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Chapter 27 Project Communication Management
Project communications management includes the processes that ensure that the information needs of the project and its stakeholders are met by developing artifacts and performing activities for the effective exchange of information.
Edited at 2022-03-17 18:04:21
Chapter 27 Project Communication Management
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Project communication management
1. Core idea
1.1. Project communication management includes the process of ensuring that the project and its associated information needs are met by developing artifacts and performing activities for the effective exchange of information.
1.2. Develop strategies to ensure communications are effective for relevant parties
1.3. Performed necessary activities and implemented communication strategy
1.4. method of information exchange
1.4.1. Writing
1.4.1.1. Physical or electronic form
1.4.2. oral form
1.4.2.1. Face-to-face or remote format
1.4.3. formal or informal
1.4.3.1. Use official paper or social media
1.4.4. gesture action
1.4.4.1. tone of voice and facial expression
1.4.5. Choose words to make sentences
1.4.5.1. There is often more than one word to express an idea, and the meanings of each word may be slightly different.
1.5. Communication activity classification
1.5.1. internal
1.5.1.1. For stakeholders within the project or within the organization
1.5.2. external
1.5.2.1. Targeting external related
1.5.3. formal
1.5.3.1. Reports, formal meetings, meeting agendas and minutes, stakeholder briefings and presentations
1.5.4. informal
1.5.4.1. General communication activities using email, social media, website, and informal ad hoc discussions
1.5.5. Hierarchical communication
1.5.5.1. Communicate upward
1.5.5.1.1. For high-level stakeholders
1.5.5.2. communicate downward
1.5.5.2.1. For the teams and other people working on the project
1.5.5.3. horizontal communication
1.5.5.3.1. For project managers or peers on the team
1.5.6. official communication
1.5.6.1. Annual reports, reports submitted to regulatory agencies or government departments
1.5.7. unofficial communication
1.5.7.1. Use flexible means to build and maintain understanding and buy-in of the project situation among the project team and its stakeholders, and build strong relationships between them
1.5.8. Written and oral communication
1.5.8.1. Verbal and non-verbal, social media and websites, media releases
1.6. 5C principles of communication
1.6.1. Correct grammar and spelling
1.6.2. Concise expressions and no redundant words
1.6.3. Clear purpose and presentation (suitable for reader needs)
1.6.4. coherent thinking logic
1.6.5. Controlled statements and thought succession
1.7. communication skills
1.7.1. active listening
1.7.2. Understand cultural and personal differences
1.7.3. Identify, set and manage stakeholder expectations
1.7.4. Strengthen skills
1.7.4.1. Convince an individual, team or organization to take action
1.7.4.2. Motivate and encourage people, or help people regain their confidence
1.7.4.3. Know people improve performance and achieve desired results
1.7.4.4. Build consensus through consultation and mitigate delays in approval or decision-making
1.7.4.5. Resolve conflicts and prevent damaging effects
1.8. basic attributes of communication
1.8.1. Communication purpose is clear
1.8.2. Try to understand the recipients of communication as much as possible and meet their needs and preferences
1.8.3. Monitor and measure the effectiveness of communications
1.9. Development trends and emerging practices in project communication management
1.9.1. Incorporate relevant parties into project review scope
1.9.2. Involve relevant parties in project meetings
1.9.3. The increasing use of social tools
1.9.4. Multifaceted communication methods
1.10. Factors to consider when cutting
1.10.1. interested parties
1.10.2. physical location
1.10.3. communication technology
1.10.4. language
1.10.5. knowledge management
2. Planning communication management
2.1. concept
2.1.1. definition
2.1.1.1. Plan communications management is the process of specifying appropriate methods and plans for project communications activities based on the information needs of each stakeholder or stakeholder group, available organizational assets, and the needs of the specific project.
2.1.2. effect
2.1.2.1. In order to provide relevant information to relevant parties in a timely manner and guide relevant parties to effectively participate in the project, a written communication plan is prepared
2.2. enter
2.2.1. Project Charter
2.2.1.1. List of key stakeholders, including roles and responsibilities
2.2.2. project management plan
2.2.2.1. resource management plan
2.2.2.1.1. How to classify, allocate, manage and release project resources
2.2.2.2. Stakeholder Engagement Plan
2.2.2.2.1. management strategy
2.2.3. project files
2.2.3.1. requirements document
2.2.3.1.1. need for communication
2.2.3.2. Interested Party Register
2.2.3.2.1. Plan communication activities with relevant parties
2.2.4. business environment factors
2.2.4.1. Organizational culture, political climate and governance framework
2.2.4.2. Personnel Management Policy
2.2.4.3. Related Party Risk Threshold
2.2.4.4. Established communication channels, tools and systems
2.2.4.5. Global, regional or local trends, practices or customs
2.2.4.6. Geographic distribution of facilities and resources
2.2.5. organizational process assets
2.2.5.1. Organization’s social media, ethics and safety policies and procedures
2.2.5.2. The organization’s issue, risk, change and data management policies and procedures
2.2.5.3. Organizational communication requirements
2.2.5.4. Standardized guidelines for producing, exchanging, storing and retrieving information
2.2.5.5. Knowledge base of historical information and lessons learned
2.2.5.6. Stakeholder and communication data and information from previous projects
2.3. Tools & Techniques
2.3.1. expert judgment
2.3.1.1. Politics and power structures within organizations
2.3.1.2. The environment and culture of the organization and other client organizations
2.3.1.3. Organizational Change Management Methods and Practices
2.3.1.4. Industry or type of project deliverable
2.3.1.5. organizational communication techniques
2.3.1.6. Organizational policies and procedures regarding compliance with legal requirements related to corporate communications
2.3.1.7. Organizational policies and procedures related to security
2.3.1.8. Interested parties, including customers or sponsors
2.3.2. Communication needs analysis
2.3.2.1. Related information and communication needs in the stakeholder register and stakeholder engagement plan
2.3.2.2. Number of potential communication channels or pathways, including one-to-one, one-to-many and many-to-many communication
2.3.2.3. Organization Chart
2.3.2.4. Responsibilities, relationships and interdependencies between the project organization and relevant parties
2.3.2.5. development method
2.3.2.6. Disciplines, departments and majors involved in the project
2.3.2.7. How many people are participating in the project and where?
2.3.2.8. Internal information needs
2.3.2.9. external information needs
2.3.2.10. Legal requirements
2.3.3. communication technology
2.3.3.1. Conversations, meetings, written documents, databases, social media and websites
2.3.3.2. Influencing factors
2.3.3.2.1. Urgency of information needs
2.3.3.2.2. Availability and reliability of technology
2.3.3.2.3. Ease of use
2.3.3.2.4. Project environment
2.3.3.2.5. Sensitivity and confidentiality of information
2.3.4. communication model
2.3.4.1. coding
2.3.4.2. Send message
2.3.4.3. decoding
2.3.4.4. Confirm received
2.3.4.5. feedback/response
2.3.5. communication method
2.3.5.1. interactive communication
2.3.5.2. push communication
2.3.5.3. pull communication
2.3.5.4. communication needs
2.3.5.4.1. interpersonal communication
2.3.5.4.2. group communication
2.3.5.4.3. public communication
2.3.5.4.4. mass media
2.3.5.4.5. Network and social communication tools
2.3.6. Interpersonal and team skills
2.3.6.1. communication style assessment
2.3.6.2. political awareness
2.3.6.3. cultural awareness
2.3.7. Data performance
2.3.7.1. Stakeholder Engagement Assessment Matrix
2.3.8. Meeting
2.3.8.1. Virtual or in-person meeting
2.4. output
2.4.1. communications management plan
2.4.1.1. Stakeholder communication needs
2.4.1.2. Information to be communicated
2.4.1.3. Escalation steps
2.4.1.4. Reason for publishing information
2.4.1.5. Time limits and frequency for releasing required information, acknowledging receipt, or responding
2.4.1.6. Person responsible for communicating relevant information
2.4.1.7. The person responsible for authorizing the release of confidential information
2.4.1.8. The person or group to whom information is received, including needs, wants and expectations
2.4.1.9. Methods and techniques used to deliver information
2.4.1.10. Resources allocated for communications activities
2.4.1.11. Methods to update and optimize communication management plans
2.4.1.12. General glossary
2.4.1.13. Project information flow diagram, workflow, report checklist and meeting plan
2.4.1.14. Constraints from laws, regulations, technology, organizational policies, etc.
2.4.2. Project Management Plan Update
2.4.2.1. Stakeholder Engagement Plan
2.4.3. Project file updates
2.4.3.1. Project schedule
2.4.3.1.1. reflect communication activities
2.4.3.2. Interested Party Register
2.4.3.2.1. Reflect planned communication
3. management communication
3.1. concept
3.1.1. definition
3.1.1.1. The process of ensuring that project information is collected, generated, disseminated, stored, retrieved, managed, monitored, and ultimately disposed of in a timely and appropriate manner
3.1.2. effect
3.1.2.1. Facilitate effective information flow between the project team and relevant parties
3.2. communicate effectively
3.2.1. sender-receiver model
3.2.1.1. Leverage feedback loops to remove obstacles
3.2.2. media selection
3.2.2.1. Use sensible communication artifacts
3.2.3. writing style
3.2.3.1. Active or passive voice, sentence structure, and wise choice of vocabulary
3.2.4. Conference management
3.2.4.1. agenda, attendance, deconfliction
3.2.5. Demo
3.2.5.1. Understand the role of body language and visual aids design
3.2.6. guide
3.2.6.1. Build consensus, overcome obstacles, and sustain interest and enthusiasm
3.2.7. active listening
3.2.7.1. Inform of receipt, clarify and confirm information, understand, and remove obstacles
3.3. enter
3.3.1. project management plan
3.3.1.1. resource management plan
3.3.1.1.1. Communication required to manage team and material resources
3.3.1.2. communications management plan
3.3.1.2.1. Planning, structuring and monitoring
3.3.1.3. Stakeholder Engagement Plan
3.3.1.3.1. Communication strategies to guide participation
3.3.2. project files
3.3.2.1. Change log
3.3.2.1.1. Communicate changes
3.3.2.2. Problem log
3.3.2.2.1. Pass on information relevant to the problem
3.3.2.3. Lessons Learned Register
3.3.2.3.1. Used to improve communication in the later stages and improve communication efficiency and effectiveness.
3.3.2.4. quality report
3.3.2.4.1. Information related to quality issues, project and product improvements, and process improvements
3.3.2.5. risk report
3.3.2.5.1. Information on risk sources
3.3.2.6. Interested Party Register
3.3.2.6.1. People, groups and organizations with various types of information
3.3.3. job performance report
3.3.3.1. passed to relevant parties
3.3.4. business environment factors
3.3.4.1. Organizational culture, political climate and governance framework
3.3.4.2. Personnel Management Policy
3.3.4.3. Related Party Risk Threshold
3.3.4.4. Established communication channels, tools and systems
3.3.4.5. Global, regional or local trends, times or customs
3.3.4.6. Geographic distribution of facilities and resources
3.3.5. organizational process assets
3.3.5.1. Corporate social media, ethics and safety policies and procedures
3.3.5.2. The enterprise's issue, risk, change and data management policies and procedures
3.3.5.3. Organizational communication requirements
3.3.5.4. Standardized guidance for producing, exchanging, storing and retrieving information
3.3.5.5. Historical information on past projects, including lessons learned knowledge base
3.4. Tools & Techniques
3.4.1. communication technology
3.4.2. communication method
3.4.3. communication skills
3.4.3.1. communication competency
3.4.3.1.1. communication skill set
3.4.3.2. feedback
3.4.3.2.1. Reflective information about communications, deliverables or situations
3.4.3.3. nonverbal
3.4.3.3.1. Convey information through appropriate body language such as gestures, tone of voice and expressions
3.4.3.4. Demo
3.4.3.4.1. Formal delivery of information/documents
3.4.4. project management information system
3.4.4.1. Electronic project management tools
3.4.4.2. Electronic communication management
3.4.4.3. social media management
3.4.5. Project report released
3.4.5.1. The act of collecting and distributing project information
3.4.6. Interpersonal and team skills
3.4.6.1. active listening
3.4.6.2. conflict management
3.4.6.3. cultural awareness
3.4.6.4. Conference management
3.4.6.4.1. prepare agenda
3.4.6.4.2. Ensure meetings start and end at set times
3.4.6.4.3. Ensure appropriate participants are invited and present
3.4.6.4.4. To the point
3.4.6.4.5. Handle expectations, issues and conflicts in meetings
3.4.6.4.6. Document all actions and who is assigned responsibility for the actions
3.4.6.5. interpersonal communication
3.4.6.6. political awareness
3.4.7. Meeting
3.5. output
3.5.1. Project communication record
3.5.1.1. Performance reports, deliverable status, schedule progress, cost of production, demonstrations, others
3.5.2. Project Management Plan Update
3.5.2.1. communications management plan
3.5.2.2. Stakeholder Engagement Plan
3.5.3. Project file updates
3.5.3.1. Problem log
3.5.3.2. Lessons Learned Register
3.5.3.3. Project schedule
3.5.3.4. risk register
3.5.3.5. Interested Party Register
3.5.4. Organizational process asset updates
3.5.4.1. Project records
3.5.4.2. Planned and ad hoc project reports and presentations
4. Supervise communication
4.1. concept
4.1.1. definition
4.1.2. effect
4.2. enter
4.3. Tools & Techniques
4.4. output