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COMMUNICATION
MANAGEMENT
SUMMARIZED
Preface ....................................................................................ix
About the Author ....................................................................xi
Introduction ............................................................................ 1
Understanding communication .......................................... 3
Characteristics of communication ...................................... 5
Methods of communication ............................................... 5
Nonverbal Messages: .......................................................... 6
Para-verbal Messages: ........................................................ 6
Communication Model ....................................................... 7
Communication channels ................................................... 9
Barriers to Communications ............................................. 10
Project Communications Management ................................ 13
Communications Planning ................................................ 15
Communications Planning ................................................ 15
Inputs to communications planning ............................. 16
Tools and techniques for communications planning .... 16
Output of communications planning ............................ 17
Exam spotlight................................................................... 17
Content of communications management plan ........... 17
How a project manager can help in effective project
team communications .................................................. 18
Information Distribution ................................................... 19
Inputs to information distribution ................................ 19
Tools and techniques for information distribution....... 19
Output of information distribution ............................... 19
Exam spotlight................................................................... 20
Active listening .................................................................. 20
Performance Reporting..................................................... 21
Inputs to performance reporting .................................. 21
Tools and techniques for performance reporting......... 21
Output of performance reporting................................. 22
Exam spotlight................................................................... 22
Variance analysis ........................................................... 22
Project war room .......................................................... 23
Manage Stakeholders ....................................................... 25
Inputs to manage stakeholders .................................... 25
Tools and techniques for manage stakeholders ........... 25
Output of manage stakeholders ................................... 25
Exam spotlight................................................................... 26
Preface
Over the past 6 years, I have realized that the situation is not
quite that hopeless. By using sound project communication
management processes, project managers can successfully
execute projects.
Sachin Mehra
About the Author
Introduction
Understanding communication
Characteristics of communication
Methods of communication
Communication model
Barriers to Communications
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Project Communication Management Summarized
If you just communicate you can get by. But if you skilfully
communicate, you can work miracles.
- Jim Rohn
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Project Communication Management Summarized
Understanding communication
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Project Communication Management Summarized
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Project Communication Management Summarized
Characteristics of communication
Communication is a process – it is continuous,
ongoing, and dynamic
Methods of communication
1. Formal written - Project Plan, Project charter,
Specifications, Reports, Metrics
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Project Communication Management Summarized
Nonverbal Messages:
1. Accounts for about 55% of what is perceived and
understood by others.
Para-verbal Messages:
1. Account for about 38% of what is perceived and
understood by others.
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Project Communication Management Summarized
Communication Model
In communication, there is always a sender and a receiver
(maybe more than one in some cases). Both parties have
their own experiences, their perceptions, their ideas, etc,
hence they may experience, perceive, and interpret things
differently. The same event will always be perceived a little
different by each party.
Figure 1
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Project Communication Management Summarized
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Project Communication Management Summarized
Communication channels
Communication will always involve more than one person. In
the figure below, we can see the number of communication
channels required to communicate with 5 team members in
a team of 6.
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Project Communication Management Summarized
Figure 2
n=6
6 (6 – 1)/2
6 (5)/2
30/2
Barriers to Communications
1. Physical – noise, distance, time, environment, physical
medium
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Project Communication Management Summarized
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Project Communication Management Summarized
- John Kotter
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Project Communication Management Summarized
Communications Planning
Information Distribution
Performance Reporting
Manage Stakeholders
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Project Communication Management Summarized
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Project Communication Management Summarized
Communications Planning
In order to successfully manage a project, the Project
Manager must have in place all processes required to ensure
timely and appropriate generation, collection, dissemination,
storage and ultimate disposition of project information.
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Project Communication Management Summarized
2. Communications technology
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Project Communication Management Summarized
Exam spotlight
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Project Communication Management Summarized
2. Be a communications expeditor
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Project Communication Management Summarized
Information Distribution
Everything you do, you do for a reason, and communicating
should be no different. We need to share the project
information with the stakeholders in a timely manner to be
able to utilize the information. Information distribution is the
execution of communication management plan plus handling
ad-hoc information needs.
2. Requested changes
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Project Communication Management Summarized
Exam spotlight
Active listening
Listening in which the recipient is attentive and asks for
clarification of ambiguous messages. The idea is to be able to
get the messages correctly.
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Project Communication Management Summarized
Performance Reporting
The project may be doing great or maybe it is already
screwed-up, the only way to find out is by looking at the
baseline data of scope, efforts, cost, quality, etc and then
matching it with the actual to find out the progress made.
Stakeholders look for such information, hence it is project
managers duty to do performance reporting as per the
information needs documented in the communication plan.
2. Performance measurements
3. Forecasted completion
7. Deliverables
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Project Communication Management Summarized
2. Forecasts
3. Requested changes
Exam spotlight
Variance analysis
Comparing actual project results to planned or expected
results in terms of cost, schedule, scope, quality, and risk.
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Project Communication Management Summarized
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Project Communication Management Summarized
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Project Communication Management Summarized
Manage Stakeholders
A stakeholder is anyone whose interests may be positively or
negatively impacted by the project. Stakeholder
management is the process of controlling communications to
adjust as per the needs of the stakeholders.
2. Issue logs
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Project Communication Management Summarized
Exam spotlight
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Project Communication Management Summarized
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Project Communication Management Summarized
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