Project communication management includes planning, monitoring, and controlling communications throughout the project life cycle to ensure timely and appropriate information flow between the project team and stakeholders. Key inputs include the communication management plan, work performance reports, and issue log. Meetings and information management systems are used to distribute project documents, performance reports, and make updates or change requests as needed. The goal is optimal information flow and meeting stakeholders' communication needs.

1. PROJECT COMMUNICATION
MANAGEMENT

2. Presented by:
M.Azeem Anwar

3. PROJECT COMMUNICATION
MANAGEMENT
Project communication management includes the
process that are required to ensure timely and
appropriate
planning,collection,creation,distribution,storage,
retrieval,management,control,monitoring and
ultimate disposition of project information.

4. PROJECT COMMUNICATION
MANAGEMENT
Knowledge
Area
Process
Initiating Planning Executing
Monitorin
g &
Contol
Closing
Communicatio
n
Indentify
Stakehol
der
Plan
Communicat
ion
Distribute
Information
Manage
Stakeholders -
Report
Performan
ce
Enter phase/
Start project
Exit phase/
End project
Initiating
Processes
Closing
Processes
Executing
Processes
Monitoring &
Controlling Processes
Planning
Processes

5. PLAN COMMUNICATIONS
MANAGEMENT
Inputs Tools and Techniques Outputs
o Project management
plan
o Project documents
o Enterprise
environmental factors
o Organizational
process assets
o Communication
requirements analysis
o Communication
technology
o Communication
o Communication
methods
o Meetings
o Communications
management
plan
o Project
documents
updates

6. PLAN COMMUNICATIONS
MANAGEMENT
Plan Communication Management-Data Flow Diagram

7. PLAN COMMUNICATIONS
MANAGEMENT-INPUTS
Includes information on how the project will
executed,monitored,controlled and closed.
o Stakeholders Register:
Provides the information needed to plan the communication with project
stakeholders. Includes: identification info, assessment info, stakeholders
classification.
o Enterprise Environmental Factors:
Conditions , not under the control of the project team, that influence, restrict or
direct the project (i.e. may have positive or negative impact).E.g.: marketplace
condition, political climate, geographic distribution of resources,etc.
o Organizational Process Assets
Includes the plans,process,policies,procedures and knowledge bases specific
to organization. E.g.: knowledge, skills, tricks,practice, lessons learned from
historic information's.
Project Management
Plan:

8. PLAN COMMUNICATIONS
MANAGEMENT-INPUTS
enterprise environmental factors
The enterprise environmental factors that can influence the Plan
Communications Management process include but are not
limited to:
o Organizational culture, political climate, and governance
framework
o Personnel administration policies
o Stakeholder risk thresholds
o Established communication channels, tools, and systems
o Global, regional, or local trends, practices, or habits
Geographic distribution of facilities and resources

9. PLAN COMMUNICATIONS
MANAGEMENT-TOOLS AND TECHNIQUES
COMMUNICATION REQUIREMENTS ANALYSIS
Analysis of communication requirements determines the information needs of the project
stakeholders. These requirements are defined by combining the type and format of information
needed with an analysis of the value of that information
o Stakeholder information and communication requirements from within the stakeholder register
and stakeholder engagement plan
o Number of potential communication channels or paths, including one-to-one, one-to-many,
and many-to-many communications;
o Organizational charts
o Project organization and stakeholder responsibility, relationships, and interdependencies;
o Development approach
o Disciplines, departments, and specialties involved in the project
o Logistics of how many persons will be involved with the project and at which locations;
o Internal information needs
o External information needs
o Legal requirements

10. PLAN COMMUNICATIONS
MANAGEMENT-TOOLS AND TECHNIQUES
COMMUNICATION TECHNOLOGY
The methods used to transfer information among project stakeholders may vary
significantly. Common methods used for information exchange and collaboration
include conversations, meetings, written documents, databases, social media, and
websites.
Factors that can affect the choice of communication technology include:
o Urgency of the need for information
The urgency, frequency, and format of the information to be communicated may
vary from project to project and also within different phases of a project.
o Availability and reliability of technology
The technology that is required for distribution of project communications
artifacts should be compatible, available, and accessible for all stakeholders
throughout the project.
o Ease of use.

11. PLAN COMMUNICATIONS
MANAGEMENT-TOOLS AND TECHNIQUES
Communication Model for Cross-Cultural Communication

12. PLAN COMMUNICATIONS
MANAGEMENT-TOOLS AND TECHNIQUES
Possible communications artifacts and methods include but are not limited to:
o Notice boards
o Newsletters/in-house magazines/e-magazines
o Letters to staff/volunteers
o Press releases
o Annual reports
o Emails and intranets
o Web portals and other information repositories (for pull communication)
o Phone conversations
o Presentations
o Team briefings/group meetings
o Focus groups
o Face-to-face formal or informal meetings between various stakeholders
o Consultation groups or staff forums
o Social computing technology and media

13. PLAN COMMUNICATIONS
MANAGEMENT-TOOLS AND TECHNIQUES
MEETINGS
Project meetings can include virtual (e-meetings) or face-to-face meetings, and can
be supported with document collaboration technologies, including email messages
and project websites. The Plan Communications Management process requires
discussion with the project team to determine the most appropriate way to update
and communicate project information, and to respond to requests from various
stakeholders for information

14. PLAN COMMUNICATIONS
MANAGEMENT-OUTPUTS
COMMUNICATIONS MANAGEMENT PLAN
The communications management plan is a component of the project management plan that
describes how project communications will be planned, structured, implemented, and monitored for
effectiveness. The plan contains the following information
o Stakeholder communication requirements
o Information to be communicated, including language, format, content, and level of detail
o Escalation processes
o Reason for the distribution of that information;
o Timeframe and frequency for the distribution of required information and receipt of
acknowledgment or response, if applicable
o Person responsible for communicating the information
o Person responsible for authorizing release of confidential information;
o Person or groups who will receive the information, including information about their needs,
requirements, and expectations

15. MANAGE COMMUNICATIONS
Manage Communications is the process of ensuring timely and appropriate
collection, creation, distribution, storage, retrieval, management, monitoring, and the
ultimate disposition of project information. The key benefit of this process is that it
enables an efficient and effective information flow between the project team and the
stakeholders. This process is performed throughout the project.
Inputs Tools and Techniques Outputs
o Communication
management plan
o Work Performance
o Enterprise environmental
factors
o Organizational process
assets
o Communication technology
o Communication models
o Communication methods
o Information Management
Systems
o Performance Reporting
o Project
Communications
o Management plan
Update
o Organizational
process assets
Update

16. MANAGE COMMUNICATIONS
Manage Communication-Data Flow Diagram

17. MANAGE COMMUNICATIONS-
INPUTS
o Communications management plan (CMP)
Describe planning ,structuring ,monitoring and controlling of
project communications.
o Work Performance Reports
• Collection of project performance and status information that
may be used to facilitate awareness,action,decisions and to
create communications.
• It must to accurate andavailable in timely manner.eg: status reports.

18. MANAGE COMMUNICATIONS-
INPUTS
o Communications management plan (CMP)
Describe planning ,structuring ,monitoring and controlling of project
communications.
o Work Performance Reports
• Collection of project performance and status information that may
be used to facilitate awareness,action,decisions and to create
communications.
• It must to accurate and available in timely manner.eg: status reports.

19. MANAGE COMMUNICATIONS-TOOLS AND
TECHNIQUES
Communication Technology
Includes the type of technology adopted to transfer information among project
team.
o Availability of Technology:
ensure the technology required to communicate is compatible ,available and
accessible for all stake holders.
o Ease Of Use:
ensures that choice of communication technology can be easily
understood and used by all.
Communication Models:
– Focus is to ensure that the choice of communication model is appropriate for
the project undertaken. E.g. : using encoding, decoding methods.

20. MANAGE COMMUNICATIONS-TOOLS
AND TECHNIQUES
Communication Methods:
o Includes different methods that are used to share information among
project team/stakeholders. E.g.: phone calls, letters.
o Ensures that the information that has been distributed has been well
received and understood to enable response and feedback.
Information Management Systems :
o Information is managed using different tools including :
• hard-copy documents: letters, memos
• Electronic documents : e-mails, voicemails.

21. MANAGE COMMUNICATIONS-TOOLS AND
TECHNIQUES
o Performance Reporting:
Act of collecting and distributing performance information, including status
reports, progress measurement and forecasts
o Involves the periodic collection and analysis of estimated versus actual
data to understand and forecast the results.
o Format may range from simple status report to more elaborative ,depending
upon the audience .
Includes:
• Analysis of past performance along with forecast.
• Current status of risks and issues .
• Work completed and to be completed in given time.

22. MANAGE
COMMUNICATIONS OUTPUTS
Project Communications:
Includes:
Performance reports, deliveries status, schedule progress, cost
incurred.
Vary significantly:
Depending upon urgency, impact of message and methods of delivery
and level of confidentiality.
Project Management /Documents Updates:
Includes:
• Updates based on comparison of current work against
Performance measurement Baseline(PMB).
• Issue log
• Project Schedule

23. CONTROL COMMUNICATIONS
Includes the process of monitoring and controlling
communications throughout the entire project life cycle to ensure the information
needs of the project stakeholders are met
Key benefit is that it ensures an optimal information flow among all communication
participants at any moment in the time.
Inputs Tools and Techniques Outputs
o Project Management
plan
o Project Communication
o Issue log
o Work Performance Data
o Organizational process
assets
o Information
Management System
o Expert Judgments
o Meetings
o Work Performance
o Management Plan
Update
o
o Project Documents
Update
o Organizational process
assets Update
o Change Requests

24. CONTROL COMMUNICATIONS
Control Communication-Data Flow Diagram

25. CONTROL COMMUNICATIONS
INPUTS
Project Management Plan:
Describes how the project will be executed ,monitored, controlled
and closed .
includes:
• Stakeholder communication requirements.
• Individual or group responsible for communication of the
information.
Project Communication:
Involves activities that are required for information and
communications to be monitored ,acted upon and released to
stakeholders.
Includes:
• Deliverables status
• Schedule progress
• Costs incurred.

26. CONTROL COMMUNICATIONS
INPUTS
Issue Log:
• Used to document and monitor the resolution of issues.
• Helps us to understand who is responsible for resolving specific issues
by target date.
Work Performance Data:
Includes details about which communications have actually been
distributed, feedback on communications, survey results on communication
effectiveness.
Organizational Process Assets:
Includes:
• Report templates
• Allowed communication media
• Security requirements.

27. CONTROL COMMUNICATIONS
TOOLS AND TECHNIQUES
Information Management System:
provides a set of standard tools for the project manager to capture, store and
distribute information to stakeholders about project’s costs, schedule progress and
performance.
Includes:
Spreadsheet analysis ,table reporting , presentation.
Expert Judgment:
Needed to be applied to technical/management details and may be provided
by any group or individual with specialized knowledge or training such as:
• Consultants
• Project management officer(PMO)
• Subject matter experts.
• Professional and technical associations

28. CONTROL COMMUNICATIONS
TOOLS AND TECHNIQUES
Meetings:
o control communication requires discussion and dialogue with project team
members to determine the most appropriate way to update and respond to
the stakeholders requirement. And this process is only possible through
MEETING.
o It can be face to face or online sitting at different locations

29. CONTROL
COMMUNICATIONS OUTPUTS
Work Performance Information
• Organizes and summarizes the performance data gathered.
• Performance data provides status and progress information on the
project at different level
Change requests
• Formal proposal to modify any documents, deliverable, or
baseline.
• Needed for updates, defect repair, preventive action
May result in:
• New or revised cost estimates, schedule dates, resource requirements.
• Adjustments to project plan and documents.

30. CONTROL
COMMUNICATIONS OUTPUTS
Project Document Updates:
Includes:
• Forecasts
• Issue log
• Work performance reports
Organizational process Assets updates:
Includes:
• Reports formats and lessons learned documentation
• This documentation may become part of historical database for this
project and may include the caused of issues, reasons behind the
corrective actions chosen and other type of lessons learned during
the project.