Communications management plays a pivotal role in the framework of any prominent project management certification, and is specifically stressed in the Project Management Professional (PMP)® exam in particular. This is a critical area of study for project managers, as the success of a project largely depends on effective communication between team members, stakeholders, and clients.
A. Project Communication Management Overview:
Project communication management involves the timely and appropriate collection, creation, storage, distribution, and final disposition of project information. It ensures an effective and efficient flow of project information amongst team members and other stakeholders. According to the Project Management Institute (PMI)®, project communication management involves the following processes:
- Plan Communications Management: Identifying the information needs of the stakeholders and defining a suitable approach for communication.
- Manage Communications: Making sure that the right information is delivered to the right people at the right time.
- Monitor Communications: Checking and assessing the success of all sent communications and determining whether any modification or changes are required.
B. Plan Communication Management:
The first step in communication management includes planning how the communication with stakeholders and team members will be managed. As part of the PMP exam, candidates need to understand how to develop a communication management plan that suits the specific needs of the project.
The communication management plan includes identifying the stakeholders who will be receiving the information, the specific information they will need, the sources of the information, the persons assigned to provide the information, and the suitable communication channels.
For example, if you are tasked to manage a project within a multinational corporation, your communication management plan might include regular video conferencing with members across various countries, email updates to higher management, and immediate project updates via a shared project management tool.
C. Manage Communications:
Once the communication management plan is in place, the next step entails implementing this plan. Essentially, it involves making sure that required information is delivered timely and accurately to the right stakeholders and team members.
For instance, if you are executing a software development project, managing communication might involve weekly status reports to stakeholders, daily standup meetings with your team, or instant updates through a project management tool about code commits, bug fixes or project bottlenecks.
D. Monitor Communications:
Monitoring involves constantly reviewing and controlling communication throughout the life of the project. You need to reassess if the communication methods are working, find areas of improvement, and make alterations if necessary.
Using a simple grid like the one below can help with monitoring communications properly:
| Deliverable | Frequency | Responsible | Type/Method | Receiver | Is It Effective? |
|---|---|---|---|---|---|
| Weekly Status Report | Weekly | Project Manager | Stakeholders | Yes/No | |
| Daily Standup Meeting | Daily | Scrum Master | In Person / Video Conference | Team Members | Yes/No |
E. The Significance of Communication Management in PMP Exam:
Miscommunication in a project can lead to failure or major setbacks. Given its significance, project communication management is elaborated in the PMP exam, with a fair number of questions testing your understanding and applicability of communication management processes. It is crucial to understand the fundamental principles and concepts, along with the ability to apply them practically in real-life scenarios.
As future PMP aspirants, the ability to manage communications effectively is an essential skill you need to foster in order to maximize your chances of project success. Consequently, understanding communication management is not just a prerequisite for the PMP exam but a critical skill for every project manager, as it ensures smoother operations and optimal project outcomes.
Example of a PMP exam question on Communication Management:
You are managing a construction project. The project is at the execution phase and you receive a change request from the client to install a new security system which was not part of the original plan. How would you communicate this to your team and stakeholders?
- A. Call an immediate meeting with your team and stakeholders.
- B. Send an email update to the team and stakeholders.
- C. Update the change in the project management portal accessible to all.
- D. Inform them during the next scheduled meeting.
(The correct answer is C. Notifying the change using a previously agreed-upon communication method like an accessible project management portal ensures all stakeholders are informed at the same time.)
In conclusion, project communication management is a crucial aspect of project management that deserves an ample amount of your attention during your PMP exam preparation. With proper understanding and regular practice, you can effectively manage communications in any project scenarios and increase your chances of clearing the PMP exam in one sweep.
Practice Test
True/False: The communication management plan should be tailored according to the needs of the project.
- Answer: True
Explanation: Each project is unique, so tailoring the communication management plan helps to ensure all stakeholders’ needs are accounted for.
The output of the process ‘Plan Communications Management’ is:
- a) Communication Management Plan
- b) Stakeholder Register
- c) Work Performance Reports
- d) Project Charter
Answer: a) Communication Management Plan
Explanation: Communication Management Plan is a major output of planning communication management. It provides guidance and direction on how project communication will be managed.
Every stakeholder requires the same amount and type of communication.
- Answer: False
Explanation: Each stakeholder’s communication need is unique to their roles and interest in the project.
Which is NOT a common communication blocker in project management?
- a) Lack of trust
- b) Clarity
- c) Cultural differences
- d) Jargon
Answer: b) Clarity
Explanation: Clarity is not a communication blocker but rather a requirement for effective communications.
The choice of communication method does not influence the project outcome.
- Answer: False
Explanation: The choice of communication methods can heavily influence the success and efficiency of a project.
Communication channels can be calculated using the formula:
- a) n*(n-1)/2
- b) n/(n-1)*2
- c) n*(n+1)/2
- d) n/(n+1)*2
Answer: a) n*(n-1)/2
Explanation: Here ‘n’ is the number of stakeholders. This formula is used to calculate the number of communication channels.
During execution, the process used to ensure that information needs of the project stakeholders are met is called:
- a) Manage Communications
- b) Control Communications
- c) Plan Communications Management
- d) Direct and Manage Project work
Answer: a) Manage Communications
Explanation: Manage Communications is the process of distributing necessary information to stakeholders.
Which tool is NOT usually used in the ‘Control Communications’ process?
- a) Information Management Systems
- b) Expert Judgment
- c) Communication Methods
- d) Performance Reviews
Answer: d) Performance Reviews
Explanation: Performance Reviews are not typically a tool used in controlling communications.
Using communication technology effectively is important as it ensures:
- a) Accurate and timely information distribution
- b) Improved stakeholder satisfaction
- c) More project management control
- d) All the above
Answer: d) All of the above
Explanation: Effective use of communication technology ensures accurate information distribution, increases project control and improves stakeholder satisfaction.
The sender-receiver model includes:
- a) Sender transmitting a message
- b) Receiver verifying understanding
- c) Interactive communication
- d) All of the above
Answer: d) All of the above
Explanation: The Sender-Receiver model includes all these steps to ensure effective communication has occurred.
Project Managers must spend approximately 90% of their time:
- a) Preparing reports
- b) Communicating
- c) Evaluating risks
- d) Scheduling activities
Answer: b) Communicating
Explanation: Communicating information is a critical aspect of project management.
Communications management plan includes all except:
- a) Communication methods
- b) Documentation requirements
- c) Change management plan
- d) Stakeholder communication requirements
Answer: c) Change management plan
Explanation: A Change management plan is not part of the communications management plan.
Does communication include formal and informal, written and verbal, vertical and horizontal?
- Answer: True
Explanation: Communication in project management includes all forms of interaction.
Interactive communication is the most efficient way to communicate within stakeholders.
- Answer: True
Explanation: Interactive communication allows for immediate feedback, reducing misunderstanding and misinformation.
True/False: Effective communication means that the receiver completely understand the message.
- Answer: True
Explanation: Successful communication only occurs when the receiver has a complete understanding of the sender’s message.
Interview Questions
What is the main goal of communication management in project management?
The main goal of communication management in project management is to ensure that all project information is appropriately generated, collected, disseminated, stored, and ultimately disposed of.
What are the major components of a communications management plan?
The major components of a communications management plan include communication requirements, information to be communicated, person responsible for the communication, timeframe and frequency of communication, methods to be used to communicate, persons who will receive the communication, escalation process, and processes for updating the plan.
What are some of the key considerations when managing communications in a project?
Key considerations when managing communications in a project include the stakeholders’ information needs, the technology to be used for communication, the cultural and language differences among stakeholders, project environment, and urgency of the information.
What role does the project manager play in managing communications?
The project manager is responsible for determining the information requirements of the stakeholders, developing the communications management plan, ensuring that all project information is appropriately disseminated, resolving any communication problems, and updating the communications management plan.
What are some effective practices for managing communications in a project?
Effective practices for managing communications in a project include regular communication with stakeholders, adapting communication styles to different stakeholders, using technology effectively for communication, and documenting all project communications.
Can you explain the process of creating a communications management plan?
Creating a communications management plan involves identifying the information needs of the stakeholders, defining the methods and technologies to be used for communication, setting the frequency and timeframe for communication, specifying the persons responsible for communication, and detailing an escalation process for resolving communication-related issues.
What are the steps to manage project communication?
The steps to manage project communication are plan communication management, manage communication, monitor communication and control communication.
What tools and techniques are used in Manage Communications process?
The tools and techniques used in Manage Communications process include communication methods, information management tools, performance reporting, and interpersonal skills.
How often should the communication management plan be reviewed and potentially revised?
The communication management plan should be reviewed and potentially revised throughout the project lifecycle, whenever changes to the project occur that impact communication or stakeholder information needs.
What is the impact of poor communication on a project?
Poor communication can lead to misunderstandings, conflict, delays, cost overruns, decreased stakeholder satisfaction, and even project failure.
Name some communication skills that are beneficial in project management.
Some beneficial communication skills in project management include verbal and written communication, active listening, negotiation, conflict resolution, and presentation skills.
What is the key output of the Manage Communications process?
The key output of the Manage Communications process is project communications in the form of presentations, reports, emails, meetings, etc. that has been distributed to appropriate stakeholders.
How can project management software assist in managing communications?
Project management software can assist in managing communications by providing tools for scheduling and tracking communications, managing project documentation, facilitating collaboration among team members, and generating performance reports.
What does it mean to tailor communication in project management?
To tailor communication in project management means adapting the content, style, and method of communication to the needs and preferences of different stakeholders.
Why is it important to have a feedback loop in project communication?
Having a feedback loop in project communication is important because it enables the project manager to ascertain whether the information has been understood correctly and to obtain responses from the stakeholders.
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