Chap 10.1 Plan Communication Management

Chapter 10 –
Project Communication Management
PMP
Trainer: Anand BobadePMBOK 6th Edition, 2019, All rights reserved.
Plan
Communication
SIXTH EDITION

PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com)
10.1 Plan Communication Management
Overview
Plan Communication Management Definition
Effective & efficient communication
Communication considerations
Plan Communication Management ITTO
Communication channels
Communication Model
Review

Plan Communication
Manage
Communication
Monitor
Communication
Project communication Management processes
P E MC

Developing an appropriate approach & plan for project
communications based on stakeholder’s information needs,
requirements & available organizational assets.
It identifies & documents most effective &
efficient communication approach.
Plan communication Management process definition
Based
on
Approach
&
Plan
Developing an
appropriate

Developing an appropriate approach & plan for project communications
based on stakeholder’s information needs, requirements & available
organizational assets.
Plan communication Management
It identifies & documents most effective &
efficient communication approach.
Effective
Communication:
•Providing only the information that is needed.Efficient Communication
Right
format
Right
time
Right
audience
Right
impact

What and when to communicate is important.
It must be seriously planned in the early phases of the project.
Inadequate communication planning leads to:
Delay in message delivery
Communication to wrong
audience
Insufficient communication
Misunderstanding or
misinterpretation
Sponsor, Customer,
Functional Manager, Program
Manager, Team Members
Other Project
Managers
Other
Projects
Other
Stakeholders
The
Project

Information needs & methods of distribution may vary widely.
Following are the Important considerations:
Who needs what
information
Who is Authorized to
share
When they will need
information
Where the information
should be stored
What format information
should be stored
How the information can
be retrieved
time zone, language
barriers
Cultural
considerationsrriers

Plan Communication Management-> ITTO
Expert Judgment
Communication requirements
analysis
Communication technology
Communication models
Communication methods
Interpersonal and team skills
Data Representation
Meetings
Project Charter
Project Management
Plan
Project documents
Enterprise
environmental factors
Organizational process
assets
Communication
Management plan
PMP updates
Project document
updates
Inputs Tools & Techniques Outputs

Plan Communication Management-> Input
Project Charter
Project Management
Plan
Project documents
Enterprise
Organizational
process assets

Project
Management Plan
Following subsidiary plans will provide key inputs.
Plan Communication Management-> Input -> PMP
Resource Management
plan
Stakeholder engagement
plan

Project documents
Plan Communication Management-> Input -> Project documents
Requirements
documentation
Stakeholder Register
Following Project documents will provide key inputs.

Plan Communication Management-> Input -> OPA & EEF
Structure of an organization will have
impact on the communication plan.
Enterprise
Organizational
process assets
Organization level communication
procedures, existing channels etc

Plan communication Management-> Tools & Techniques
Expert Judgment
Communication
requirements analysis
Communication
technology
Communication
models
Communication
methods
Interpersonal and
team skills
Data Representation Meetings

Communication
Analysis helps PM to determine:
Information needs Type and format
Value of
information.
Information source:
Organizational charts, Stakeholder information.
Project organization & stakeholder responsibility relationships.
Disciplines, departments, and specialties.
Logistics of how many stakeholders & their locations
Internal & External information needs.
Plan comm. Manag’t->T&T-> Communication requirements analysis

Communication
Communication Channels:
With each added stakeholder, communication needs can grow rapidly.
•[N(N-1)]/2,
•N = No. of peoples
Communication
Channels:
Project communication channels or paths is
complexity indicator. The only formula with
letter “N” is communication channels.
Plan comm. Managt->T&T-> Communication requirements analysis
• 4 (4-1) /2 = 12/2 = 64 member team
• 5 (5-1) /2 = 20/2 = 105 member team

Communication
Technology
It is used to transfer information among Project stakeholders.
Urgency of the need for information:
•Urgency, Frequency & Format.
Availability of Technology:
•Technology is compatible, available & accessible.
Ease of use:
•Suitable for everyone, Provide Training.
Project environment:
•Face to face, Virtual, Location, communication language.
Sensitivity & confidentiality of the Data:
•Determine confidentiality of information.
•Any additional security measures to be taken.
Plan communication Management->T&T-> Communication Technology

Communication
models
Facilitate communication and exchange information.
Noise is any interference or barrier that might compromised
the delivery of message. E.g., Distance, unfamiliar
technology, inadequate infrastructure, culture etc.
Plan communication Management->T&T-> Communication models

Communication
models
Communication model - Sequence of Steps:
Encode:
• Thoughts/ideas translated into language.
Transmit Message.
• Information through communication channel (medium).
Decode:
• Message translated back into meaningful thoughts /ideas
Acknowledge:
• Signal receipt of the message
Feedback/Response:
• Receiver encodes thoughts/ideas in message & transmits
message to the original sender.

Communication
models
Sender Responsibility:
•Ensure Information communicated is clear & complete.
•Confirm the communication is correctly understood.
Receiver Responsibility:
•Ensure Information is received in entirety.
•Understood correctly.
•Acknowledged and responded appropriately.
• Significant amount of communication is non-verbal (Body
language).Nonverbal:
• Communicators voice(pitch & tone) helps to convey
spoken message.Para lingual:
• Wording, Phrasing are very important.
• Meaning can be changed based on accompanying
nonverbal or Para lingual factors.
Words:
communication
factors:

Communication
Methods
Communication methods that are used to share information.
•Between 2 or more
parties
•Multi‐directional
•Most Efficient way
•Ex: Meetings, Phone
calls, Instant
messaging, video
conferencing
Interactive
•Sent to Specific
recepients
•Distributed
•Not sure understood?
•Ex: Letters, Memos,
Reports, Emails, Press
releases.
Push
•Used for large volume
•Large audiences
•Recipient to access
contents at own
discretion
•Ex: E-Learning,
Knowledge
repositories
Pull
Plan communication Management->T&T-> Communication methods

Data Representation
• the current and desired engagement levels of
each stakeholder, and a gap assessment
• This can help identify their communication needs
Stakeholder
engagement,
assessment
matrix
Plan comm. Management-> T&T -> Data Representation
assessment matrix
Following Data Representation technique will be used.

Interpersonal and
team skills
•Styles and preferred methods of communication;
•Useful when tailoring communications for
unsupportive stakeholders
Communication
styles assessment
Plan comm. Management-> T&T -> Interpersonal and team skills
Communication style
assessment
Political awareness Cultural awareness
Following Interpersonal skills will be useful for communication planning.

Plan communication Management-> Output
Communication
Management plan
PMP updates
Project document
updates

Communication Management plan provides below information:
How information will be stored, retrieved, maintained & distributed.
What communication system & processes are already in place.
How information will be managed after project closure.
Team is involved in creation of the plan.
Helps to set the ground rules for communication.
Help stakeholders in creating & sharing project information.
Plan communication Management-> Output->CMP
What need to be communicated Between whom communication Method Responsibility frequency
Detail Project Status Report PM & PMO Email PM Weekly
Project Status Report PM & Steering committee Presentation / Email PM Monthly
Communication
Management plan

Communication
Management plan
Communication Management plan provides below information:
Plan communication Management-> Output->CMP
Stakeholder communication requirements.
Information to be communicated.
Reason for the distribution of that information.
Time frame and frequency.
Person responsible for communicating the information.
Person responsible for authorizing release of confidential information.
Person or groups who will receive the information.

Plan communication Management-> Output -> PMP updates
PMP updates
plan
Following subsidiary plans may get updated.

Project document
updates
Plan communication Management-> Output -> Project doc. updates
Project schedule Stakeholder Register
Following Project documents may get updated.

Plan Communication Management -> Review
Plan Communication Management Definition
Effective & efficient communication
Communication considerations
Plan Communication Management ITTO
Communication channels
Communication Model

Chap 10.1 Plan Communication Management

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Chap 10.1 Plan Communication Management