Manage Communications

This article contains most of the important information you need to know about Manage Communications  process in order to answer questions related to this topic in the PMP Exam, I recommend you review this type of articles 1 week before your exam date, all information mentioned are based on PMBOK Guide 6th edition and PMP Exam Prep 9th edition for Rita Maclhy’s, ITTO refers to Inputs, Tools & Techniques and outputs.

This process is a part of executing Process group and Communications Management Knowledge Area with the following ITTO’s

Inputs:

  1. Project Management Plan ( Recourses Management Plan , Communications Management Plan , Stakeholders engagement plan )
  2. Project Documents (Change log , Issue Log , Lessons learned register , Quality Report , Risk Report , Stakeholder Register)
  3. Organizational Process Assets
  4. Enterprise Environmental Factors

 

Tools & Techniques:

  1. Communication Technology
  2. Communication Skills (Presentations, Nonverbal , feedback , Communication Competence )
  3. Communication Methods
  4. Project Reporting
  5. Interpersonal and team skills (Active listening , conflict management, Meeting management , networking , Political awareness , cultural awareness )
  6. Data Representation (Stakeholder engagement assessment matrix )
  7. Project Management information system – PMIS
  8. Meetings

Outputs:

  1. Project Communications
  2. Project Management Plan Updates (Communication management plan , Stakeholder engagement matrix )
  3. Project document Updates ( Issue log , lessons learned register , Project Schedule , Stakeholder Register , Risk register )
  4. Organizational Process Assets Updates

 

  • It’s the process of ensuring timely and appropriate collection , creation distribution , storage , retrieval , management, monitoring and the ultimate disposition of project information .
  • Involves gathering and providing this information and making sure information is flowing back and forth in the project as planned.
  • Techniques of active listening includes acknowledging , clarifying and confirming , understanding , and removing barriers that adversely affect comprehension .
  • Communication blockers ,
  1. Noisy surroundings
  2. Distance between those trying to communicate
  3. Improper encoding of messages
  4. Making negative statements
  5. Hostility
  6. Language
  7. Culture
  • Performance Reporting , It is big part of managing communications as it should be collected and communicated to the right stakeholders in the level of detail required , there are different types of performance reports :
  1. Status Reports , Describes where project currently stands
  2. Progress Reports, Describes what has been accomplished.
  3. Trend Report, Examine project results overtime to see if performance is improving.
  4. Forecasting Report , Predicts future project status
  5. Variance Report , Compares actual results to baselines
  6. Earned Value report , Integrates Scope , cost and schedule measures to assess project performance.
  7. Lessons learned documentation , reports on performance are used as lessons learned for future projects.
  • Project communications may include but not limited to : Performance reporting , Deliverables status , Schedule progress , Cost incurred , presentations and other information required by stakeholders .

 


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