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What is Communications Management?

Processes that are required to ensure timely and appropriate planning, management, control, monitoring, and the ultimate disposition of project information.

What are the Project Communications Management processes?

• Plan Communications Management • Manage Communications • Monitor Communications

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What are the Potential Dimensions in Communications Management Processes?

Internal and external; Formal and informal; Vertical(upward/downward) and horizontal; Official and unofficial; Written and oral, and verbal and nonverbal

Give examples to formal communication

Reports, formal meetings, meeting agendas and minutes, stakeholder briefings, and presentations.

Give examples to informal communication

General communications activities using emails, social media, websites, and informal ad hoc discussions.

…. and …. will form the foundation to monitor the effect of the communication.

The communication strategy and communications management plan

What are the 5Cs of written communications?

Correct grammar and spelling; Concise expression and elimination of excess words; Clear purpose and expression directed to the needs of the reader; Coherent logical flow of ideas; Controlling flow of words and ideas

What are the Effective Communication Skills?

Listening actively and effectively; Questioning and probing ideas to better understand; Educating to increase team’s knowledge; Fact-finding to identify or confirm information; Setting and managing expectations

What is the "Plan Communications Management" process?

It is the process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project.

What is the key benefit of "Plan Communications Management" process?

The key benefit of this process is a documented approach to effectively and efficiently engage stakeholders by presenting relevant information in a timely manner.

What are the inputs of "Plan Communications Management" process?

.1 Project charter .2 Project management plan .3 Project documents .4 Enterprise environmental factors .5 Organizational process assets

What are the tools and techniques of "Plan Communications Management" process?

.1 Expert judgment .2 Communication requirements analysis .3 Communication technology .4 Communication models .5 Communication methods .6 Interpersonal and team skills .7 Data representation .8 Meetings

What are the outputs of "Plan Communications Management" process?

.1 Communications management plan .2 Project management plan updates .3 Project documents updates

Which project management plan components which influence the "Plan Communications Management" process?

• Resource management plan • Stakeholder engagement plan

Which project documents which influence the "Plan Communications Management" process?

• Requirements documentation • Stakeholder register

What is Effective Communication?

Information is provided in the right format, at the right time, to right audience, and with the right impact.

What is Efficient Communication?

Providing only the information that is needed.

If there are N stakeholders in a project, what is the total number of communication channels?

If there are N stakeholders in a project, what is the total number of communication channels? (N*(N-1)) / 2

If there are 2 stakeholders in a project, what is the total number of communication channels?

If there are 2 stakeholders in a project, what is the total number of communication channels? (2*(2-1)) / 2 = 1

If there are 10 stakeholders in a project, what is the total number of communication channels?

If there are 10 stakeholders in a project, what is the total number of communication channels? (10*(10-1)) / 2 = 45

Which factors affect choice of communication technology?

Urgency of the need for information; Availability of technology; Ease of use; Project environment; Sensitivity and confidentiality of the information

A basic communication model consists of two parties. These are:

A basic communication model consists of two parties. These are: Sender and the receiver

The thoughts or ideas are translated into language by the sender.

The thoughts or ideas are translated into language by the sender. Encode

The information is sent by sender using medium.

The information is sent by sender using medium. Transmit Message

Message is translated by receiver back into meaningful thoughts or ideas.

message is translated by receiver back into meaningful thoughts or ideas. Decode

The receiver signals that message is received. This doesn’t mean agreement

The receiver signals that message is received. This doesn’t mean agreement. Acknowlwdge

upon decoding and understanding, receiver encodes thoughts and ideas into a message and then transmits this to sender.

upon decoding and understanding, receiver encodes thoughts and ideas into a message and then transmits this to sender. Feedback/Response

Give examples for interactive communication

Conversations, meetings, conference calls

Give examples for push communication

E-mails, reports, faxes, blogs

Give examples for pull communication

Intranet, e-learning, lessons learned databases

Comunications management plan may include:

Stakeholder communication requirements; Information to be communicated, format, content, level of detail, the time and frequency for distribution; Person responsible for communicating the information; Person or groups who will receive information

What is "Manage Communications" process?

It is the process of ensuring timely and appropriate collection, creation, distribution, management, monitoring, and the disposition of project information.

What is the key benefit of "Manage Communications" process?

The key benefit of this process is that it enables an efficient and effective information flow between the project team and the stakeholders.

What is the inputs of "Manage Communications" process?

.1 Project management plan .2 Project documents .3 Work performance reports .4 Enterprise environmental factors .5 Organizational process assets

What is the tools and techniques of "Manage Communications" process?

.1 Communication technology .2 Communication methods .3 Communication skills .4 Project management information system .5 Project reporting .6 Interpersonal and team skills .7 Meetings

What is the outputs of "Manage Communications" process?

.1 Project communications .2 Project management plan updates .3 Project documents updates .4 Organizational process assets updates

Which project management plan components which influence the "Manage Communications" process?

• Resource management plan • Communications management plan • Stakeholder engagement plan

Which project documents which influence the "Manage Communications" process?

• Change log • Issue log • Lessons learned register • Quality report • Risk report • Stakeholder register

Techniques and considerations for effective communications management include:

Sender-receiver models; Choice of media; Writing style; Meeting management; Presentations; Facilitation; Active listening

Give examples of work performance reports

Status reports and progress reports

For Successful Presentations, consider:

The audience, their expectations, and needs;

The act of collecting and distributing project information

Project reporting

Work performance reports are the output of which process?

Monitor and Control Project Work

An understanding of the differences between individuals, and organizations and adapting the project’s communication strategy in the context of these differences.

An understanding of the differences between individuals, and organizations and adapting the project’s communication strategy in the context of these differences. Cultural Awareness

An understanding of the differences between individuals, and organizations and adapting the project’s communication strategy in the context of these differences.

Concerns the recognition of power relationships, both formal and informal, and also the willingness to operate within these structures Political awareness

What is "Monitor Communications" process?

Monitor Communications is the process of ensuring the information needs of the project and its stakeholders are met.

What is the key benefit of "Monitor Communications" process?

The key benefit of this process is the optimal information flow as defined in the communications management plan and the stakeholder engagement plan

What is the inputs of "Monitor Communications" process?

.1 Project management plan .2 Project documents .3 Work performance data .4 Enterprise environmental factors .5 Organizational process assets

What is the tools and techniques of "Monitor Communications" process?

.1 Expert judgment .2 Project management information system .3 Data analysis .4 Interpersonal and team skills .5 Meetings

What is the outputs of "Monitor Communications" process?

.1 Work performance information .2 Change requests .3 Project management plan updates .4 Project documents updates

Which project management plan components which influence the "Monitor Communications" process?

• Resource management plan • Communications management plan • Stakeholder engagement plan

Which project documents which influence the Monitor Communications" process?

• Issue log • Lessons learned register • Project communications

Give examples for Monitor Communications methods

Customer satisfaction surveys, observations of the team, reviewing the issue log, or evaluating changes in the stakeholder engagement assessment matrix

to improve effectiveness of communication, Monitor Communications process can trigger …..

Plan Communications Management and/or Manage Communications processes

Provides a set of standard tools for the project manager to capture, store, and distribute information to internal and external stakeholders

Project management information systems (PMIS)

Which project management plan components may require a change request during "Monitor Communications" process?

Communications Management Plan; Stakeholder Engagement plan