Project Communication

Management

PMI BOK

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Major Processes

Communications Planning
Information Distribution
Performance Reporting
Administrative Closure

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Skill Versus Management

General Management Skill for

communicating

Sender-receiver model
Choice of media
Writing style
Presentation techniques
Meeting management techniques

Project Communication Management

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Communications Planning:
Input

Communications requirements
Communications technologies
Constraints
Assumptions

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Communications Planning:
Tools and Techniques

Stake holder analysis

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Communications Planning:
Output

Communications management plan

A collection and filing structure

A distribution structure
A description of info
Production of the info
Methods for accessing
A method for updating and refining

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Information Distribution:
Input

Work results
Communications management plan
Project plan

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Information Distribution:
Tools and Techniques

Communication skills

Written and oral, listening and speaking

Internal and external
Formal and informal
Vertical and horizontal

Information retrieval system

Information distribution system
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Information Distribution:
Output

Project records

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Performance Reporting:
Input

Project plan.
Work results
Other project records

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Performance Reporting:
Tools and Techniques

Performance reviews
Variance analysis
Trend analysis
Earned value analysis

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Performance Reporting:
Output

Performance reports
Change requests

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Administrative Closure:
Input

Performance measurement
Documentation of the product of the
project
Others process records

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Administrative Closure:
Tools and Techniques

Performance reporting tools and

techniques

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Administrative Closure:
Output

Project archives
Formal acceptance
Lessons learned

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Communication: a key to
project success

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Definition

Communication is a two way effort,

involving the transmission of information
and understanding from one person or
group to another through the use of
common symbols.
These symbols can verbal or nonverbal,
written, graphic, or multimedia.
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Miscommunication

Poor communication leads to friction,

frustrations, and inefficiency.
Examples:

Misinterpretation of a design drawing.

Misunderstood change order.
Missed delivery date.
Fail to execute instruction.
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Communication Aims at:

Understanding the exact meaning and

intent of others
Being understood by others
Gaining acceptance for yourself and or
your ideas.
Producing action to change

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Communication Processes

See Figure 1.1

Three basic elements

The sender/encoder of information

The signal or the message
The receiver/decoder

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Communication Method

Verbal
Nonverbal
written

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Verbal Communication

Timely exchange of info

Rapid feedback
Immediate synthesis of message
Timely closure.
See Table 1.1

Tellem what are you going to tell em. (intro)

Tellem (explanation)
Tellem what you told em (summary)
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Nonverbal Communication

Gestures
Vocal tones
Facial expressions
Body languages

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Total Message Impact

Words (7%)
Vocal tones (38%)
Facial expressions (55%)

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Written Communication

Reports
Plans, proposals, standards, policies,
procedures, letters, memo, legal
documents.
5 major steps in written communication
See Figure 5.2

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How and When

See Table 1.2

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Improve written communication

Determine when to put your message in writing.

When it is receivers preferred communication
style.
When communicating information regarding
company policies or change in company policies.
When conveying message that could be
misunderstood.
Use 3-4-5 principle
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Increase your personal power

Front load your message.

Use concise language and stick to the
point.
Use powerful visual language.
Watch out for is and but.
Use persuasive language.
Own the message and show confidence.
Avoid jargon and acronyms.
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Macro Barriers

Amount of info
Lack of subject knowledge
Cultural differences
Organizational climate
Number of links

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Micro Barriers

Perception

Senders view of receiver

Receivers view of sender

Message competition
Jargons and terminology

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Communication in the Context of

Project

Referred to exchange or sharing of

messages and information to convey
meaning and knowledge between and
among the project manager, internal
stakeholders, and external stakeholder.

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Purposes of communication in the

context of project

Dissemination of records, status reports

and other information about the project.
Information sharing about decisions and
hence commitment to those decisions.
Management of interfaces and systems
integration.

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Types of project communication

Interpersonal communication
Communication with public and
community
Formal communication
Informal communication

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Management Information System

How will data and info be gathered, organized,

processed, updated and communicated among
project stakeholders? Meeting, written memo, or
reports?
What medium will be most effective: hard copy,
phone, or Email?
What reporting and control procedures will be
implemented?

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Project Meetings

Start up (kick off) meetings.

Planning meetings.
Status/review meetings.
Problem solving meetings.
Public meetings.
Presentation meetings.
Negotiation and conflict resolution meetings

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Frequency of reviews/meetings

Bathtub curve.
See Figure 1.4

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Guidelines for managing meeting:

before the meeting

Determine the purpose.

Set the ground rules.
Determine who really needs to be present.
Notify participants well in advance: purpose ,
location and time.
Distribute an agenda in advance.
Making notes and rehearse presentation.
Start and end the meeting on time.
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Guidelines for managing meeting:

during the meeting

Specify a time limit and stick to it.

Begin by identifying the specific objectives.
Gather input from the participants.
Keep things moving.
Use visual aids.
Periodically summarize the results.
Assign action items to team members.

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Guidelines for managing meeting:

after the meeting

Follow up the action items assigned.

Concise minutes.
Use them in the next meeting.

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GREAT Meeting:

Goal should be SMART

Roles and Rules
Expectations
Agendas
Time: brief, begin and end meetings on
time.

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Communication channels

Upward
Downward
Lateral
See figure 1.6

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Listening

Verbal listening behavior

Asking question
Confirm what you understood
Summarizing at interval
Asking the speaker
Ascertaining the speakers feeling
Directing the speaker the most appropriate listener.

Nonverbal listening behavior

Making eye contact.

Being expressive.
Moving closer to the speaker.
Listening for the intention.

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Body Language

Facial expressions
Touching
Use of space
Use of time
See Table 1.3

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Barriers to effective listening

Poor listeners
Resistance to the message
Physical distraction
The role of perceptions
See Table 1.4: what make a good listener?
See Figure 1.7: guideline for active
listener.
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Communication Styles

Concrete sequential.
Abstract sequential.
Concrete random.
Abstract random.
See Figure 1.8.

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Communication & project life cycle

See figure 1.9.

See appendix 1 for assessing
communication style.

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Summary

Communication is a process that required

two ways effort.
Types: Interpersonal, informal, PMIS.
Meeting.
High team performance related to
effective communication.
Listening is a vital to communication
Perception forms our personal quality.
There are 4 communication styles.
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