Communication Management

Communication Management is a groups of processes required to ensure timely and appropriate development, collection, dissemination, storage, and ultimately, disposition of project information.

Processes

There are following four processes which are part of Project Communication Management.

  • Plan Communications Management
  • Manage Communications
  • Control Communications
  • Few Important points

    Active Listening: The receiver confirms that she is listening, confirms agreement and asks for clarification if required,

    Administrative Closure: Generating, gathering, and disseminating information to formalize phase or project completion.

    Channels of communication:

    Upward communication (vertically or diagonally): For higher management
    Downward communication (vertically or diagonally): For higher management
    Lateral communication (horizontally): For peers

    Information Distribution: Making needed information available to project stakeholders in a timely manner.

    Communication Blockers:
    
    Noise 
    Distance 
    Improper encoding of messages
    Hostility 
    Language 
    Culture
    
    Communication Methods:
    
    Formal Verbal: Presentation, speeches. 
    Informal Verbal: Meetings, Conversations
    Non-Verbal: Encoding a message without using words. Usually done through body language. Total Message Impact = Words (7%) + Vocal tones (38%) + Facial expressions (55%)
    Formal Written: Project Plan, Project charter, Specifications Informal Written: Memos, Email, Notes. Effective Listening: Watching the speaker to pick up physical gestures and facial expressions, thinking about what you want to say before responding, asking questions, repeating and providing feedback. Filtering : A phenomenon that occurs when a large portion of the message is lost in vertical/horizontal communication. Noise: Anything that interferes with the transmission and understanding of the message (e.g., distance). Paralingual: means the pitch and tone of your voice. This also helps to convey a message. Memos, emails are examples of non-formal communication. Reports, Metrics are example of formal communication.
    Approximately 70-90% of project manager's time is spend communicating. PM's spend ~50% of their time in meetings. Three basic elements of interpersonal communication:
    
    The sender (or encoder) of the message. 
    The signal or the message. 
    The receiver (or decoder) of the message.
    
    Number of communication channel will be calculated using formula n*(n-1)/2 where n is the number of people involved in the communication. So if there are ten stakeholders in a project, there are 10*9/2 = 45 channels of communication
    1. Plan Communications Management


    2. Manage Communications


    3. Control Communications


    These questions are randomly taken from TechFAQ360 PMP success kit



    Question - 29

    You have successfully completed a project.You have now been assigned a project which is midway into its execution.You have had to take this project due to non availability of the current project manager due to health.This is a complex project involving multiple contractors and teams at various geographical locations.You decide to look up the requirements of the types of reports and frequency of sending them.Where would you find this information?
    1.Project Management Plan
    2.Scope Management Plan
    3.Communication Management Plan
    4.Stakeholder Analysis

    Correct Answer is : 3
    Explanation :
    The correct answer is Communication Management Plan.This Plan provides information such as frequency of communication , type of communication , who is responsible for communication.Hence this is the correct answer.



    Question - 30

    You are in charge of a project that deals with laying out a lavish 18 hole golf course.The project work is in progress.You also have a number of contractors working on the project.Being an experienced manager you know that communication is key to success of the project.You have identified 10 stakeholders with whom you need to communicate.Due to some internal and external organizational changes at the client end three new stakeholders have been added with whom you need to communicate with.You also had to reduce one of the contractors with whom you were communicating.How many communication channels do you have now?
    1.23
    2.35
    3.45
    4.66

    Correct Answers are : 1
    Explanation :

    Originally you had 10 stakeholders to communciate with - so number of communication channels were 10 * (10-1) /2 = 45.However the question states that 3 new stakeholders got added while 1 stakeholder got reduced.So total number of stakeholders = 10 + 3 -1 = 12 So the total number of communication channels are (12 * ( 12-1 )) /2 = 66 So the correct answer is option D

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