Chapter 9 Project Communications Management

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Chapter 9

Project Communications Management

A Comprehensive Guide for PMP Certification by Parag Pal

Chapter 9 focuses on **Project Communications Management**, which is crucial for project success. It involves ensuring timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information.

This guide will detail the three processes within Communications Management, highlighting key concepts, inputs, tools & techniques, and outputs for each. Effective communication is paramount, as project managers spend over 90% of their time communicating.

9.1 Project Communications Management Processes Overview

Project Communications Management includes the processes required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information.

The 3 Communications Management Processes are:

• Plan Communications Management (Planning)
• Manage Communications (Executing)
• Monitor Communications (Monitoring & Controlling)

Communications Management Processes by Process Group

This chart shows how the 3 Project Communications Management processes are distributed across the Process Groups.

Note: Communication processes span Planning, Executing, and Monitoring & Controlling.

9.2 Plan Communications Management

This process develops an appropriate approach and plan for project communications based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project. This process analyzes the communication requirements of the stakeholders.

9.2.1 Inputs

• Project Charter
• Project Management Plan
• Project Documents
• Enterprise Environmental Factors (EEFs)
• Organizational Process Assets (OPAs)

9.2.2 Tools & Techniques

• Expert Judgment
• Communication Requirements Analysis: Analyzing the communication needs of stakeholders.
  • Communication Channels Formula: $N(N-1)/2$, where N is the number of stakeholders.
  • Example: If a project has 4 stakeholders, channels = $4(4-1)/2 = 6$.
• Communication Technology: Considering urgency, available technology, ease of use, environment, and type of information.
• Communication Model: The overall exchange of information.
  Sender

  Encoder

  Message (with Noise)

  Decoder

  Receiver
  • Sender is responsible for ensuring the receiver understands.
  • Paralingual: The way you sound when talking (pitch, tone).
  • Nonverbal: Body language (approx. 55% of communication).
  • Communication Blocker (Noise): Anything that negatively affects communication.
• Communication Method:
  • Interactive: Two-way direct communication (e.g., meetings, instant messaging).
  • Push: Information sent to specific recipients (e.g., emails, memos).
  • Pull: Information accessed by recipients from a central place (e.g., e-learning, intranet, SharePoint).
• Interpersonal & Team Skills, Data Representation, Meetings

9.2.3 Outputs

• Communications Management Plan: Documents how communication will be managed and controlled (who, what, when, how, where, who will give it). Communications should be tailored to stakeholders.

9.3 Manage Communications

This process creates, collects, distributes, stores, retrieves, and disposes of project information in accordance with the communications management plan. This is where you actually communicate and follow the plan.

9.3.1 Inputs

• Project Management Plan
• Project Documents (Stakeholder Register, Risk Report, Quality Report, Issue Log, Change Log, Work Performance Reports)
• EEFs, OPAs

9.3.2 Tools & Techniques

• Communication Technology, Communications Model, Communication Method
• Communication Skills: Providing clear and effective communications.
  • Feedback, Nonverbal communication (approx. 55%), Presentation skills.
• Project Management Information System (PMIS)
• Meetings, Interpersonal & Team Skills

Approximate Communication Type Distribution

Effective communication involves various types, with nonverbal cues playing a significant role.

Note: Nonverbal communication accounts for a substantial portion of overall communication.

9.3.3 Outputs

• Project Communications: Actual communications like reports, presentations, emails.
• Project Management Plan Updates, Project Document Updates, OPAs Updates.

9.4 Monitor Communications

This process ensures the information needs of the project and its stakeholders are met. It compares actual communications to the communications management plan to see if the plan is working or needs changes.

9.4.1 Inputs

• Project Management Plan
• Project Documents (Project Communications, Issue Log, Lessons Learned Register, Work Performance Data)
• EEFs, OPAs

9.4.2 Tools & Techniques

• Expert Judgment
• Data Representation, Project Management Information System (PMIS)
• Meetings, Interpersonal & Team Skills

9.4.3 Outputs

• Work Performance Information.
• Change Request (if the plan needs adjustment).
• Project Management Plan Updates, Project Document Updates, OPAs Updates.

Distinction:

"Manage Communications" is about doing the communication; "Monitor Communications" is about checking if the communication plan is effective and if information needs are met.

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