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10.2 Manage Communication
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- 2. Manage Communication Coincides withPMBOK 10.2 Process Group and Knowledge Area Mapping Knowledge Areas Initiating Planning Process Group Executing Process Group Monitoring and Controlling Process Group Closing Process Group 4. Project Integration Management 4.1 Develop Project Charter 4.2 Develop Project Management Plan 4.3 Direct and Manage Project Work 4.4 Manage Project Knowledge 4.5 Monitor and Control Project Work 4.6 Perform Integrated Change Control 4.7 Close Project or Phase 5. Project Scope Management 5.1 Plan Scope Management 5.2 Collect Requirements 5.3 Define Scope 5.4 Create WBS 5.5 Validate Scope 5.6 Control Scope 6. Project Schedule Management 6.1 Plan Schedule Management 6.2 Define Activities 6.3 Sequence Activities 6.4 Estimate Activity Durations 6.5 Develop Schedule 6.6 Control Schedule 7. Project Cost Management 7.1 Plan Cost Management 7.2 Estimate Costs 7.3 Determine Budget 7.4 Control Costs 8. Project Quality Management 8.1 Plan Quality Management 8.2 Manage Quality 8.3 Control Quality 9. Project Resource Management 9.1 Plan Resource Management 9.2 Estimate Activity Resources 9.3 Acquire Resources 9.4 Develop Team 9.5 Manage Team 9.6 Control Resources 10. Project Communications Management 10.1 Plan Communications Management 10.2 Manage Communications 10.3 Monitor Communications 11. Project Risk Management 11.1 Plan Risk Management 11.2 Identify Risks 11.3 Perform Qualitative Risk Analysis 11.4 Perform Quantitative Risk Analysis 11.5 Plan Risk Responses 11.6 Implement Risk Responses 11.7 Monitor Risks 12. Project Procurement Management 12.1 Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements 13. Project Stakeholder Management 13.1 Identify Stakeholders 13.2 Plan Stakeholder Engagement 13.3 Manage Stakeholder Engagement 13.4 Monitor Stakeholder Engagement
- 3. What is it? ManageCommunications is the process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information. Why? The key benefit of this process is that it enables an efficient and effective information flow between the project team and the stakeholders Manage Communication Coincides with PMBOK 10.2
- 4. Overview This process goesbeyond the distribution of relevant information and seeks to ensure that the information being communicated to project stakeholders has been appropriately generated and formatted, and received by the intended audience. Techniques and considerations for effective communications management include: • Sender-receiver models • Choice of media • Writing style • Meeting management • Presentations • Facilitation • Active listening Coincides with PMBOK 10.2 Manage Communication
- 5. Manage Communication Coincides withPMBOK 10.2 Inputs Tools & Techniques Outputs 1. Project management plan • Resource management plan • Communications management plan • Stakeholder engagement plan 2. Project documents • Change log • Issue log • Lessons learned register • Quality report • Risk report • Stakeholder register 3. Work performance reports 4. Enterprise environmental factors 5. Organizational process assets 1. Communication technology 2. Communication methods 3. Communication skills • Communication competence • Feedback • Nonverbal • Presentations 4. Project management information system 5. Project reporting 6. Interpersonal and team skills • Active listening • Conflict management • Cultural awareness • Meeting management • Networking • Political awareness 7. Meetings 1. Project communications 2. Project management plan updates • Communications management plan • Stakeholder engagement plan 3. Project documents updates • Issue log • Lessons learned register • Project schedule • Risk register • Stakeholder register 4. Organizational process assets Inputs, Tools & Techniques, Outputs
- 6. Manage Communication Coincides withPMBOK 10.2 10.2 Manage Communication Project Management Plan Enterprise/Orga nization 4.5 Monitor and Control Project Work • Project communications • Change log • Issue log • Lessons learned register • Quality report • Risk report • Stakeholder register • Enterprise environmental factors • Organizational process assets • Resource management plan • Communications management plan • Stakeholder engagement plan Project Documents • Work Performance Report Project Documents Project Management Plan • Issue log • Lessons learned register • Project schedule • Risk register • Stakeholder register Project management plan updates: • Communication management plan • Stakeholder engagement plan Enterprise/Orga nization• Organizational process assets update
- 7. Manage Communication -Inputs Coincides with PMBOK 10.2 Project Management Plan Project Management Plan components include: • Resource management plan • Communication management plan • Stakeholder engagement plan
- 8. Manage Communication -Inputs Coincides with PMBOK 10.2 Project Documents Project Documents include: • Change log • Issue log • Lessons learned register • Quality report • Risk report • Stakeholder register
- 9. Manage Communication -Inputs Coincides with PMBOK 10.2 Work Performance Reports Work performance reports are circulated to the project stakeholders through this process as defined in the communications management plan. Examples of work performance reports include status reports and progress reports. Work performance reports can contain earned value graphs and information, trend lines and forecasts, reserve burndown charts, defect histograms, contract performance information, and risk summaries.
- 10. Coincides with PMBOK10.2 Enterprise Environmental Factors The enterprise environmental factors that can influence this process include but are not limited to: • Organizational culture, political climate, and governance framework • Personnel administration policies • Stakeholder risk thresholds • Established communication channels, tools, and systems • Global, regional, or local trends and practices or habits • Geographic distribution of facilities and resources Manage Communication - Inputs
- 11. Coincides with PMBOK10.2 Organisational Process Assets The organizational process assets that can influence this process include: • Corporate policies and procedures for social media, ethics, and security • Corporate policies and procedures for issue, risk, change, and data management • Organizational communication requirements • Standardized guidelines for development, exchange, storage, and retrieval of information • Historical information from previous projects, including the lessons learned repository Manage Communication - Inputs
- 12. Manage Communication –Tools & Techniques Coincides with PMBOK 10.2 Communication Technology Factors that influence the technology include whether the team is collocated, the confidentiality of any information that needs to be shared, resources available to the team members, and how the organization’s culture influences the way in which meetings and discussions are normally conducted.
- 13. Manage Communication –Tools & Techniques Coincides with PMBOK 10.2 Communication Methods The choice of communication methods should allow flexibility in the event that the membership of the stakeholder community changes or their needs and expectations change. Methods of communication can include: • Interactive communication • Push communication • Pull communication
- 14. Manage Communication –Tools & Techniques Coincides with PMBOK 10.2 Communication Skills Communication techniques that can be used for this process include: • Communication Competence • Feedback • Nonverbal • Presentations
- 15. Manage Communication –Tools & Techniques Coincides with PMBOK 10.2 Project Management Information System Project management information systems can ensure that stakeholders can easily retrieve the information they need in a timely way. Project information is managed and distributed using a variety of tools, including: • Electronic project management tools • Electronic communications management • Social media management
- 16. Manage Communication –Tools & Techniques Coincides with PMBOK 10.2 Project Reporting Project reporting is the act of collecting and distributing project information. Project information is distributed to many groups of stakeholders and should be adapted to provide information at an appropriate level, format, and detail for each type of stakeholder. While work performance reports are the output of the Monitor and Control Project Work process, this process develops ad hoc reports, project presentations, blogs, and other types of communication about the project.
- 17. Manage Communication –Tools & Techniques Coincides with PMBOK 10.2 Interpersonal and Team Skills Interpersonal and team skills that can be used for this process include: • Active Listening • Conflict Management • Cultural Awareness • Meeting Management • Networking • Political Awareness
- 18. Manage Communication –Tools & Techniques Coincides with PMBOK 10.2 Meetings Meetings support the actions defined in the communication strategy and communications plan.
- 19. Manage Communication –Outputs Coincides with PMBOK 10.2 Project Communications Project communications artifacts may include but are not limited to: performance reports, deliverable status, schedule progress, cost incurred, presentations, and other information required by stakeholders.
- 20. Manage Communication –Outputs Coincides with PMBOK 10.2 Project Management Plan Updates Any change to the project management plan goes through the organization’s change control process via a change request. Components of the project management plan that may be updated as a result of carrying out this process include: • Communications management plan • Stakeholder engagement plan
- 21. Manage Communication –Outputs Coincides with PMBOK 10.2 Project Document Updates Project documents that may be updated as a result of carrying out this process include: • Issue log • Lessons learned register • Project schedule • Risk register • Stakeholder register
- 22. Manage Communication –Outputs Coincides with PMBOK 10.2 Organizational Process Assets Organizational process assets that may be updated as a result of this process include but are not limited to: • Project records such as correspondence, memos, meeting minutes and other documents used on the project • Planned and ad hoc project reports and presentations
Editor's Notes
- #4 This process is performed throughout the project.
- #5 . It also provides opportunities for stakeholders to make requests for further information, clarification, and discussion. Sender-receiver models - Incorporating feedback loops to provide opportunities for interaction/participation and remove barriers to effective communication. Choice of media - Decisions about application of communications artifacts to meet specific project needs, such as when to communicate in writing versus orally, when to prepare an informal memo versus a formal report, and when to use push/pull options and the choice of appropriate technology. Writing style - Appropriate use of active versus passive voice, sentence structure, and word choice. Meeting management - Preparing an agenda, inviting essential participants, and ensuring they attend. Dealing with conflicts within the meeting or resulting from inadequate follow-up of minutes and actions, or attendance of the wrong people. Presentations. Awareness of the impact of body language and design of visual aids. Facilitation - Building consensus and overcoming obstacles such as difficult group dynamics, and maintaining interest and enthusiasm among group members. Active listening - Listening actively involves acknowledging, clarifying and confirming, understanding, and removing barriers that adversely affect comprehension.
- #8 Resource management plan - The resource management plan describes the communications that are needed for management of team or physical resources. Communications management plan - The communications management plan describes how project communications will be planned, structured, monitored, and controlled. Stakeholder engagement plan - The stakeholder engagement plan describes how stakeholders will be engaged through appropriate communication strategies.
- #9 Change log - The change log is used to communicate changes and approved, deferred, and rejected change requests to the impacted stakeholders. Issue log - Information about issues is communicated to impacted stakeholders. Lessons learned register - Lessons learned earlier in the project with regard to managing communications can be applied to later phases in the project to improve the efficiency and effectiveness of communications and the communication process. Quality report - Information in the quality report includes quality issues, project and product improvements, and process improvements. Risk report - The risk report presents information on sources of overall project risk, together with summary information on identified individual project risks. Stakeholder register -The stakeholder register identifies the individuals, groups, or organizations that will need various types of information.
- #10 They can be presented as dashboards, heat reports, stop light charts, or other representations useful for creating awareness and generating decisions and actions.
- #14 Interactive communication - Between two or more parties performing a multidirectional exchange of information in real time. It employs communications artifacts such as meetings, phone calls, instant messaging, some forms of social media, and videoconferencing. Push communication - Sent or distributed directly to specific recipients who need to receive the information. This ensures that the information is distributed but does not ensure that it actually reached or was understood by the intended audience. Push communications artifacts include letters, memos, reports, emails, faxes, voice mails, blogs, and press releases. Pull communication - Used for large complex information sets, or for large audiences, and requires the recipients to access content at their own discretion subject to security procedures. These methods include web portals, intranet sites, e-learning, lessons learned databases, or knowledge repositories.
- #15 Communication competence - A combination of tailored communication skills that considers factors such as clarity of purpose in key messages, effective relationships and information sharing, and leadership behaviours. Feedback - Feedback is information about reactions to communications, a deliverable, or a situation. Feedback supports interactive communication between the project manager, team and all other project stakeholders. Examples include coaching, mentoring, and negotiating. Nonverbal - Examples of nonverbal communication include appropriate body language to transmit meaning through gestures, tone of voice, and facial expressions Presentations - A presentation is the formal delivery of information and/or documentation.
- #16 Electronic project management tools - Project management software, meeting and virtual office support software, web interfaces, specialized project portals and dashboards, and collaborative work management tools Electronic communications management - Email, fax, and voice mail; audio, video and web conferencing; and websites and web publishing. Social media management - Websites and web publishing; and blogs and applications, which offer the opportunity to engage with stakeholders and form online communities.
- #17 The format may range from a simple communication to more elaborate custom reports and presentations. Information may be prepared regularly or on an exception basis.
- #18 Active listening - Techniques of active listening involve acknowledging, clarifying and confirming, understanding, and removing barriers that adversely affect comprehension Conflict management - refers to techniques and ideas designed to reduce the negative effects of conflict and enhance the positive outcomes for all parties involved. Cultural awareness - understanding of the differences between themselves and people from other countries or other backgrounds, especially differences in attitudes and values. Meeting management - Meeting management is taking steps to ensure meetings meet their intended objectives effectively and efficiently Networking. Networking is interacting with others to exchange information and develop contacts Political awareness - Political awareness assists the project manager in engaging stakeholders appropriately to maintain their support throughout the project
- #21 Communication management plan - When changes are made to the project communications approach as a result of this process, these changes are reflected in the project communications plan. Stakeholder engagement plan - Stakeholder communication requirements and agreed-upon communications strategies are updated as a result of this process.
- #22 Issue log -The issue log is updated to reflect any communication issues on the project, or how any communications have been used to impact active issues. Lessons learned register - The lessons learned register is updated with information on challenges encountered and how they could have been avoided as well as approaches that worked well and what did not work well for managing communications. Project schedule - The project schedule may be updated to reflect the status of communication activities. Risk register - The risk register is updated to capture risks associated with managing communications. Stakeholder register -The stakeholder register can be updated to include information regarding communications activities with project stakeholders.