Communication management is one of the knowledge areas in Project Management. Presented on 7.2.2022

1. In Project Management
CASE STUDY
Name: Priyadarsini Palaniapan
Student ID: 22UEM00912

2. 02
Manage
Communication
03
Monitor
Communication
01
Plan
Communication
Communication Management Plan
01 (a) Stakeholders Analysis
01 (b) Identify Communication Challenges
01 (c) Identify Communication Barriers
01 (d) Input, Tools & Output
● Input,
● Tools
● Output

3. Meet Their Needs (Keep Satisfied)
● Client
● Developer
● Shareholders
● Project Director
● End Users
Key players (Manage Closely)
● Design Consultants
● Engineers
● Administration
● QAQC
Least Important (Monitor)
● Advisors
● Sub-Contractors
● Suppliers
Consideration (Keep Informed)
● Main Contractor
● Project Support & Control
● HR & Finance
Influence
of
stakeholders
Interests of stakeholders
01 (a) Stakeholder Analysis

4. Communication
Inconsistency
Resistance to Change
Outdated Processes
Poor HR Management
Inefficiancy in
Leadership
• Reluctant to Share Goals, Priority and Processes in Team
• Silo Mentality – Refusal to Share Information With Other Teams
• Right Communications Channels Not Stated
• Refusal to adopt to technology
• 1/3 of emails opened, assumed as productivity killer
• Unwilling to accept desk less platforms
• Over reliance on ‘Whatsapp’
• Documented processes and flow charts not up-to-date
• Lack of Clarity, Decisions Based on Assumptions
• Insufficient or Information Not On Time
• No Job Descriptions & Insufficient Trainings
• Over-staffing & Overlapping Roles
Identify the
Challenges
01 (b) Communication Challenges
• No regular meetings on current updates
• No encouragement on conversations and exchange of ideas
• One way communication, no feedbacks.

5. Identify
the
Noise
Encoding Message
Sender
Feedback
Receiver
Decoding Message
01 (c) Communication Barriers
Channels
Phone, Email, Department Meetings, All Staff
Meetings, Video Conference, Internal Website or
Portal, Newsletters, Webinar, Trainings, Workshops
Physical
Rain, Thunder
Barking Dogs
Windows/Fans,
Background Noise
Psychological
Beliefs, Attitudes,
Behaviour, Religion,
Ethnic, Politics,
Financial Crisis
Physiological
Headaches,
Hearing & Vision
Troubles, Room
Temperature
Semantic
Different Meaning
in Words, Different
Intrepretation,
Jargon Words
Cultural
Postures,
Gestures, Eye
Contacts, Dress-
Up

6. Challenges
&
Barriers
Consideration of
Cultural/Beliefs
Encourage
& Motivate
Trainings
On-Site &
Off-Site Adopt to
Technology
Detailed Job Scopes
& Effective Staff
Management
Consideration of Simple
Words & Environment
Distraction
Comprehensive
Guidelines
Regular
Meetings/
Briefings
Overcoming Communication Challenges & Barriers

7. 01 (d) Input, Tools & Output
• Project Charter – Scope, Deliverables,
Value
• Stakeholder Engagement
• Resources – Team, Job Scope, Staff
Management, Materials
• Project Documents – Flow Charts,
Processes, Progress, Changes
• Organization Factors – Policies,
Trend, Political Changes
• Trainings/Briefings
• Right Communication Channels
• Expert Judgement - Advisors
• Organization Charts
• Communication Model
• Legal Requirements
• Technologies i.e. Microsoft
Project, Primavera
• Meetings
Output
Input Tools
• Stakeholder Register
• Organization Charts
• Communication Plan
• Flow Charts
• Work Process & Policies
• Progress Reports
• Minutes of Meeting

8. Stakeholder Register
Role Category Interest Influence Channels Comm. Method
Engagement
Level
Client External High High
Emails, Letters,
Virtual Meetings
Push
Communication
Medium
Project Director Internal
High
High
Emails, Phone,
Meetings
Interactive
Communication
Medium
Engineers &
Administration
Internal
High High
Direct Approach,
Emails, Phone,
Meetings
Interactive
Communication
High
Design Consultants External High Medium
Emails, Phone,
Meetings
Interactive
Communication
High
QAQC Internal Medium Medium
Direct Approach,
Emails, Phone,
Meetings
Pull Communication High
Contractors
External Medium Medium Emails, Letters,
Monthly Meetings
Push
Communication
Medium

9. Communicaton Plan
Internal
Role Phone Email Letter Staff Meeting Coordination
Meeting
MOT Meeting Training/
Workshop
Project Director √ √ X √ √ √ X
Engineers &
Administration
√ √ X √ √ X √
QAQC √ √ X √ √ X √
External
Role Phone Email Letter Staff Meeting Coordination
Meeting
MOT Meeting Training/
Workshop
Client X √ √ X X √ X
Design
Consultant
√ √ √ X √ X If Needed
Contractors X √ √ X √ X If Needed
Suppliers X X X X X X X

10. 02 Manage Communication
• Collect and Analyse Data
• Creating Message for
Communication
• Transmission and Distribution
• Storage of Reports, Files, Minutes
• Retrieval & Disposal of
Communication
• Updates of Flow Charts/
Registry/Organization Charts
• Expert Judgement - Advisors
• Technologies i.e. Microsoft
Project, Primavera
• Communication Model
• Stakeholder Registry
• Team Skills
• Meetings
Output
Input Tools
• Analyzation of Data for Future
Decision Making
• Communication Plan – Internal &
External
• Systematic Storage of Project
Documents
• Easy Retrieval & Disposal
• Updated Documents with Latest
Information

11. 03 Monitor Communication
• Monitoring & Controlling of
Processes, Flow Charts,
Stakeholder Register, Organization
Charts
• Monitoring Reports
• Confirmation of Communications
Sent & Received
• Messages Clear & Understood
• Feedback from Receiver
• Expert Judgement - Advisors
• Technologies i.e. Microsoft
Project, Primavera
• Communication Model
• Stakeholder Registry
• Team Skills
• Meetings
Output
Input Tools
• Updated Charts, Processes,
Organization Charts, Registers
• Work Performance Reports
• Clear Messages Transmitted
• Feedbacks – To Improve System
• Lessons Learned Register

13. Others
Poor
Communication
• Poor Requirements
Gathering
• Change In Project
Objectives
• Poor Upfront Planning
• Ineffective Risk
Management
• Poor Change
Management
• Poorly Managed
Dependencies
• Limited Resources
• Inadequate Sponsor
Support
• Inexperienced Project
Manager
Others
28%
Primary Causes of Project Failures
• Change In Organization’s
Priority
• Inadequate vision/goal
for Project
Source @PMI 2021 Pulse of the Profession Report

14. Minimum Risks
Effective Completion
Maximum Success
New Job Opportunities
Company Reputation
Contribute to
Manufacturing
Sector of Building
Materials
Economic Growth
Quality Deliverables
Effective
Communication
Importance of Effective Communication

15. Let me share with you one of the most successful
projects in the world, which has leveraged the power
of communication…
Barrack Obama’s speech during his political campaign in 2008