Project Communications Management

1. Project Communications
Management

2. Project Communications Management
Coincides with PMBOK 10.0
Process Group and Knowledge Area Mapping
Knowledge Areas Initiating Planning Process Group Executing Process Group
Monitoring and Controlling Process
Group
Closing Process Group
4. Project Integration
Management
4.1 Develop Project Charter
4.2 Develop Project
Management Plan
4.3 Direct and Manage Project
Work
4.4 Manage Project Knowledge
4.5 Monitor and Control Project Work
4.6 Perform Integrated Change Control
4.7 Close Project or
Phase
5. Project Scope
Management
5.1 Plan Scope Management
5.2 Collect Requirements
5.3 Define Scope
5.4 Create WBS
5.5 Validate Scope
5.6 Control Scope
6. Project Schedule
Management
6.1 Plan Schedule Management
6.2 Define Activities
6.3 Sequence Activities
6.4 Estimate Activity Durations
6.5 Develop Schedule
6.6 Control Schedule
7. Project Cost
Management
7.1 Plan Cost Management
7.2 Estimate Costs
7.3 Determine Budget
7.4 Control Costs
8. Project Quality
Management
8.1 Plan Quality Management 8.2 Manage Quality 8.3 Control Quality
9. Project Resource
Management
9.1 Plan Resource Management
9.2 Estimate Activity Resources
9.3 Acquire Resources
9.4 Develop Team
9.5 Manage Team
9.6 Control Resources
10. Project
Communications
Management
10.1 Plan Communications
Management
10.2 Manage Communications 10.3 Monitor Communications
11. Project Risk
Management
11.1 Plan Risk Management
11.2 Identify Risks
11.3 Perform Qualitative Risk
Analysis
11.4 Perform Quantitative Risk
Analysis
11.5 Plan Risk Responses
11.6 Implement Risk Responses 11.7 Monitor Risks
12. Project Procurement
Management
12.1 Plan Procurement
Management
12.2 Conduct Procurements 12.3 Control Procurements
13. Project Stakeholder
Management
13.1 Identify Stakeholders
13.2 Plan Stakeholder
Engagement
13.3 Manage Stakeholder
Engagement
13.4 Monitor Stakeholder Engagement

3. Project Communications Management
Coincides with PMBOK 10.0
The Project Communications Management Processes are:
10.1 Plan Communications Management
10.2 Manage Communications
10.3 Monitor Communications
Planning
Monitoring and
Controlling
Executing
Initiating
Closing

4. Project Communications Management Overview
Project Communications Management
Coincides with PMBOK 10.0
Plan Communications
Management
Manage Communications Monitor Communications
1. Project charter
2. Project management plan
3. Project documents
4. Enterprise environmental factors
5. Organizational process assets
1. Project management plan
2. Project documents
3. Work performance reports
4. Enterprise environmental factors
5. Organizational process assets
1. Project management plan
2. Project documents
3. Work performance data
4. Enterprise environmental factors
5. Organizational process assets
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
1. Communication technology
2. Communication methods
3. Communication skills
4. Project management information system
5. Project reporting
6. Interpersonal and team skills
7. Meetings
1. Expert judgment
2. Project management information
system
3. Data representation
4. Interpersonal and team skills
5. Meetings
1. Communications management plan
2. Project management plan updates
3. Project documents update
1. Project communications
2. Project management plan updates
3. Project documents updates
4. Organizational process assets updates
1. Work performance information
2. Change requests
3. Project management plan updates
4. Project documents updates
Inputs
Tools &
Techniques
Outputs
Planning Executing Monitoring and Controlling

5. Key Concepts
Project Communications Management
Coincides with PMBOK 10.0
Communication is the exchange of information, intended or involuntary.
The information exchanged can be in the form of ideas, instructions, or
emotions.
The mechanisms by which information is exchanged can be in:
• Written form. Either physical or electronic.
• Spoken. Either face-to-face or remote.
• Formal or informal (as in formal papers or social media).
• Through gestures. Tone of voice and facial expressions.
• Through media. Pictures, actions, or even just the choice of words.
• Choice of words. There is often more than one word to express an idea;
there can be subtle differences in the meaning of each of these words
and phrases.

6. Key Concepts
Project Communications Management
Coincides with PMBOK 10.0
Project managers spend most of their time communicating with team members and
other project stakeholders, both internal (at all organizational levels) and external to the
organization.
Effective communication builds a bridge between diverse stakeholders who may have
different cultural and organizational backgrounds as well as different levels of expertise,
perspectives, and interests.

7. Key Concepts
Project Communications Management
Coincides with PMBOK 10.0
Communication activities have many dimensions, including but not limited to:
1. Internal
Focus on stakeholders within the project and within the organization.
2. External
Focus on external stakeholders such as customers, vendors, other projects, organizations,
government, the public, and environmental advocates.
3. Formal
Reports, formal meetings (both regular and ad hoc), meeting agendas and minutes,
stakeholder briefings, and presentations.
4. Informal
General communications activities using emails, social media, websites, and informal ad
hoc discussions.

8. Key Concepts
Project Communications Management
Coincides with PMBOK 10.0
5. Hierarchical focus.
The position of the stakeholder or group with respect to the project team will affect the
format and content of the message, in the following ways:
• Upward. Senior management stakeholders.
• Downward. The team and others who will contribute to the work of the project.
• Horizontal. Peers of the project manager or team.
6. Official.
Annual reports; reports to regulators or government bodies.
7. Unofficial.
Communications that focus on establishing and maintaining the profile and recognition of
the project and building strong relationships between the project team and its
stakeholders using flexible and often informal means.
8. Written and oral.
Verbal (words and voice inflections) and nonverbal (body language and actions), social
media and websites, media releases.

9. Key Concepts
Project Communications Management
Coincides with PMBOK 10.0
The project’s communications are supported by efforts to prevent misunderstandings
and miscommunication and by careful selection of the methods, messengers, and
messages developed from the planning process.
Misunderstandings can be reduced but not eliminated through using the 5Cs of written
communications in composing a traditional (non-social media) written or spoken
message:
1. Correct grammar and spelling.
2. Concise expression and elimination of excess words.
3. Clear purpose and expression directed to the needs of the reader.
4. Coherent logical flow of ideas.
5. Controlling flow of words and ideas.

10. Key Concepts
Project Communications Management
Coincides with PMBOK 10.0
The 5Cs of written communications are supported by communication skills, such as:
1. Listening actively
2. Awareness of cultural and personal differences
3. Identifying, setting, and managing stakeholder expectations
4. Enhancement of skills
• Persuading a person, a team, or an organization to perform an action;
• Motivating people and providing encouragement or reassurance;
• Coaching to improve performance and achieve desired results;
• Negotiating to achieve mutually acceptable agreements between parties and
reduce approval or decision delays, and;
• Resolving conflict to prevent disruptive impacts.

11. Key Concepts
Project Communications Management
Coincides with PMBOK 10.0
The fundamental attributes of effective communication activities and developing
effective communication artefacts are:
• Clarity on the purpose of the communication—defining its purpose;
• Understanding as much as possible about the receiver of the communications,
meeting needs, and preferences; and
• Monitoring and measuring the effectiveness of the communications.

12. Trends and Emerging Practices
Project Communications Management
Coincides with PMBOK 10.0
Developing and implementing appropriate communication strategies is vital to
maintaining effective relationships with stakeholders.
1. Inclusion of stakeholders in project reviews
2. Inclusion of stakeholders in project meetings
3. Increased use of social computing
4. Multifaceted approaches to communication

13. Project Communications Management
Coincides with PMBOK 10.0
Because each project is unique, the project team will need to tailor the
way that Project Communications Management processes are applied.
Considerations for tailoring include but are not limited to:
1. Stakeholders
2. Physical location
3. Communications technology
4. Language
5. Knowledge management
Tailoring Considerations

14. Considerations for Agile or Adaptive Environments
Project Communications Management
Coincides with PMBOK 10.0
Project environments with high levels of change in scope need to communicate
those evolving details more frequently and quickly.
This results in daily stand-ups, short (15 minute) daily meetings to update the
team on your progress and get help on blocked items.
It also results in posting project artefacts in a transparent fashion (like a Kanban
board). Co-locating team members also results in frequent communication.
Regular demonstrations or stakeholder reviews are intended to promote
communication with management and stakeholders, and ensure the Product
meets expectations.