Materials in this lesson are based on the text , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide)

– Sixth
Edition, Project Management Institute Inc., 2017.

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1 Project Communications Management

2 Project Communications Management – Featured Sections

3 Project Communications Management Processes

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 It covers all tasks related to generating, compiling,
sending, storing, distributing and managing projects
records.

 It Involves understanding who your stakeholders are and

what they need to know to achieve effective information
exchange.

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 Monitoring
Initiating Planning Executing and Closing
Controlling

10.1 Plan
10.2 Manage 10.3 Monitor
Communications
Communications Communications
Management

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1. Key Concepts for Project Communications Management

What Is Communication?

 Communication is a two way process of transferring

information from one entity to another.
 A project manager spends almost 90% of his/her time on
communication.

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Effectiveness of Communication

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A : Dimensions of Communications :
 Internal and External
 Formal and Informal
 Vertical and Horizontal
 Official and unofficial
 Written and oral
 Verbal and Nonverbal

B : Mechanisms of Communications :
 Written Form
 Spoken
 Formal or Informal
 Through Gestures
 Through Media
 Choice of Words

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1. Correct Grammar and Spelling
2. Concise Expression – Being to-the-point
3. Clear purpose and expression directed to the
needs of the reader
4. Coherent logical flow of ideas
5. Controlling flow of words and ideas

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 Listening
 Questioning
 Educating
 Fact Finding
 Manage Expectations
 Persuasion
 Negotiation
 Conflict Management
 Awareness of cultural and personal differences

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2. Trends and Emerging Practices in Project Communications
Management , are:
a. Inclusion of stakeholders in project review and meetings
b. Increased use of social computing
c. Multifaceted use and approaches to communication

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3. Tailoring Considerations :
Project Manager may need to tailor (customize) and define the
unique Project Communications Management processes
because of UNIQUENESS characteristics of every project, which
includes ;
a. Stakeholders
b. Knowledge and Requirements Management
c. Physical Location of Team Members
d. Communications Technology
e. Language

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 4. Considerations for Agile /Adaptive Environnements :
a. Incorporating Agile methods can call for frequent and quick
communications with emerging details.

b. This leads to motivation to team members , frequent check

points and applying colocation approach.

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 10.1 Plan Communications Management

 It is the process of developing an appropriate approach and plan for

project communications based on stakeholder information needs and
requirements, and available organizational assets.

 It ensures a well documented approach to effectively and efficiently

engage stakeholders by presenting relevant information to stakeholders
in a timely manner.

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 Communication Methods

Ensure Common
Interactive Understanding by all
participants

Information is distributed
but does not ensure that
Communication Method Push
it actually reached or was
understood

Requires the recipients to

Pull access the Information at
their own discretion.

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Communication Channels

No. of Communication Channels = n (n-1) /2,

where n = no. of stakeholders.

Pl. remember to include PM.

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Different Approaches & Possible artifacts of communications
A.:Approaches :
1. Interpersonal Communications
2. Small Group communication
3. Public Communication
4. Mass communication
5. Networking and social computing based communication

B : Artifacts (examples based):

1. Notice Boards
2. Newsletters/in-house magazines/e-magazines
3. Letters
4. Press releases , annual reports
5. Emails , Intranets, Wen portals , Phone conversations , Presentations
6. Team Briefings, focus groups ,Meetings , Forums, Social computing and Media

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 Stakeholder communication requirements
 Information to be communicated, including format, content, and level
 The person responsible for communicating the information
 The person or group who will receive the information
 Methods or technologies used to convey the information, such emails,
press releases
 Frequency of the communication, such as weekly
 Escalation process
 Resources allocated for communication activities
 Process of Updating Communication Management plan
 Glossary of Communication Terminology
 Flow Charts, Workflows of the information flow
 Constraints derived

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 10.1 Plan Communication Management

Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) – Sixth
Edition, Project Management Institute Inc., 2017, Figure 10-2 Page 366.

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 10.2 Manage Communications

 The process of creating, collecting, distributing, storing,

retrieving and the ultimate disposition of project
information in accordance with the communications
management plan.

 It Ensures the effective and efficient information flow

between the project team and the stakeholders

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Communications Flow - Performance Reporting

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Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) –
Sixth Edition, Project Management Institute Inc., 2017, Figure 10-5 Page 379.

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10.3 Monitor Communications

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 10.3 Monitor Communications

 It is the process of monitoring the communications

throughout the entire project life cycle to ensure the
information needs of the project and its stakeholders are
met.

 It also ensures the optimal flow of information as defined in the

communications and stakeholders management plan.

 It also determines if the effectiveness of communication

processes including artifacts have had the desired effect in form
of right support from stakeholders towards project objectives.

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 10.3 Monitor Communications

Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) –
Sixth Edition, Project Management Institute Inc., 2017, Figure 10-7 Page 388

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Questions?

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