TEN - Communications Management Flashcards
What does the Plan Communications Management (P) process consider?
It considers how to develop a plan for project communication activities which is based on the info needs of stakeholders and the needs of the project. Includes planning what information will be communicated, to whom, when, using what method, and how frequently.
What are the 4 types of communication?
Formal Written - PM Plan, formal documents (charter), reports
Formal Verbal - Presentations, planned meetings, stakeholder briefings
Informal Written - emails, texts, social media, IM, websites, handwritten notes
Informal Verbal - Unscheduled meetings, conversations, casual discussions
What are the 5 Cs of Communication?
Correct grammar and spelling; Concise and well-crafted; Clear and purposeful; Coherent and logical; Controlled flow of words and ideas;
What are the inputs to Plan Communications Management (P)?
PM Plan - Requirements, configuration, stakeholder, change
Project Documents - Stakeholder register, requirements documentation
EEFs - Culture and expectations
OPAs - Established procedures and policies for communication, LL,
What are Tools and Techniques for Plan Communications Management?
Meetings, data representation, interpersonal and team skills, expert judgement, and communication requirements analysis
Communication Channels, Communication Models, Communication Technology, Communication Methods
What does Interactive Communication Model include?
3 Main components: sender, receiver, and confirmation that the message is correctly understood. Each message is encoded by the sender and decoded by the receiver.
What is noise in a communication model?
Factors that interfere with the receiver’s ability to understand a message (receiver’s perception, everyday distractions, or even a lack of interest)
What does the communications management plan include?
It provides guidance on to stakeholder’s regarding what to communicate and when to communicate it, and also includes direction on how to confirm understanding and receipt of communications
Communication Technologies
Can include face-to-face, over the phone, skype, in writing, instant messaging, etc
What are Communication Methods?
Interactive Communication: Recipricol communication involving two or more people. One provides info, others receive it and then respond (phone calls, IM)
Push Communication: One-way stream of info involving two or more people. Sender provides info to those who need it, but do not expect feedback from the recipients (status reports, memos, blogs)
Pull Communication: Sender places info in central location. Recipients are responsible for retrieving the info
What is Communications Requirements Analysis?
Help PM correctly understand stakeholder’s info requirements ensuring communication needs are met.
What info is used to determine and analyze communication requirements?
Stakeholder register, Stakeholder engagement plan, Location of Stakeholders, Number of communication channels
what are the outputs of Plan Communications Management?
Communications Management Plan, Updates to the PM plan, updates to project documents - schedule and stakeholder register
What is the Communications Management Plan?
Documents both the communication needs of stakeholders and a strategy for meeting those needs. It should ensure that info gets to the people who need it in a clear and understandable way.
How a PM will manage and monitor communications. Components of the plan include what communications should be prepared, disseminated, and received among all stakeholders, how communications should be named and stored, who has access to communications, who has the ability to edit comms, and who has responsibility for sending and receiving project comms. Also includes info on how the effectiveness of comms will be evaluated.
What does Manage Communications (E) involve?
Many stakeholders will require info about the project. These needs are met in Manage Communications through the distribution of communications artifacts, such as reports, graphics, and emails, as well as through meetings an in-person communication. Also includes making sure info is flowing back and forth on project in accordance with plan. This process is about facilitating effective communication. Also includes providing opportunities for stakeholders to request additional info/clarification.
What are the inputs to manage communications?
PM plan, communications management plan, project documents, work performance reports, EEFs, OPAs
Work Performance reports in Manage Comms
Work performance reports are an output of M&C Project Work in integration management. These reports provide analyzed data and info in a format that can be communicated to stakeholders
What are Tools and Techniques of Manage Comms?
Interpersonal and Team skills, Meetings, Project Reporting, Communication technology and methods, communication skills, PMIS, project reporting
Interpersonal and Team skills - Manage Comms process
Relate to communication skills (active listening, handling conflict, understand cultural differences, etc)
Meetings - Manage Comms
Meetings play a big part in managing comms. Provide a means to communicate efficiently.
What are meeting rules?
Set time limit and stick to it Create agenda with team input Distribute agenda beforehand Stick to agenda Let attendees know responsibilities in advance Bring right people chair and lead meeting with a set of rules Assign action items with time limits Document and publish meeting minutes
Project Reporting - Manage Comms
Is a big part of managing comms. Involves communicating to stakeholders how the project is going. Info comes from work performance reports. Involves asking for feedback from stakeholders to ensure they receive the info they need and understand it.
What are Types of Reports?
Status - where the project currently stands in relation to the performance measurement baseline
Progress - Describes what has been accomplished
Trend - Examines project results over time to see if performance is improving or deteriorating
Forecasting - predicts future project status and performance
Variance - Compares actual results to baselines
Earned Value - Integrates scope, cost, and schedule measurements to asses project performance
Lessons Learned documentation - performance reports are used as LL for future projects
What are the outputs of Manage Communications?
Distribution of project comms, such as the types of reports, presentations, etc. Update to PM plan
Update to project documents - stakeholder engagement plan and stakeholder register, issues log update and LL register update
What does Monitor Communications Involve?
PM and team assess how communications are going throughout project to ensure info is flowing as planned in the right way to the right people, at the right time.
What are the inputs to Manage Communications?
Communication mamagement plan,
project documents - issue log and LL,
work performance data, EEfs, OPAs,
What are Outputs of Monitor Communications?
Work performance Info, Change requests - example stakeholder communication requirements
PM Plan updates - comms management and stakeholder engagement
Project Document Updates - issue log, stakeholder register
