Project Communication Management

Relevance of Project Communication Management Communication is considered the life-blood of a project. Hence, it is necessary to undertake it through systematic project communication management. Key basic questions addressed in project communication management include who gets what information, when and how often, in what format and through which channel(s). Project communication management is a means for ensuring that the project stakeholders are kept „satisfied“ and do not create complications in the course of the project‘s life-cycle. It also helps to forestall undesirable surprises, omissions etc. which may adversely affect the project‘s scope, cost and time.

Project Communication (Effectiveness and Efficiency) Effective project communication means meeting the informational needs of the project stakeholders to a level which enables them to properly perform their roles and responsibilities. Many potential adverse impacts for the project can be avoided in this case. Efficient project communication means that the communi-cation is taking place with a reasonable (i.e. not excessive) input of project resources. The intensity and complexity of project communication depends on the nature of the project. In general, projects with more diverse internal and external stakeholders will be require more intricate communication management.

Project Communication Management (The PMI Standard) According to the PMI, project communication management encompasses the following four processes: Communication Planning: Determing the information and communication needs of the project stakeholders. Information Distribution: Making needed information avail- able to the stakeholders in a timely manner. Performance Reporting: Collecting and distributing perfor- mance information. Managing Stakeholders: Managing communication to satisfy the requirements of and resolve issues with stakeholders

Project Communication Management (The PMI Standard)

Project Communication Management (The Project Communication Planning Process) Inputs Tools & Techniques Outputs Enterprise Environmental Factors Communication Requirements Analysis Organizational Process Assets Communication Management Plan Project Scope Statement Communication Technology Project Management Plan (Assumptions, Constraints)

Guidelines for Project Communication Plans Effectiveness Efficiency Realism Recipent Focus Transparency Flexibility Customizability Proportionality Inclusiveness Innovativeness Generates Confidence Simplicity Balanced Documented Proactive Cultural Sensitivity Continous Improvement Clear Responsibilities User Feedback Lessons Learned Legal / Policy Compliance

Project Communication Management (The Information Distribution Process) Inputs Tools & Techniques Outputs Communication Skills Organizational Process Assets (Updates) Information Gathering & Retrieval Systems Communication Management Plan Information Distribution Methods Requested Changes Lessons Learned Process

Project Communication Management (The Performance Reporting Process) Inputs Tools & Techniques Outputs Work Performance Information Information Presentation Tools Performance Reports Performance Measurements Performance Information Gathering & Compilation Forecasting Forecasted Completion Status Review Meetings Requested Changes Quality Control Measurements Time Reporting Systems Recommended Corrective Actions PMP (Performance Management Baseline) Organizational Process Assets (Updates) Cost Reporting Systems Approved Change Requests

Project Communication Management (The Manage Stakeholders Process) Inputs Tools & Techniques Outputs Communication Management Plan Resolved Issues Communication Methods Approved Change Requests Approved Corrective Actions Issue Logs Organizational Process Assets Organizational Process Assets (Updates) Project Management Plan (Updates)