Project Communications Management

What is Project Communications Management?

Another pivotal element in project management is communication. Many experts have agreed that failing to communicate can be the degeneration of a project. It must be made a priority, especially when dealing with key stakeholders, such as top management. Most people have different communication needs, some based on preference and some on convenience. Getting project information to the right people at the right time and in a useful format is just as important as developing the information in the first place.


In today's world we have several ways of keeping people informed. Whether it be by phone or hard copy or using the latest technology; e-mail, instant messaging, websites, blogs or video messaging.

Some things to keep in mind when creating a communications plan are:

• Who needs what information?
• When will they need it?
• How will the information be given to them?

The 4 Main Processes in Project Communication Management are:

1. Communications Planning - is determining the information and communication needs of the stakeholders.


2. Information Distribution - making needed information available to project stakeholders in a timely manner, as well as keeping all other elements of the project up-to-date with any changes made through these communications.


3. Performance Reporting - is collecting and distributing the performance information obtained by providing status reports, progress measurement and forecasting.


4. Managing Stakeholders - involves managing communications to satisfy the needs and expectations of project stakeholders, as well as resolving issues.

Having a well defined communications management plan will assist and guide a project to successful completion. The plan should address the following items:

• Stakeholder communications requirements
• Information to be communicated and in what format
• Who is receiving the information and who is producing it
• Suggested ways of delivering the information
• Frequency of communication
• Escalation procedures for resolving issues
• A glossary of common terminology

Being consistent and providing the requested information at normal intervals entails creating a chart or list of who and what information has to be given, and the frequency. The chart below is an example of how to breakdown the information so it is convenient and useful.

Assessing the needs of each team member and how they function best in regards to communication is an ongoing challenge. Most people are extroverts and enjoy the comradery of having a face-to-face discussion in an informal setting, Oral communication helps to build stronger relationships among project personnel and stakeholders. Because people can make or break a project it is essential to nurture relationships so that communication can provide a true feeling for how a project is progressing, or what areas need extra focus.

Determining how well the different types of media are suited to different communication needs should be assessed on an individual project basis and the needs of the organization. As previously mentioned, people have different personalities and that affects their communication preferences. However, it is always imperative to provide many methods of communication; especially when there is a large number of people involved in the project. An environment that promotes open dialogue should be encouraged. The table below gives an example of how and when the different forms of communication should be utilized.


Without a doubt, there will be times when you must use your communication skills to manage conflict. Understanding that conflict sometimes has an up-side and learning from the important results can often lead to new ideas, better alternatives and motivation to work harder.

There are 5 basic modes to help in handling conflicts. They are:

1. Confrontation - is considered to be the problem-solving approach and is most widely used to solve the problem. Allowing the affected parties to work through their disagreements.
2. Compromise - is the give-and-take approach, where bargaining and searching for solutions bring some degree of satisfaction to everyone.
3. Smoothing - is used to de-emphasize or avoid areas of difference, while emphasizing on the areas of agreement.
4. Forcing - is a win-lose approach, the project manager would listen to the issue and give their viewpoint at the potential expense of another viewpoint.
5. Withdrawal - is the method of retreating from a conflict or potential disagreement, but is the least desirable method.

Learning how to communicate effectively and efficiently doesn't come natural to everyone and will be an ongoing learning process for many project managers. With the world getting smaller and smaller with the invention of new technology it might become necessary to communicate effectively with other cultures and people of diverse backgrounds. Becoming knowledgeable through training opportunities to educate yourself and/or team members in cultural awareness and international business may be an essential venture in today's global market.

As you get experience under your belt when dealing with clients and team members it should become easier to resolve issues that arise and determine how to run a more effective meeting, and when and when-not to use the different forms of media that are now widely available.

Reflection

Consider my college education as a project and my instructors are the project managers:

Communication is the most important part of my learning experience. Throughout the year lessons need to be taught and learned. This would be a difficult process without different forms of communication.

• Face to face is the most reliable form of communication for me, because it allows an individual to read body language as well as hearing what has been said and the way it is being said. During this type of conversation a person can ask questions and get answers immediately, which is especially helpful if an object (textbook or computer) must be used to explain the answer. For example, if I need to know how a piece of hardware fits into a computer. Being taught in a "hands-on" fashion, while being shown with an explanation, how it fits is the most effective way that I learn.
• E-mail is used extensively to communicate between the staff and students. Projects are often given out and handed in using e-mail . Communication between students is usually done via e-mail or instant messaging when not in class.
• Telephone-since attending school I believe I’ve only once used the phone on a couple occasions to call somebody to ask a school related question. Most of my communications with or about school have been through e-mail, face-to-face conversations or the occasional use of MSN Messenger.

While some projects and assignments take more time to finish, they are given to the students with enough notice to get the project done by the due date. This doesn’t always happen because sometimes life tends to get in the way. In some cases an extension might be required to get an assignment completed. Being able to communicate ones circumstances and needs to the Instructor can often result in a favorable time extension to get the project completed.
(You must be able to communicate what the issue is or nothing can be done!)

Performance reporting seems to be an ongoing process. Throughout the semester information is provided to the student about their performance, be it individually or as a group.

Confrontation is inevitable in any environment and college isn't much different. I have yet to be involved in any serious confrontation. There have been some minor instances that have been resolved through face to face communication. Using many skills I have learned in life I have resolved several problems that have arisen while in college. Sometimes only resolving my side of the conflict, but usually for both parties involved. Not all conflicts can be resolved for everyone. Through life I’ve been involved in situations where I didn’t like the results but you must learn to be persistent and keep trying to change it or accept it the way it is.