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Project Communications

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Common sense and your own experience will play a large role in your ability to answer the questions on this topic.

Communication Processes defined: Communication is the link between people, ideas, and information. Project Communications Management includes four processes:

  • Communication planning - The project manager will need to identify the stakeholders and their communication needs and determine how to fulfill their requirements.
  • Information distribution - The project manager will need to get the correct information on the correct schedule to the appropriate stakeholders.
  • Performance reporting - The project manager will rely on EVM and other performance measurement to create status reports, measure performance, and forecast project conditions.
  • Manage Stakeholders - The project manager will manage communications to satisfy the requirements of and resolve issues with project stakeholders.

What is Project Communications Management?

  1. Project managers spend approximately 90 percent of their time communicating during a project.  
  2. The project manager needs a Communications Management Plan to determine what needs to be communicated, to whom, and when.
  3. Organizational structure affects the flow of communications. Matrix structures have to include the functional managers of the project team from the different units within the organization, whereas a functional organization does not have the same level of complexity in reporting.
  4. Management, customers, and other concerned stakeholders will be interested in the performance of the project. The project manager will need to meet their expectations on an established schedule or based on conditions within the project.
  5. One of the most common methods for showing performance is through earned value analysis.
  6. Administrative closure happens at the end of each phase and at the end of the project. Administrative closure is the final documentation of the project; it includes the process of organizing, indexing, and archives all relevant project materials. The archived materials should show the project performance from start to formal acceptance that signals project closure.

Note: The PM spends 90% of his time Communicating. Communication is the most important skill a project manager can have. Since the project manager is expected to spend so much time communicating, a plan to determine what needs to be communicated, to whom, and when.


Read 6252 times Last modified on Thursday, 10 December 2009 20:47

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