Plan Communications Management

This article contains most of the important information you need to know about Plan Communications management 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 Planning Process group and Communications Management Knowledge Area with the following ITTO’s

Inputs:

  1. Project Management Plan ( Recourses Management Plan , Stakeholders engagement plan )
  2. Project Charter
  3. Project Documents (Stakeholder Register , Requirements Documentation )
  4. Organizational Process Assets
  5. Enterprise Environmental Factors

 

Tools & Techniques:

  1. Communication Requirements Analysis
  2. Communication Technology
  3. Communication Models
  4. Communication Methods
  5. Interpersonal and team skills (Communication Styles assessment , Political awareness , cultural awareness )
  6. Data Representation (Stakeholder engagement assessment matrix )
  7. Meetings

Outputs:

  1. Communication Management Plan
  2. Project Management Plan Updates ( Stakeholder engagement matrix )
  3. Project document Updates ( Project Schedule , Stakeholder Register )

 

  • This process considers how to store, maintain, distribute and retrieve information, and what will happen to all project information once the project is closed, it also focuses on the information and communications needs of the stakeholders.
  • It’s the process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group .
  • Communication related issues are the most frequent problems in projects; project manager spent 90% of his time doing communications , 50% with the project team.
  • Communication Dimensions
  1. Internally and externally to the core project team.
  2. Vertically ( Up and down levels of the organization )
  3. Horizontally ( Among Peers )
  • Communication Types
  1. Formal Written, used with complex problems, project management plan , project charter , communicating over long distance.
  2. Formal Verbal, Presentations and speeches
  3. Informal written, emails, handwritten notes, text messages and instant messaging.
  4. Informal verbal, Meetings and conversations.
  • The sender has the responsibility to ensure the receiver correctly understand the message.
  • Communication Model, Basic model includes 3 parts, Sender, message and receiver, it is encoded by the sender and decoded by receiver, Factors which affect the way receiver decodes a message is noise such as environment, experience, language and culture.
  • Communication Factors ,
  1. Nonverbal , also known as body language
  2. Paralingual , Pitch and tone of voice also help to convey a spoken message .
  3. Words , Words and phrasing the sender chooses are essential component to the message.
  • In message transmission: 7% in word, 38% in vocal pitch and 55% in body language.
  • Communication Technology , includes face to face , telephone , email , fax , instant messaging .
  • Communication methods ,
  1. Interactive Communication , It can involve 2 people or many people m one person provides information , other receive and respond , like conversations , meetings .
  2. Push Communication , One way stream of information , Sender provides information to people who need it but doesn’t expect feedback like status reports , email updates.
  3. Pull Communication , Information is placed in central location , used to distribute large documents or to send information to many people.
  • A Perfect meeting should have the following :
  1. Time limit
  2. Regular
  3. Scheduled in advance
  4. Meeting agenda
  5. Purpose
  6. Documented minutes of meeting.

 

  • Communication Channels = N( N-1)/2 , where N: number of stakeholders.
  • Communication plan should be in writing form.


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