Communications is one of the biggest, critical success factors on a project.

1. 7. Project Communications Management
Communications is one of the biggest, critical success factors on a project.
5 Process
Groups
Monitoring
and Control
Initiation
Execution
7.1 Identify
Stakeholders.
Processes
Planning
7.2
Communication
Planning.
7.3 Distribute Information.
7.4 Manage
Stakeholders Expectations.
Closing
7.5 Report
Performance
7.1 Identify Stakeholders.
- This is the process of identifying all those people and organizations that are
impacted by the project and documenting relative information regarding
their interests, involvements, impact, and influence on the project success.
-
The stakeholders represent who you will communicate with.
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The main output of “Identifying Stakeholders” is the “Stakeholder Register”
which helps later in determining the “Stakeholder Management Strategy”.
Inputs
Project Charter.
Procurement Documents.
Enterprise Environmental Factors
Organizational Process Assets
-
Tools
-
Stakeholder Analysis.
Expert Judgments.
Outputs
-
Stakeholder Register.
Stakeholder
Management Strategy.
7.2 Plan Communications
- This is the process of determining the project’s stakeholders’ information needs and
defining a communication approach or model.
-
When planning communication, the PM has to make sure that such communication,
i.e. approach and model, is both “Effective” and “Efficient”. Effective means to
provide the right information in the right time, while efficient means to provide the
necessary information to the right person/s.
By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD

2. Inputs
-
Tools
Enterprise Environmental
Communication models.
Factors
-
Communication Methods.
Organizational Process
-
-
-
Outputs
Communications Requirements
Assets
Stakeholder Register
-
Project Document
Communications Technology
-
Communications
Management Plan.
Analysis
-
-
Updates.
Stakeholder management
Strategy
Directions of Communications
There are three communication directions which are;
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Push Communications (like orders from higher level management).
-
Pull Communications (Like requests from lower level management).
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Interactive Communications (between similar levels).
7.3 Distribute Information
- This the process of making the relevant information available to all the project
Inputs
-
Communications
Management Plan.
Report Performance
Tools
-
Communications Methods
Information Distribution
Tools
Outputs
-
Organizational Process
Assets (updates)
Changes Requests
stakeholders according to the communication plans.
Communication Channel Formula:
If you have 20 stakeholders on a project, the number of possible communications
channels between them can be simply calculated through the following formula;
No. of channels = n * (n-1)/2
i.e. Number of Channels= 20 * 19/2 = 190 communication channel
By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD

3. Basic Communication Model
Message
Sender
Noise
Through media
Response
Receiver

-
Convert symbols
Choose medium

Understand message

-


-
Form message
Choose symbols
(language)

Format Response
At the sender side, the idea or message must be translated into communicable
format.
At the receiver side, the response has to be communicated from the idea the
receiver has in his mind into a message that can be sent back as a response.
This maybe someway a “Noise” that interface the message.
Types of Noise
-
Distance (long distance may represents noise)
-
Language Barriers (different languages or different accents)
-
Culture (Some actions which is normal for someone maybe very rude to others)
-
Misinterpretation (break down of encoding and/or decoding)
-
Interpersonal problem (you may don’t like the speaker or sender)
By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD

4. 7.4 Manage Stakeholder Expectations
- That is the process of communicating and working with stakeholders to make their
needs and addressing any issues as they occur or arise.
Inputs
- Communications Management
Plan
- Organizational Process Assets
Tools
- Communication Methods
Outputs
- Resolved Issues
- Approved Change Requests
- Approved Corrective Actions
- Organizational Process Assets
(updates)
- Project Management Plan
(updates)
Generally;
If you want to communicate effectively with a team member, you have to followings;
-
Understand how messages are transmitted within the project.
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Increase empathy for the recipient of the message that you are sending.
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Be able to enhance your formulation of the message taking into consideration the
previously mentioned points.
Important Fact;
-
The PM spends 90% of his time in communications and that is why communication is
important for the success of good PM.
The most useful and best report performance tool ever is simply “Earned Value”
Important to achieve proactive communication;
-
Don’t wait to communicate bad news.
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Don’t wait to communicate good news.
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Manage the stakeholders proactively, find out their concerns, and allow them the
opportunity to talk to you.
By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD

5. 7.5 Report Performance
- That is process of collecting or gathering and distributing information which includes
status reports and forecasts as well as progress management.
Inputs
Tools
Outputs
- Work Performance
Information
- performance Measurements
- Forecasted Completion
- Quality Control Measurements
- Project Management Plan
- Performance Measurement
Baseline
- Approved Change Requests
Deliverables
- Status Review Meetings
- Time Reporting Systems
- Cost Reporting Systems
- Information Presentation Tools
- Performance Information
Gathering and Compilation
- Performance Reports
- Forecasts
- Requested Changes
- Recommended Corrective
Actions
- Organizational Process
Assets (updates)
Types or Methods of Communications;
Formal
Informal
Presentations.
Ad hoc discussion.
Brainstorming.
Project Management Plan
Notes
Project Charter.
Memos
Project documents.
E-mails
Progress/Status Report.
Written
Project reviews
Briefings / Speeches
Verbal
Conversations / Phone Calls
Instant Messaging (Chats)
-
Anyone has to choose “written” communication when he has a lot of complex
information needs to be communicated and he wants to keep records.
-
One has to choose “Verbal” communication when he looks for the personal touch
and/or he allows for questions and aim at relationship building.
By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD

6. Note
-
There is no completely control on communication within a project because of a lot
of informal communications channels as well as unexpected changes on
stakeholders’ needs.
Management styles and effect on communication styles;
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Authoritarian Management Style; (giver specific guidance for each one, expect
adherence to rules).
-
Combative Management Style; (disagreeable with any given situation).
-
Conciliatory Management Style; (Friendly and agreeable).
-
Ethical Management Style; (Honest, Sincere, face problems, go by the book)
By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD