Scope: This document discusses project communication techniques that alleviate risk to project timelines and delivery dates

due to poor communication. Lack of an effective communication strategy can impact the project team’s ability to deliver the complete scope of work on time and within budget. By creating and implementing a communication hierarchy, all team members are aware of the reporting structure and therefore their individual channels of communication. The project team can create other project artifacts to aid with the project communication; these include a project schedule, work breakdown structure (WBS), WBS dictionary and activity lists. By making these artifacts available to team members, each team member has a clear understanding of his/her individual responsibilities, deliverables, and delivery dates. Any changes to these artifacts must be distributed immediately to all team members. The project team should implement the Plan Communication Process with a high degree of rigor; this will ensure that the team identifies all project stakeholders and specifies conventions around the frequency and mode of communication. This may include monthly status meetings with project sponsors, weekly status meetings with project team members, weekly status reports, executive summary reports etc. Ideally, the recipients of these communications should be acknowledging receipt and consult project team members to seek clarification if required. The project team should maintain an up-to-date issue log to keep track of all project issues and task assignments. In addition, the project manager must maintain a stakeholder register that include internal and external stakeholders (team members, project sponsors, program managers, and all other stakeholders). The stakeholder register is consulted when formulating the communication plan and determining the recipients of any and all forms of project communication. Project managers and other team members should be trained on estimation techniques and must provide accurate estimates for the time required to complete project tasks. The project manager should be skilled in implementing processes that pertain to monitoring and controlling the project; on regular intervals, the team must measure project performance to detect any deviations from established cost and schedule baselines. This includes establishing feedback channels with customers and other project stakeholders and sharing such feedback with team members. The project manager must ensure that concerned individuals implement appropriate corrective actions.

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