1. SHARING PROJECT COMMUNICATION 1
Sharing Project Communication
Loren Karl Schwappach
PM 610: Project Planning, Execution, and Closure
Colorado Technical University

2. SHARING PROJECT COMMUNICATION 2
Abstract
This paper discusses how project status, issue, and accomplishment information gets shared. It
discusses the types of information that are shared through documents, and how e-mail affects the
efficiency and effectiveness of project communications.

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Sharing Project Communication
Communication is of importance in most functions, however, in project communications
have a life of their own and may be of the most importance. Being an excellent and active
communicator is of critical importance for all project managers and project team members and
requires that the project manager develops his/her interpersonal, informational, and decisional
hats (Kerzner, 2003). The PMs interpersonal hat requires that the PM be honest, capable,
dependable, personable and effective. The PM is responsible for dealing successfully with people
from different backgrounds, origins, and experiences, developing an open environment of unity,
resolving disagreements, focusing members towards milestones and mission accomplishment,
motivating project members toward goal fulfillment, and constructing positive, productive
relationships with stakeholders and the team members. Project managers have several tools
available for sharing information. Some of the information shared through these tools include
project status updates, problem sharing, technical idea sharing (such as code, and architectural
ideas), financial/budget data and concerns, project schedules, resource
acquisitions/losses/modifications, QA results, meeting notes, etc. There are also many tools
available for sharing this information.
Face to Face (FTF) Communication
FTF communication is one of the most powerful, effective, productive, and informative
communication tools and can also be the most widely avoided by communication weak project
teams. FTF communication has particular strength especially in large project group settings (like
weekly team meetings) where team members with different project perspectives learn to see the
bigger project picture. The communication plan should outline times of required FTF
communications but these requirements are minimum standards. Proactive project managers and

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project management teams should utilize face to face communications as frequently as necessary
to ensure communications are being actively shared throughout the team and to essential project
stakeholders.
Project E-mail
Another useful communication tool brought by the information age is email. Although
often over used as a poor replacement for FTF communication e-mail provides an avenue for the
rapid sharing of project activities to include project accomplishments, risks, and problems being
encountered. Email can be a useful tool for increasing efficiency and effectiveness of
communications due to its structure and ability for quick expression of ideas. However it should
not be a replacement for FTF communications.
Intranet/Internet
The intranet/internet provides a useful avenue for project communications. Discussion
boards are a good example where customers and colleagues (such as students, gamers, and
individuals working in common areas) can share ideas from around the world in a free
unregulated format. Today large corporations use the internet for engaging in customer service
functions, gauging product support, and many other functions. I gained particular appreciation
for internet sharing of project documentation while working on a bachelor’s degree engineering
capstone project with several group members. During the capstone class our project team
became frequently reliant upon a internet application known as Dropbox. Dropbox allowed a
way for the entire team to share a large free 2GB storage folder on each of our home desktop
computers that was continuously shared and updated via the internet. Dropbox would
additionally send an email and show within the Dropbox folder when a deliverable was open,
who was working on it, and who/when it was last changed by. This was critical for ensuring

5. SHARING PROJECT COMMUNICATION 5
project members weren’t duplicating the work of other project members. Two of the largest
drawbacks to the internet are #1: security and #2: just like e-mail it is usually less effective than
FTF communication.
Video Conferencing
Video conferencing is a useful tool that allows a virtual method of FTF communication
for members that cannot be present for FTF communication (due to local, activities, and other
reasons). A drawback to this tool is that the participants are in a virtual environment and open
communication sharing is not often as present and utilized as in true FTF communication.
Phone
The phone is used less frequently in today’s ream of digitization. The phone is also a
useful form of communication and has many of the benefits brought by FTF communication that
does not exist and is not accomplished via e-mail, internet and other digital means.
how project status, issue, and accomplishment information gets shared
types of information shared.
Social Networking
This communication tool has broken many barriers due to its transparent nature and
ability to utilize large variances in group dynamics while allowing a method for like minded
individuals to share ideas. In some aspects it has become an avenue for individuals to express
daily thoughts, media and activities in an open forum with coworkers, family members, friends,
companies, etc. It has reshaped the world of business and is much less rigid than e-mail.
However this tool should never be used as a replacement for FTF communication and social
networking sites often share in the same security vulnerabilities as other digital tools.

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References
Kerzner, H. (2003). Project management: A systems approach to planning, scheduling, and
controlling (8th ed.). Hoboken, New Jersey: John Wiley & Sons, Inc.
Nielson. D. (2011). Project Communications: How to keep Your Team Engaged and Informed.
Retrieved September, 19, 2011 from: http://www.projectsmart.co.uk/project-
communications-how-to-keep-your-team-engaged-and-informed.html