Effective communication is important to the project’s success. Many projects fail due to a lack of communication and other challenges due to the methods used. Project Communication Management has proved to play a critical role for project managers. It helps them to successfully manage their teams while also allowing projects to progress smoothly and on schedule. Furthermore, it allows project managers to communicate relevant messages to the right people in the most effective way and helps in connecting project stakeholders.
What is Project Communications Management?
According to PMBOK (6th edition)
“Project Communications Management includes the processes necessary to ensure that the information needs of the project and its stakeholders are met through the development of artifacts and implementation of activities designed to achieve effective information exchange”.
In other words, Project Communications Management outlines the processes and procedures required to ensure that data is properly collected, maintained, and distributed across the project team throughout the project’s life cycle. It consists of two steps. The first step is to devise a plan to ensure successful communication with stakeholders. The second step involves carrying out the activities required to implement the communication plan into action.
Process in Project Communications Management
There are three communications management processes. They are
- Plan communications management
- Management communications
- Control communications
Plan communications management
This is the initial and most important phase of Project Communications Management. It is the process of defining an appropriate plan and method for project communications. It includes stakeholder and project needs, as well as available organizational assets.
Project managers should define the following details in the communication management plan:
- Purpose of communication management plan and tool for sharing documents and feedback.
- Information about Stakeholders involved in the project and those who have an impact on the project or affect the project’s success
- Information about team members who are responsible for conveying messages, sponsors, customers, and other interested parties.
The following are components of Plan communications management
Inputs: project charter, project management plan, project documents, enterprise environmental factors, and organizational process assets.
Tools and techniques: expert judgment, communication requirements analysis, communication technology, communication models, communication methods, interpersonal and team skills, data representation, and meetings.
Outputs: communications management plan, project management plan updates, and project document updates.
Management communications
Project managers evaluate and update the project communication management plan on a regular basis to reflect any changes to the project or its stakeholders. They also collect, create, disseminate, and store necessary information about the project for future reference.
The components of management communication are as follows:
Inputs: project management plan, project documents, work performance report, enterprise environmental factors, and organizational process assets.
Tools and techniques: communication technology, communication methods, communication skills, project management information systems, performance reporting, interpersonal and team skills, and meetings.
Outputs: project communications, project management plan updates, project document updates, and organizational process assets updates.
Monitor communication
Monitor communication is the process of monitoring and regulating project communications throughout its lifecycle. Project managers review the Communications Management Plan to verify all stakeholders’ information to address their demands.
The following are components of monitor communication:
Inputs: project management plan, project documents, work performance report, enterprise environmental factors, and organizational process assets.
Tools and techniques: expert judgment, project management information systems, interpersonal and team skills, data representation, and meetings.
Outputs: work performance information, change requests, project management plan updates, and project document updates.
Final words
Communication Management is an important knowledge area in project management. . It assists project managers in ensuring that the right information reaches the right stakeholder at the right time and in the appropriate format. Furthermore, it ensures that all project management team members are on the same page. The project’s future can be jeopardized if team members and project stakeholders do not communicate effectively. As a result, project management should know the communication management process for efficient project management.
Individuals attempting the prestigious PMP Exam should have a thorough knowledge of communication management. They can refer to the latest PMBOK 7th edition for acquiring knowledge on managing communication. There is a significant change in the content outline of PMBOK 7. It includes eight performance domains and twelve project management delivery principles for producing valuable delivery outcomes. However, candidates can still refer to PMBOK 6 to learn the project management methodology.
