Project Communications Management

SESSION 9
PROJECT COMMUNICATIONS
MANAGEMENT
Eng.Mukhlis Mirghani
Project Communications Management
It includes the processes that are required to ensure timely and
appropriate:
• Collection, creation, distribution, storage, retrieval,
management, control, monitoring, and the ultimate
disposition of PROJECT INFORMATION.
90% of a project manager’s job is communication.
COMMUNICATION DIMENSIONS
• Internal and external (customer, vendors, other projects,

organizations, the public);
• Formal (reports, minutes, briefings) and informal (emails,
memos, ad-hoc discussions);
• Vertical (up and down the organization) and horizontal (with
peers);
• Official (Annual Report) and Unofficial (off the record
communications); and
• Written and Oral
• Verbal (voice inflections) and Nonverbal (body language).
10.1 Plan Communications
Definition Key Benefit

The process of: it identifies and documents the
approach to communicate most
developing an appropriate effectively and efficiently with
stakeholders
approach and plan for project
communications based on EFFECTIVE means RIGHT :
stakeholder’s information needs  format
and requirements, and  time,
available organizational assets.  audience
EFFICIENT means providing ONLY
what is needed.
Communications Management Plan
.1 Communication
.1 Project mgt plan .1 Comm. Req. mgt plan
.2 Stakeholder analysis .2 Project doc.
register .2 Comm. Tech. updates
.3 EEF .3 Comm. models
.4 OPA .4 Comm. methods
.5 Meetings
Project Doc.
update
project
management Enterprise/Or
plan 10. 1 Plan g.
Communications
4.2 mgt.
Develop project
management
plan
Communications 13.2 manage
mgt. Plan Stakeholders
Stakeholder engagement
register
13.1
Identify
stakeholders
10.2 manage
Communications
Enterprise/Or
g.
EFF & OPA
INPUTS
.1 Project mgt plan
• provides information on how the project will be executed, monitored,
controlled, and closed
.2 Stakeholder register
• provides the information needed to plan the communication with project
stakeholders
.
TOOLS & TECHNIQUES
.2 Comm. technology
.1 Comm. Req. analysis
• brief conversations
• determining the information
needs of the project • meetings
stakeholders. • written documents to extensive
• Comm. channels is n(n – 1)/2, materials (accessible online)
 n the number of stakeholders Factors affect the choice of technology
include:
.4 Comm. methods
 Urgency of the need for
• Interactive (meetings, phone information.
calls) 2 or MORE
 Availability of technology.
• Push (letters, reports, emails)
 Ease of Use.
• Pull (intranet sites, e-learning)
 Project environment.
 confidentiality of the info.
Encode .3 Comm. Models
Thoughts or ideas into language by
the sender.
Transmit Message
What sent by the sender using comm.
Decode
The message to meaningful thoughts
or ideas y receiver.
Acknowledge
but this does not necessarily mean
agreement with or comprehension of
the message.
Feedback/Response
encodes thoughts and ideas into a
message
OUTPUTS
.1 Comm. Mgt. plan
• Information to be communicated,
• Reason for communication
• Time frame and frequency of communication
• Person responsible for communicating the information;
• Person responsible for authorizing release of confidential information;
• Person or groups who will receive the information;
• Methods or technologies used to convey the information, such as Se-mail
• Resources allocated for communication (time and budget);
• Escalation process
• Glossary of common terminology;
• Flow charts of the information flow Communication constraints
10.3 Manage Communications

is the process of:
• creating, • it enables an EFFICIENT and
EFFECTIVE communications
• collecting,
flow between project
• distributing, stakeholders
• storing,
• retrieving,
• disposition
of PROJECT INFORMATION
according to the comm. Mgt. plan.
.1 Communication
technology .1 Project
.1 Communications .2 Communication communications
Mgt. plan models .2 Project mgt. plan
.2 WPR .3 Communication updates
.3 EEF methods .3 Project doc.
.4 OPA .4 Information updates
management .4 OPA updates
systems
.5 Performance
reporting
10.2 Plan
Communications
management
WPR
Communications
4.3
mgt. Plan
Project Doc.
Monitor and update
control project
work Enterprise/Or
10. 2 manage
g.
Communications
Project Project mgt. plan 4.2

Communications update Develop project
Enterprise/Or management
g. plan
10.3 control
EFF & OPA
Communications
Tools & techniques
.4 Information management systems

• Electronic communications management: e-mail, fax, voice mail, telephone
• Electronic project mgt. tools: web interfaces to scheduling and project
management software,
.5 Performance reporting
• Analysis of past performance,
• Analysis of project forecasts
• Current status of risks and issues,
• Work completed during the period/ next period,
• Summary of changes approved in the period
OUTPUTS
.1 Project communications
 performance reports
 deliverables status
 schedule progress
 cost incurred
.4 OPA updates
oStakeholder notifications
oProject reports
oProject presentations
10.3 Control Communications

is the process of: it ensures an optimal
• monitoring and controlling information flow among all
communications throughout communication participants,
the entire project life cycle at any moment in time
• to ensure the information
needs of the project
stakeholders are met
.1 WPI
.2 Change requests
.1 Project mgt. plan
.3 Project mgt.
.2 Project
plan
communications .1 Information updates
.3 Issue log management .4 Project
.4 Work systems documents
performance data .2 Expert judgment updates
.5 OPA .3 Meetings .5 OPA
assets updates
project
project
management
management
plan Project Doc.
plan update
10.2 manage update
4.2 Communications Enterprise/Or
Develop project g.
management
plan Project
Communications
4.3
direct and WPD
manage project 10. 3 control 4.3
work Monitor and
Communications control project
work
WPI
13.2 manage
Stakeholders
engagement issue log
4.5 Perform
integrated
EFF & OPA Change Request
Enterprise/Or change control
g.
OPA update
Tools & techniques
.1 Information management systems

• provides a set of standard tools for the project manager to
capture, store, and distribute information to stakeholders
.2 Expert judgment
• to assess the impact of the project communications,
• need for action or intervention, actions that should be taken
.3 Meetings
• You can hold meetings with your team members to get everyone
on the same page about the progress reports on your project.
Thanks For your
ATTENTION
Any Questions

Project Communications Management

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SESSION 9

90% of a project manager’s job is communication.

• Internal and external (customer, vendors, other projects,

Definition Key Benefit

Definition Key Benefit

Project Project mgt. plan 4.2

.4 Information management systems

Definition Key Benefit

.1 Information management systems

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