Communications Management Knowledge Area in Project management defined by PMBOK 5th Edition by Project Management Institute (PMI). Provided by GlobalSkillup.com towards PMP Certification Exam.

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Communications
Management
Chapter 10
90 % Time is spent here
by Project manager

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Chapter 10
Objectives
Understand the different Communications
Management Processes
Their Inputs, Tools and Techniques,
Outputs
This chapter entails one to
understand the various
Communication
Management aspects
required to ensure the
desired information flows
across the project team and
stakeholders.
Driving the project towards
the desired outcome while
getting the project
communications across to
get the project work
accomplished to make the
project successful!

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It includes the processes to ensure project team and the stakeholders are
effectively engaging, interacting with the required information at right time intervals
based on which suitable actions/decisions can be taken towards achieving project
work deliverables.
Project Manager spends majority of the time in ensuring the communications are
flowing in the right manner with right information across the project and rightly
understood.
Knowledge Area: Communications Management
Talk, Listen, Understand, Ask!

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There are 3 Communications Management processes,
namely:
1. Plan Communications Management
Planning Effective Stakeholder and Team
communications by identification of the communication
needs and engaging them at the desired levels of
communication
2. Manage Communications
Managing Communications to ensure the planned
desired level of engagement and communication is in
place.
3. Control Communications
Controlling Communications across the project to
ensure the stakeholders communication requirements
are met with appropriate changes incase of deficit
communication or cut down excess information flow.
Knowledge Area: Communications Management

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10.1 Plan Communications Management
Inputs
•Project Management Plan
•Stakeholder Register
•Enterprise Environmental
Factors
•Organizational Process
Assets
Tools & Techniques
•Communication
Requirements Analysis
•Communication
Technology
•Communication Models
•Communication
Methods
•Meetings
Outputs
•Communications
Management Plan
•Project
Documents
Updates
•Integration
•Develop Project Management Plan
•Scope
•Plan Scope Management
•Collect Requirements
•Define Scope
•Create WBS
•Time
•Plan Schedule Management
•Define Activities
•Sequence Activities
•Estimate Activity Resources
•Estimate Activity Duration
•Develop Schedule
•Cost
•Plan Cost Management
•Estimate Costs
•Determine Budget
•Quality
•Plan Quality Management
•Human Resource
•Plan HR Management
•Communications
•Plan Communications Management
•Risk
•Plan Risk Management
•Identify Risks
•Perform Qualitative Risk Analysis
•Perform Quantitative Risk Analysis
•Plan Risk Responses
•Procurement
•Plan Procurement Management
•Stakeholder
•Plan Stakeholder Management
Planning Process
This is the process of developing an
appropriate approach and plan for
communications across the team
and stakeholder engagement with
available organizational assets.
Benefits include the identification and
approach to communicate most
effectively and efficiently with
stakeholders.
Consequences of the insufficient
messaging or wrong interpretation of
messages may lead to misleading
decisions or wrongful actions,
directing the project towards a
failure.
This allows appropriate resources
and information needs and methods
of distribution accordingly to the
intended audience.
Planning Communications needs to
be revised over the duration of the
project & need continuous asking of:
Who needs information?
What exactly do they need?
When and at what frequency do they
need it?
Why do they need it?
What will it be used for?
Who will be providing it?

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Identifying the Communication requirements of the stakeholders
and presenting the information to stakeholders is the process
known as communication requirements analysis.
Project manager should be aware of the possible communication
channels within the project.
Number of communication channels =
𝑛 (𝑛−1)
2
=
7 (6)
2
= 21
Number of conversations each person can have at any given point
in time = n-1 = 7-1 = 6
Communication Requirements Analysis
A B
D
E
F
G C
Web of People
Communications

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Aids in the information
dissemination among project
stakeholders.
Technology used to communicate
differs widely based on various
aspects:
Urgency of the need of the
information.
Availability of Technology.
Ease of use.
Project environment.
Sensitivity and confidentiality of
information.
Encode
Decode
Decode
Encode
Noise
Transmit
Acknowledge
Feedback
Sender Receiver
Communication Technology Communication Models
Each project is unique and will
need to adopt the communication
model most suitable to the need.
Although, the basic
communication model remains the
same as below.

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Communication Methods again vary from project to project need.
Although three possibilities of communication methods are:
Interactive
Most Effective Method of Multidirectional communication.
Examples include Meetings, Phone Calls, Group Discussions,
Instant chats, Video Conferencing
Push
This is widely used for communication to relevant stakeholders.
However, the disadvantages include whether the information is
received, understood and correctly interpreted at the receivers
end.
Advantage includes to reach the mass stakeholders at a go
with communication.
Examples include press release, memo’s, letters, emails, faxes
etc.,
Pull
This is used for large volumes of information for large volumes
of audiences and intends to be pulled by the audiences at their
discretion.
Examples include websites, portals, knowledge repositories,
databases and so on.
Communication Methods

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Most Optimal Communication Method
Method of Communication Purpose
Formal Written
• Detailed Explanations
• Non Face to Face
Communications
Formal Verbal
• Conferences
• Meetings
Informal Written
• Quick Delegations
• Actions and Steps
Informal Verbal
• Coffee Meetings
• Lunch Setups
• Team Building

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Communication Management Plan includes details about how the
communications will be planned, structured, monitored and controlled.
It may include the following:
Stakeholder communication requirements /needs
Message, format, language and so on
Intent of the message,
Delivery time, type and frequency
Involved persons, intended persons, approving authority
Methods of communication and technologies adopted to convey the
information
Resources allocated to communication activities including time and
budget
Escalation processes identifying timeframe and management chain
for escalation of issues
Common terminology & definitions used in communications
Flow charts of the information flow in the project, workflows with
possible sequence of authorization, list of reports and meeting plans
Communication constraints like organization policies, regulations,
voluntary disclosures, technologies adopted and so on.
Communication Management Plan

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10.2 Manage Communications
Inputs
•Communications
Management Plan
•Work Performance Reports
•Enterprise Environmental
Factors
•Organizational Process Assets
Tools & Techniques
•Communication Technology
•Communication Models
•Communication Methods
•Information Management
Systems
•Performance Reporting
Outputs
•Project Communications
•Project Management Plan
Updates
•Project Document Updates
•Organizational Process Assets
Updates
•Integration
•Direct and Manage Project Work
•Scope
•Time
•Cost
•Quality
•Perform Quality Assurance
•Human Resource
•Acquire Project Team
•Develop Project Team
•Manage Project Team
•Communications
•Manage Communications
•Risk
•Procurement
•Conduct Procurements
•Stakeholder
•Manage Stakeholder Engagement
Executing Process It is the process of managing the
project team communications
based on the information which
include create, publish, distribute,
engage, record, retrieve, and
finally purge.
Key benefit of this process is
how, why, when, who, which
communication has to happen
between project team and
stakeholders is arrived.
Suitable techniques are
employed to make
communications effective as:
Sender-Receiver Models
Choice of Media
Writing Style & Formats
Meeting Management
Event Organizing
Presentation Techniques
Facilitation & Supporting
Attentive Listening
Communication Channels
Established Escalation
Paths

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Information in the project may be in various formats and representations. It may be communication in
various styles and approaches.
Variety of tools which are used to deliver such information and enable communication are:
Information Management Systems
• Manuals, Letters, Memos, Journals,
Reports, Press releases
Physical
Documentation
(Hard Copies)
• Web Portals, Email, Faxes, Voice Mail,
Conferencing, Online Journals, E-News
Electronic
Documentation
(Soft Copies)
• Web based interactive tools, Standalone
Project Management applications,
Collaborative work interaction tools
Electronic
Project Management
Tools

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Managing project is all about right
communication with right audience at the
right time.
Predominantly project managers spend
majority of their time ensuring the
communications are correct and correctly
understood by the team and the
stakeholders.
Communications itself vary based on
various parameters such as the need for
information:
who is requesting
who has to know
why is it needed
when do they need and importantly
how it has to be communicated so that
it is understood in entirety and context
by receiver.
Project Communications
Communicate
Thinking
Listening
Speaking
Non-
Verbal

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10.3 Control Communications
Inputs
•Project Management Plan
•Project Communications
•Issue Log
•Work Performance Data
•Organizational Process Assets
Tools & Techniques
•Information Management
Systems
•Expert Judgment
•Meetings
Outputs
•Work Performance
Information
•Change Requests
•Project Management Plan
Updates
•Project Document Updates
•Organizational Process Assets
Updates
•Integration
•Monitor and Control Project Work
•Perform Integrated Change Control
•Scope
•Validate Scope
•Control Scope
•Time
•Control Schedule
•Cost
•Control Costs
•Quality
•Control Quality
•Human Resource
•Communications
•Control Communications
•Risk
•Monitor & Control Risks
•Procurement
•Control Procurements
•Stakeholder
•Control Stakeholder Management
Monitoring & Controlling
Process
It is the process of controlling communications across project to
ensure all project stakeholders and team are met on
continuous mode.
Key benefit includes the effective communications between the
project team and stakeholders. To engage with each other and
to understand the required information, process it and get the
desired results towards the project objectives.
This process ensures the right message is delivered to the right
audience at right time and understood to be processed in
desired manner.

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Chapter 10 - Debrief

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THIS BRINGS TO “COMMUNICATIONS MANAGEMENT”
COMPLETION.
From what we have understood so far is:
 3 Communications Management Knowledge Area Processes
 Identified their Inputs, Tools & Techniques, Outputs
Chapter 10

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