Plan Communications Management Process in PMBOK 6th Edition

The Plan Communications Management process is the first process in the Project
Communications Management knowledge area and falls under the Planning
Process Group. It involves determining the communication needs of project
stakeholders and defining a communication approach to ensure that information is
effectively and efficiently shared. The main objective is to establish a
Communications Management Plan that specifies how project information will be
managed, delivered, and received by all stakeholders.

Purpose of the Plan Communications Management Process:

 To create a strategy for effective communication with stakeholders.

 To ensure that the right information is delivered to the right stakeholders at the
right time.
 To establish a Communications Management Plan that outlines how and when
communication will take place throughout the project lifecycle.

Key Points to Know for the PMP Exam:

1. Inputs to the Plan Communications Management Process:

o Project Charter: Provides high-level stakeholder information and initial
project communications requirements.
o Project Management Plan: Includes the Resource Management Plan
and Stakeholder Engagement Plan.
o Project Documents: Includes the Stakeholder Register, Project
Schedule, Requirements Documentation, and Risk Register.
o Enterprise Environmental Factors (EEFs): Organizational culture,
existing communication channels, and technological capabilities.
o Organizational Process Assets (OPAs): Communication policies,
historical data, templates, and lessons learned.
2. Outputs of the Plan Communications Management Process:
o Communications Management Plan: A component of the project
management plan that describes how project communication will be
planned, structured, and controlled. It includes:
 Stakeholder Communication Requirements: Defines who needs
what information and when.
 Information to be Communicated: Specifies the type and format of
information (e.g., status reports, meeting minutes).
 Communication Methods: Describes the methods to be used (e.g.,
email, meetings, intranet).
 Frequency of Communication: Defines how often communications
will occur (e.g., daily, weekly).
 Roles and Responsibilities: Assigns responsibility for creating,
delivering, and receiving information.
 Escalation Processes: Specifies the process for escalating
communication issues.
 Glossary of Terms: Defines key terms to avoid misunderstandings.
o Project Management Plan Updates: Updates to the Stakeholder
Engagement Plan and other relevant project plans.
o Project Document Updates: Updates to the Project Schedule and
Stakeholder Register.
3. Key Tools and Techniques for Plan Communications Management:
o Communication Requirements Analysis:
 Why We Use It: To determine the information needs of project
stakeholders.
 Results: Identifies what, when, and how communication will be
delivered to each stakeholder.
  How It Works: Analyzes factors like stakeholder location, preferred
communication channels, and the number of communication
channels required.
 Formula for Communication Channels: For calculating the number
of communication channels:
 Number of Channels=n(n−1)2\text{Number of Channels} =
\frac{n(n-1)}{2}Number of Channels=2n(n−1) where n is the
number of stakeholders.
o Communication Technology:
 Why We Use It: Selects the most appropriate communication tools
(e.g., email, video conferencing) based on the needs of the project.
 Results: Ensures that communication methods match the project's
requirements and stakeholder preferences.
 Considerations Include:
 Urgency: Choose fast communication methods for urgent
information.
 Technology Availability: Ensure stakeholders have access to
the technology.
 Sensitivity of Information: Use secure channels for
confidential information.
o Communication Models:
 Why We Use It: Defines how information will flow between sender
and receiver.
 Results: Clarifies roles and expectations for communication.
 Basic Communication Model Components:
 Sender: Encodes the message.
 Message: The content being communicated.
 Medium: The channel used for communication (e.g., email,
phone).
  Receiver: Decodes and interprets the message.
 Noise: Any interference that might hinder communication.
 Feedback Loop: Ensures the message is understood.
o Communication Methods:
 Why We Use It: Determines the appropriate method for each
communication need.
 Results: Establishes a consistent approach for information sharing.
 Types of Communication Methods:
 Interactive: Real-time dialogue (e.g., meetings, video calls).
 Push: Sent to recipients without real-time interaction (e.g.,
emails, memos).
 Pull: Recipients access information at their discretion (e.g.,
intranet, knowledge base).
o Interpersonal and Team Skills:
 Why We Use It: Effective communication requires strong
interpersonal skills.
 Techniques Include:
 Active Listening: Ensures the speaker’s message is fully
understood.
 Conflict Resolution: Manages communication-related
conflicts.
o Data Representation:
 Stakeholder Engagement Assessment Matrix: Analyzes
stakeholder engagement levels and communication needs.
o Meetings:
 Why We Use It: Used to develop, discuss, and review the
communications approach with stakeholders.
 Results: Ensures alignment and buy-in for the communication
strategy.
Key Concepts to Remember for the PMP Exam:

1. Understanding Stakeholder Communication Needs:

o Each stakeholder has unique information needs. Use Communication
Requirements Analysis to identify them.
2. Choosing the Right Communication Method:
o Consider factors like urgency, sensitivity, and accessibility when selecting
a communication method (e.g., email, face-to-face).
3. Interactive, Push, and Pull Communication:
o Interactive: Real-time (e.g., meetings).
o Push: Information sent to recipients (e.g., email).
o Pull: Information accessed by recipients (e.g., intranet).
4. Communication Channels Formula:
o The formula for the number of communication channels is:
 Number of Channels=n(n−1)2\text{Number of Channels} = \frac{n(n-
1)}{2}Number of Channels=2n(n−1), where n is the number of
stakeholders.
5. Communications Management Plan Components:
o Stakeholder requirements, information types, communication methods,
frequency, and roles.
6. Basic Communication Models:
o Understand the sender-message-medium-receiver-feedback loop.

Common Mistakes to Avoid in the Plan Communications Management Process:

1. Not Engaging Stakeholders Early:

o Stakeholders should be involved early to capture their communication
needs.
2. Using One-Size-Fits-All Communication:
 o Each stakeholder has unique preferences and needs; tailor communication
accordingly.
3. Overlooking Cultural and Language Differences:
o Cultural factors can impact how messages are received and interpreted.
4. Ignoring the Number of Communication Channels:
o As the number of stakeholders increases, the complexity of communication
increases exponentially.
5. Failing to Define Escalation Paths:
o If communication issues arise, the escalation path must be clear to resolve
them quickly.
6. Not Considering Confidentiality and Security:
o Sensitive information should be shared using secure channels.
7. Inadequate Frequency of Updates:
o Updates should match stakeholder expectations; too many or too few can
cause dissatisfaction.
8. Not Using Feedback Loops:
o Always verify that messages are received and understood as intended.
9. Over-Reliance on Technology:
o Sometimes face-to-face or phone communication is more effective than
email or messaging.
10. Not Documenting Communication Assumptions:
o Documenting assumptions helps ensure that all stakeholders are on the
same page.

10 Regular PMP Exam Questions on Plan Communications Management (with

Answers):

1. What is the primary output of the Plan Communications Management

process?
o Answer: Communications Management Plan.
 2. What is the formula to calculate the number of communication channels?
o Answer: n(n−1)2\frac{n(n-1)}{2}2n(n−1).
3. What is the purpose of the Communication Requirements Analysis?
o Answer: To determine the information needs of project stakeholders.
4. What are the three types of communication methods?
o Answer: Interactive, Push, and Pull.
5. What does a Stakeholder Engagement Assessment Matrix show?
o Answer: The current and desired levels of stakeholder engagement.
6. Which tool helps identify the appropriate communication technology?
o Answer: Communication Technology Analysis.
7. What is the role of feedback in a communication model?
o Answer: To verify that the message was received and understood
correctly.
8. What is the purpose of a Communications Management Plan?
o Answer: To define how project information will be planned, managed, and
delivered.
9. Which communication method is best for urgent issues?
o Answer: Interactive Communication (e.g., face-to-face meetings).
10. What is the basic component of a communication model that refers to
the medium used?
o Answer: The Channel (Medium).

10 Scenario-Based PMP Exam Questions on Plan Communications Management

(with Answers and Explanations):

1. Scenario: The project manager needs to ensure that stakeholders receive

project updates weekly. What should be used?

Answer: Define the frequency of updates in the Communications Management

Plan.
 Explanation: The Communications Management Plan specifies the frequency of
stakeholder communications.

2. Scenario: A team member is unclear about whom to escalate a communication

issue to. What should be done?

Answer: Define the escalation process in the Communications Management

Plan.

Explanation: The Communications Management Plan should include escalation

paths for resolving issues.

3. Scenario: The project manager wants to minimize the number of communication

channels. What should be considered?

Answer: Limit the number of stakeholders in communication groups.

Explanation: Fewer stakeholders reduce the number of communication

channels.

4. Scenario: A stakeholder prefers face-to-face communication but works remotely.

What should be done?

Answer: Use video conferencing as an alternative.

Explanation: Video conferencing is the closest substitute for face-to-face

communication.

5. Scenario: The project manager wants to ensure sensitive information is kept

secure. What should be used?

Answer: Use secure communication channels and document the process in the
Communications Management Plan.
 Explanation: Sensitive information should be shared using secure methods.

6. Scenario: The project manager wants to ensure that stakeholders can access
project updates at their convenience. What communication method should be
used?

Answer: Use Pull Communication (e.g., project intranet).

Explanation: Pull communication allows stakeholders to access information as

needed.

7. Scenario: A project manager is unsure if the information sent was understood.

What should be done?

Answer: Request feedback from the recipient.

Explanation: The feedback loop is essential for ensuring message clarity.

8. Scenario: The project team needs to prioritize which stakeholders should

receive detailed reports. What should be used?

Answer: Conduct a Communication Requirements Analysis.

Explanation: This analysis identifies stakeholder information needs and

priorities.

9. Scenario: The project manager wants to ensure that technical updates are
understood by non-technical stakeholders. What should be done?

Answer: Use a glossary of terms in the Communications Management Plan.

Explanation: A glossary helps clarify technical jargon for non-technical

stakeholders.
10. Scenario: A stakeholder is missing important updates because they are
sent too infrequently. What should be done?

Answer: Adjust the communication frequency in the Communications

Management Plan.

Explanation: The plan should match communication frequency with stakeholder

expectations.