Communication Management includes the
processes required to ensure timely and appropriate generation, collection,
dissemination, storage, retrieval and ultimate disposition of project
information.
Communication activity has many potential
dimensions:
·
Internal and external
·
Formal and informal
·
Vertical and Horizontal
·
Official and unofficial
·
Written and oral
·
Verbal and non-verbal
Project Managers spend up to 90 percent of
their time communicating.
Effective communications skills are critical
to project success.
The knowledge area of Project Communications Management consists
of the following three processes:
Process Name
|
Project Management Process Group
|
Key Deliverables
|
Plan
Communications Management
|
Planning
|
Communications
Management Plan
|
Manage
Communications
|
Executing
|
Project
Communications
|
Control
Communications
|
Monitoring
and Controlling
|
Work
Performance Information
|
Plan
Communications Management is the process of developing an appropriate approach and
plan for project communications based on stakeholder’s information needs and
requirements, and available organizational assets.
Number of communication channels = n (n
-1) / 2
Communications technology factors that can affect the project
include:
·
Urgency
of the need for information
·
Availability
of technology
·
Expected
project
·
Length
of the project
·
Project
environment
Key components of model include:
·
Encode:
translate thoughts or ideas into a language that is understood by others
·
Message & feedback-message: the output of
encoding
·
Medium:
the method used to convey the message, e.g. email, fax
·
Noise: anything that interferes with transmission
and understanding of the message
·
Decode:
to translate the message back into meaningful thoughts or ideas
Communication methods used to share information among
project stakeholders:
Interactive communication - Between two or more parties
performing a multidirectional exchange of information
Push communication - Sent to specific recipients who need
to know the information
Pull communication - Used for very large volumes of
information, or for very large audiences, that requires the
recipients to access the communication content at their own discretion. These
methods include intranet sites, e-learning, and knowledge repositories, etc.
The communications management plan is a
component of the project management plan that describes how project
communications will be planned, structured, monitored, and controlled.
The Inputs, Tools and Techniques and Output
of Plan
Communications Management process are given below:
Project
Management Plan
|
Communication
Requirements Analysis
|
Communications
Management Plan
|
Stakeholder
Register
|
Communication
Technology
|
Project Documents
updates
|
Enterprise
Environmental Factors
|
Communication
Models
|
|
Organizational
Process Assets
|
Communication
Methods
|
|
Meetings
|
Manage
Communications
is the process of creating, collecting, distributing, storing, retrieving, and
the ultimate disposition of project information in accordance to the
communications management plan.
An issue log can
be used to document and monitor who is responsible for resolving specific
issues by a target date.
Techniques and considerations for effective
communications management include, but are not limited to, the following:
·
Sender-receiver
models
·
Choice
of media
·
Writing
style
·
Meeting
management techniques
·
Presentation
techniques
·
Facilitation
techniques
·
Listening
techniques
Project information is managed and
distributed using a variety of tools, including:
·
Hard-copy
document management
·
Electronic
communications management
·
Electronic
project management tools
Performance reporting is the act of collecting and
distributing performance information, including status reports, progress
measurements, and forecasts.
Information received from stakeholders concerning
project operations is distributed and used to modify or improve future
performance of the project.
The Inputs, Tools and Techniques and Output
of Manage
Communications process are given below:
Communications
Management Plan
|
Communication
Technology
|
Project
Communications
|
Work Performance
Reports
|
Communication
Models
|
Project
Management Plan Updates
|
Enterprise
Environmental Factors
|
Communication
Methods
|
Project Documents
updates
|
Organizational
Process Assets
|
Information
Management Systems
|
Organizational
Process Assets updates
|
Performance
Reporting
|
Control
Communications
is the process of monitoring and controlling communications throughout the
entire project life cycle to ensure the information needs of the project
stakeholders are met.
It is impossible for Project Manager to fully
control the communication.
Project manager should try to control
communication by implementing effective plan and actions.
As the project work is being done, the
project manager needs to follow the communications management plan to
distribute information about the project.
The Inputs, Tools and Techniques and Output
of Control
Communications process are given below:
Project
Management Plan
|
Information
Management Systems
|
Work Performance
Information
|
Project Communications
|
Expert Judgment
|
Change Requests
|
Issue Log
|
Meetings
|
Project
Management Plan Updates
|
Work Performance
Data
|
Project Documents
updates
|
|
Organizational
Process Assets
|
Organizational
Process Assets updates
|
Project Human Resources Management includes
the processes that organize, manage and lead the project team.
Project Management team is a subset of the
project team and is responsible for the project management and leadership
activities.
No comments:
Post a Comment