project execution.
Information presentation tools
A software package that allows the project management team to present the project’s health through graphics, spreadsheets, and text.
Informational retrieval system
A system to quickly and effectively store, archive, and access project information.
Interactive communication
This is the most common and most effective approach to communication. It’s where two or more people exchange information.
Lessons learned
This is documentation of what did and did not work in the project implementation. Lessons learned documentation is created throughout the project by the entire project team. When lessons learned sessions are completed, they’re available to be used and applied by the entire organization. They are now a part of the OPAs.
Medium
The device or technology that transports a message.
Noise
Anything that interferes with or disrupts a message.
Paralingual
The pitch, tone, and inflections in the sender’s voice affecting the message being sent.
Performance report
A report that depicts how well a project is performing,. Often, the performance report is based on earned value management and may include cost or schedule variance reports.
Project presentations
Presentations are useful in providing information to customers, management, the project team, and other stakeholders.
Project records
All the business of the project communications is also part of the OPAs. This includes emails, memos, etc.
Project reports
Reports are formal communications on project activities, their status, and conditions.
Pull communication
This approach pulls the information from a central repository, like a database of information. Pull communications are good for large groups of stakeholders who want to access project information at their discretion. Consider a project website where stakeholders can periodically drop by for a quick update on the project status.
Push communication
This approach pushes the information from the sender to the receiver without any real acknowledgement that the information was really received or understood. Consider letters, faxes, voicemail messages, e-mails, and other communications modalities that the sender packages and sends to receivers through some intermediary work.
Receiver
The person who receives the message.
Sender-receiver models
Feedback loops and barriers to communications
Stakeholder notifications
Notices to the stakeholders about resolved issues, approved changes, and the overall health of the project.
Status review meeting
A regularly scheduled meeting to discuss the status of the project and its progress toward completing the project scope statement.
Time reporting system
A system to record the actual time to complete project activities.
