CHAPTER 8

PROJECT
COMMUNICATION
MANAGEMENT
 01 INTRODUCTION TO PROJECT
COMMUNICATIONS
MANAGEMENT
TABLE OF 02 PLAN COMMUNICATIONS
CONTENT MANAGEMENT
03 MANAGE COMMUNICATIONS
04 MONITOR COMMUNICATIONS
 SECTION 1
INTRODUCTION TO PROJECT
COMMUNICATIONS MANAGEMENT
PROJECT COMMUNICATIONS MANAGEMENT
What is a Project Communications Management?
“All the processes necessary to make sure that project
information is generated, collected, stored and
disseminated of in a timely and correct fashion”

MEC777 // Study Materials by AAR 4

PROJECT COMMUNICATIONS MANAGEMENT
Plan
Communications
Management Planning

ANALYSIS SUCCESS
Monitor Manage
Communications Communications

MEC777 // Study Materials by AAR 5

PROJECT COMMUNICATIONS MANAGEMENT
– PROJECT MANAGER
ENHANCE OF IDEA, EMOTIONS, INSTRUCTIONS AND/OR
INFORMATION

The exchange of MEDIA

information either
HAND GESTURE
intended or involuntary
FACE TO FACE
WRITTEN INFORMAL
FACE GESTURES

MEC777 // Study Materials by AAR 6

 PROJECT COMMUNICATIONS MANAGEMENT
– DIMENSIONS

Official Reports Oral

Formal Reports Internal Stakeholders

Informal Reports External Stakeholders

MEC777 // Study Materials by AAR 7

PROJECT COMMUNICATIONS MANAGEMENT

Developing a successful communication plan

• Aim to reduce misunderstanding and miscommunication

Step 1
• Develop the Communications Strategy based on the needs

Step 2
• Develop a Communication Management Plan
• Ensure right information is being communicated to the right
audience at the right time

MEC777 // Study Materials by AAR 8

 PROJECT COMMUNICATIONS MANAGEMENT
5Cs – Aims to reduce miscommunication in written communication
Clear purpose
Express the needs and interest
of the message Control the
flow
Correct grammar Proper use of words
and Spelling and ideas
Poor use of language can Use of graphs or
lead to distraction and
01 02 03 04 05 summaries
distortion of the message

Concise expression Coherent logical

Eliminate excessive words Ensure logical flow of ideas
Well crafted message reduce
misunderstanding
MEC777 // Study Materials by AAR 9
PROJECT COMMUNICATIONS MANAGEMENT

Cultural Managing
Awareness Expectations

Listening Personal Skill

Actively Differences Enhancement

MEC777 // Study Materials by AAR 10

PROJECT COMMUNICATIONS MANAGEMENT
– TRENDS AND EMERGING REQUIREMENTS
Include Stakeholders in project review
⊳Having timely and regularly reviews to manage updates and
changes
Include Stakeholders in project meetings
⊳Include agile practice e.g. daily stand-up meeting
⊳Good opportunity to provide updates, achievements and
issues
Increase use of social computing
⊳Use of IT and public network infrastructure to build
relationships and trust based on common interest, activities,
community issues

MEC777 // Study Materials by AAR 11

PROJECT COMMUNICATIONS MANAGEMENT
– TRENDS AND EMERGING REQUIREMENTS
Multifaceted approach to communication
⊳Encouraging the use of media, technology, language and/or
content to provide more effective methods of communicator

MEC777 // Study Materials by AAR 12

PROJECT COMMUNICATIONS MANAGEMENT
– TAILORING CONSIDERATIONS
As each project is unique, what are the considerations
for tailoring?
Are the stakeholders internal or external?
Are the team member collocated? In the same regional
location or distributed? Differing time zone
What communication technology will be used? Is
appropriate and cost effective?

MEC777 // Study Materials by AAR 13

PROJECT COMMUNICATIONS MANAGEMENT
– TAILORING CONSIDERATIONS
What is the common language to be used? What about
consideration for team members from different
cultures?
Is there an organization knowledge management
repository and is it being used?
In Agile/Adaptive Environments
⊳Communication is more frequent
⊳Collocated team as much as possible

MEC777 // Study Materials by AAR 14

 PROJECT COMMUNICATIONS MANAGEMENT

 POINT 2  02  01  POINT 1
Is the Single biggest Allows openness
reason for project and improve
performance COMMUNICATION relationships and
mutual trust

 POINT 3  03
Advocates Active and
effective listening as
an important part.
MEC777 // Study Materials by AAR
PROJECT COMMUNICATIONS MANAGEMENT

of time PM spend
90% on communication

communication in
55% Non-Verbal (body
language)

MEC777 // Study Materials by AAR 16

 SECTION 2
PLAN COMMUNICATION
MANAGEMENT
PLAN COMMUNICATIONS MANAGEMENT

Plan Communication
Management

Plan communications Manage Monitor

Management Communications Communications

MEC777 // Study Materials by AAR 18

PLAN COMMUNICATIONS MANAGEMENT

The process of developing an approach

and plan for project communications
DEFINITION based on stakeholders information
needs and requirements and available
organizational assets.

MEC777 // Study Materials by AAR 19

PLAN COMMUNICATIONS MANAGEMENT

MEC777 // Study Materials by AAR 20

PLAN COMMUNICATIONS MANAGEMENT
PROCESS
 Project Charter
Inputs  Project Management Plan
 Project Document
Tools &  Enterprise Environmental
Techniques Factors
 Organizational Process Assets
Outputs

MEC777 // Study Materials by AAR 21

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – INPUTS
Project Charter
⊳Identify key stakeholder list
Project Management Plan
⊳Resource management plan
⊳Stakeholders management plan
Project Document
⊳Requirement document
⊳Stakeholder register

MEC777 // Study Materials by AAR 22

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – INPUTS
Enterprise Environmental Factor
⊳Organizational culture, political climate, governance
framework
⊳Personnel administration policies
⊳Stakeholder risk threshold
⊳Established communication channel, tools and systems
⊳Global, regional or local trends, practices or habits
⊳Geographical distribution of facilities and resources

MEC777 // Study Materials by AAR 23

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – INPUTS
Organizational Process Assets
⊳Organizational policies and procedures for social media, ethics
and security
⊳Organizational policies and procedures for issues, risk, change
and data management
⊳Organizational communication requirements
⊳Standardized guidelines for development, exchange, storage
and retrieval of information
⊳Historical information and lesson learned repository
⊳Stakeholder and communication plan from a similar past
project
MEC777 // Study Materials by AAR 24
PLAN COMMUNICATIONS MANAGEMENT
PROCESS
 Expert Judgement
Inputs  Communication Requirements
Analysis
Tools &  Communications Technology
Techniques  Communications Models
 Communications Methods
 Interpersonal and Team Skill
Outputs

MEC777 // Study Materials by AAR 25

PLAN COMMUNICATIONS MANAGEMENT
PROCESS
 Data Representation
Inputs  Meeting

Tools &
Techniques

Outputs

MEC777 // Study Materials by AAR 26

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
Expert Judgment
⊳Politics and power structures in the organization
⊳Environment and culture of the organization and other
customer organizations
⊳Organizational change management approach and practices
⊳Industry or type of project deliverables
⊳Organizational communications technologies
⊳Organizational policies and procedures regarding legal
requirements of corporate communications
⊳Organizational policies and procedures regarding security
⊳Stakeholders, including customers or sponsors.

MEC777 // Study Materials by AAR 27

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
Communication Requirements Analysis
⊳Needs of the project stakeholders
Organization charts
Project organization
Stakeholder & Information & Responsibility charts
⊳Number of communications channels
Logistics of the number of people in the team
Media & contractors communications needs

MEC777 // Study Materials by AAR 28

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
Communication Technology
⊳Urgency of the need for information
The urgency, frequency and format varies from project to
project, phase to phase
⊳Availability & Reliability of Technology
Should be accessible to all members of the team
⊳Ease of use
Should be suitable for all to participate
Proper training if needed

MEC777 // Study Materials by AAR 29

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
⊳Project environment
Number of staff
Duration of the project
Project environments
⊳Sensitivity and confidentially
Additional security for confidential information
Social media policies for protection of proprietary
information

MEC777 // Study Materials by AAR 30

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
Communication Models
⊳Basic sender/receiver communication model
Steps in a basic communication model
 Encode - The message is coded into symbols, such as text, sound or
some other medium for transmission
 Transmit message - The message is sent via a communication channel
 Decode - The data received is translated by the receiver back into a
form useful to the receiver

MEC777 // Study Materials by AAR 31

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
⊳Interactive communication model
Acknowledge
 receipts of message, the receiver may signal (acknowledge) receipt of
the message
Feedback/response
 When the received message has been decoded and understood, the
receiver encodes thoughts and ideas into a message and then
transmits this message to the original sender

MEC777 // Study Materials by AAR 32

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
Communication Methods
⊳Interactive communication
multidirectional exchange of information in real time
⊳Push communication
Sent or distributed directly to specific recipients who
need to receive the information
⊳Pull communication
Used for large complex information sets, or for large
audiences, and requires the recipients to access content
at their own discretion subject to security procedures

MEC777 // Study Materials by AAR 33

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
⊳Interpersonal communication
Information is exchanged between individuals, typically
face-to-face.
⊳Small group communication
⊳Public communication
⊳Mass communication
⊳Networks and social computing communication

MEC777 // Study Materials by AAR 34

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
Intrapersonal and Team Skills
⊳Communication Style Awareness
Identify preferred communication method
Format
Contents
Often used with unsupportive stakeholders
⊳Political Awareness
Recognizes both formal and informal power relationships
Understand organization strategies

MEC777 // Study Materials by AAR 35

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
⊳Cultural Awareness
Understand the cultural differences
Adapt the communication context
Data Representation
⊳Stakeholder engagement assessment matrix
Analyse gap between current and desired levels of
engagement
Meetings
Virtual
Face to face

MEC777 // Study Materials by AAR 36

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – TOOLS AND TECHNIQUES
To calculate Communication Channel

Communication Channel =
N 2 –N
2
N = number of individuals in the team
How many lines of communications does
the PM have if he has 4 team members
on his team?
MEC777 // Study Materials by AAR 37
TOOLS AND TECHNIQUES
– BASIC COMMUNICATIONS MODEL
Receiver Noise Noise Sender
(Decode) Messages (Encode)

Medium/Channel

Receiver Sender
(Decode) Noise (Encode)
Noise

MEC777 // Study Materials by AAR 38

TOOLS AND TECHNIQUES
– INTERACTIVE COMMUNICATIONS MODEL
Receiver Noise Noise Sender
(Decode) Messages (Encode)
Acknowledgement

Medium/Channel

Receiver Acknowledgement Sender

(Decode) Noise (Encode)
Noise

MEC777 // Study Materials by AAR 39

TOOLS AND TECHNIQUES – CROSS
CULTURAL COMMUNICATIONS MODEL
Receiver Noise Noise Sender
(Decode) Messages (Encode)
Current Acknowledgement Current
Emotional Emotional
State State
Medium/Channel

Receiver Acknowledgement Sender

(Decode) Noise (Encode)
Noise

MEC777 // Study Materials by AAR 40

 TOOLS AND TECHNIQUES
– COMMUNICATIONS METHODS

Pull or push Mass

communication Communications
Interactive
communication Public
communication

Small group Network & Social

communication computer communication
MEC777 // Study Materials by AAR 41
TOOLS AND TECHNIQUES
– COMMUNICATIONS METHODS - Artefact
Annual Web portal Focus group
Report

Newsletter Social
computing

Notice Press release Presentation

board

MEC777 // Study Materials by AAR 42

PROJECT COMMUNICATIONS TERMINOLOGY
Para lingual
⊳Optical vocal effects, the tone or pitch of voice that may help
communicate meaning when you’re talking to people
Active listening
⊳The receiver confirms that she is listening and asks for
clarification
Effective listening
⊳Watching the speaker to pick up physical gestures and facial
expressions, thinking about what you want to say before
responding, asking questions and providing feedback

MEC777 // Study Materials by AAR 43

PROJECT COMMUNICATIONS TERMINOLOGY
Feedback
⊳Saying things like “Do you understand what I have explained?”
usually asked by the sender

MEC777 // Study Materials by AAR 44

 PROJECT COMMUNICATIONS TERMINOLOGY

Acknowledging

Removing mental Clarifying

Active
“barriers”
Listening

Understanding Confirming

MEC777 // Study Materials by AAR 45

COMMUNICATIONS BLOCKERS
1 Unclear Roles 6 Noise
2 Assumptions 7 Jargon
3 Distance 8 Environmental
4 Cultures 9 Poor Models
5 Terms

MEC777 // Study Materials by AAR 46

WORK PERFORMANCE INFORMATION
• Performance Reports
Analysing  Key performance Indicators
performance data  Story point completed
collected from  Actual cost
controlling  Quality Metrics
 Histograms, s-curves, EVA
process against
• Projection or Forecasts
the project
• Requested Changes generated from
management
analysis of performance
plan, components  Recommended corrective changes
plans and other  Number of Change requests
work performance  Number of defects
data • Organizational Process Assets Updates
 Lesson learned

MEC777 // Study Materials by AAR 47

WORK PERFORMANCE INFORMATION
Form of
Characteristic Examples
Communication
Written Formal • Precise • Project charter, Scope statement, project
• Transmitted plan, WBS, Project Status
through medium of • Complex issues
corresponding • Contract related communication
• Emails, memos, letters
Written Informal • Email, notes
• Regular communications with team member
Oral Formal • High degree of • Presentations, Speeches
flexibility • Negotiations, conflict resolution
• Personal contact, • Project Meetings
Oral Informal group meetings or • Conversation with team member
telephone • Informal meetings
• Break-room or war-room conversations
Non-Verbal • About 55% of total • Facial expression, hand movements, physical
communication mannerism, etc

MEC777 // Study Materials by AAR 48

PLAN COMMUNICATIONS MANAGEMENT
PROCESS
 Communications Management
Inputs Plan
 Project Management Plan
Updates
Tools &
 Project Documents Updates
Techniques

Outputs

MEC777 // Study Materials by AAR 49

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – OUTPUTS
Communication Management Plan
⊳Identify resource
Includes guidelines, templates
Project website information
Stakeholder communication requirements
Information to the communicated, language, format
Escalation process
Reason for distribution of information
Frequency and matrix
Person responsible for disseminating the information

MEC777 // Study Materials by AAR 50

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – OUTPUTS
Person responsible for authorizing release of sensitive
information
Methods and technologies used
Terminology glossary
Information flow process chart
Legal, technical, constrains
Project Management Updates
⊳Any changes through the integrated change control process

MEC777 // Study Materials by AAR 51

PLAN COMMUNICATIONS MANAGEMENT
PROCESS – OUTPUTS
Project Document Updates
⊳Project schedule
⊳Stakeholder register

MEC777 // Study Materials by AAR 52

 SECTION 3
MANAGE COMMUNICATIONS
MANAGE COMMUNICATIONS

Manage Communications

Plan communications Manage Monitor

Management Communications Communications

MEC777 // Study Materials by AAR 54

MANAGE COMMUNICATIONS

The process of creating, collecting,

DEFINITION distributing, storing, retrieving and the
ultimate disposition of project
information in accordance with the plan

MEC777 // Study Materials by AAR 55

MANAGE COMMUNICATIONS

MEC777 // Study Materials by AAR 56

MANAGE COMMUNICATIONS
Techniques and considerations for effective
communications management
⊳Sender-receiver models
⊳Choice of media
⊳Writing style
⊳Meeting management
⊳Presentations
⊳Facilitation
⊳Active listening

MEC777 // Study Materials by AAR 57

MANAGE COMMUNICATIONS PROCESS
 Project Management Plan
Inputs  Project Document
 Work Performance Reports
 Enterprise Environmental
Tools & Factors
Techniques
 Organizational Process Assets

Outputs

MEC777 // Study Materials by AAR 58

MANAGE COMMUNICATIONS PROCESS
– INPUTS
Project Management Plan
⊳Resource management plan
Communication needed to manage the team and other
resource
⊳Communications management plan
Describe how communications will be managed
⊳Stakeholders management plans
Describe how communication to stakeholders will be
managed

MEC777 // Study Materials by AAR 59

MANAGE COMMUNICATIONS PROCESS
– INPUTS
Project Documents
⊳Change log
⊳Issue log
⊳Lessons learned register
⊳Quality report
⊳Risk report
⊳Stakeholder register
Work Performance Reports
⊳Circulated to the project stakeholders through this process as
defined in the communications management plan
MEC777 // Study Materials by AAR 60
MANAGE COMMUNICATIONS PROCESS
– INPUTS
Enterprise Environmental Factors
⊳Organizational culture, political climate, and governance
framework
⊳Personnel administration policies
⊳Stakeholder risk thresholds
⊳Established communication channels, tools, and systems
⊳Global, regional, or local trends and practices or habits
⊳Geographic distribution of facilities and resources.

MEC777 // Study Materials by AAR 61

MANAGE COMMUNICATIONS PROCESS
– INPUTS
Organizational Process Assets
⊳Corporate policies and procedures for social media, ethics, and
security
⊳Corporate policies and procedures for issue, risk, change, and
data management
⊳Organizational communication requirements
⊳Standardized guidelines for development, exchange, storage,
and retrieval of information
⊳Historical information from previous projects, including the
lessons learned repository

MEC777 // Study Materials by AAR 62

MANAGE COMMUNICATIONS PROCESS
 Communications Technology
Inputs  Communication Methods
 Communication Skills
 Project Management
Tools & Information Systems
Techniques
 Project Reporting
 Interpersonal and Team Skills
Outputs  Meetings

MEC777 // Study Materials by AAR 63

MANAGE COMMUNICATIONS PROCESS
– TOOLS AND TECHNIQUES
Communication Technology
⊳Who needs the information
⊳Availability of technology
⊳Team collocated
⊳Ease of use, project environment
⊳Sensitivity and confidentiality
Communication Methods
⊳Allow flexibility in the event

MEC777 // Study Materials by AAR 64

MANAGE COMMUNICATIONS PROCESS
– TOOLS AND TECHNIQUES
Communication Skills
⊳Communication competence
Using a combination of skills to
 Drive the key message
 Build effective relationship
 Manage information sharing
⊳Feedback
⊳Nonverbal
Gestures, Body language, tone of voice

MEC777 // Study Materials by AAR 65

MANAGE COMMUNICATIONS PROCESS
– TOOLS AND TECHNIQUES
⊳Presentations
Is effective when there is
 Clear and concise reporting to update status, issues
 Enough background information to assist in decision making
 Need of the audience and team objectives are met
Project Information Management Systems
⊳Electronic communications management
⊳Electronic project management tools
⊳Social Media management

MEC777 // Study Materials by AAR 66

MANAGE COMMUNICATIONS PROCESS
– TOOLS AND TECHNIQUES
Project Reporting
⊳Status reports, progress measurements, forecasts
Interpersonal and Team Skills
⊳Active listening
Listening, acknowledging, clarifying and removing
barriers in communication
⊳Conflict management
⊳Cultural awareness

MEC777 // Study Materials by AAR 67

MANAGE COMMUNICATIONS PROCESS
– TOOLS AND TECHNIQUES
⊳Meeting management
Ensuring all meeting objective are met
 Preparing and sharing the agenda
 Starting and ending the meeting on time
 Ensuring the right person attend
 Staying with the topics
 Managing expectations, conflicts or issues
 Recording the action items and ensuring completion

MEC777 // Study Materials by AAR 68

MANAGE COMMUNICATIONS PROCESS
– TOOLS AND TECHNIQUES
⊳Networking
Interacting with other to exchange information
Develop contacts within/outside organization
To help solve problems
Seek support from stakeholders
Influence decision
⊳Political awareness
Meetings
⊳Support the actions defined in the communication strategy
and communications plan

MEC777 // Study Materials by AAR 69

MANAGE COMMUNICATIONS PROCESS
 Project Communications
Inputs  Project Management Plan
Updates
 Project Documents Updates
Tools &  Organizational Process Assets
Techniques Updates

Outputs

MEC777 // Study Materials by AAR 70

MANAGE COMMUNICATIONS PROCESS
– OUTPUTS
Project Communications
Project Management Plan Updates
⊳Communication management plan
⊳Stakeholders management plan
Project Documents Updates
⊳Issue log
⊳Lesson learned register
⊳Project Schedule
⊳Risk register
⊳Stakeholders register

MEC777 // Study Materials by AAR 71

MANAGE COMMUNICATIONS PROCESS
– OUTPUTS
Organizational Process Assets Updates
⊳Stakeholders notifications
⊳Project reports, project presentations, project records
⊳Planned an ad hoc project reports and presentations

MEC777 // Study Materials by AAR 72

 COMMUNICATION MATRIX – FREQUENCY

Business Working Steering Project News PM Update

Specific Committee Committee Status Bulletin to Project
Meeting Meeting Meeting Report Sponsor
Every Every Last Every
Every
Frequency As Schedule
Tuesday Friday of Bi-Monthly Weeks
Month
Month

MEC777 // Study Materials by AAR 73

 COMMUNICATION MATRIX – STAKEHOLDERS
Project Project
Project
Business Working Steering
Status News Personal
Stakeholder Specific Committee Committee
Report Bulletin Update
Meeting (PWC) (PSC)
(PSR)
Meeting Meeting
Project
YES YES YES YES
Sponsor
Project
YES YES YES YES YES YES
Manager

IT Manager YES YES YES YES

Finance
YES YES
Manager
Business
YES YES YES
Manager
Staff &
YES
Customers
MEC777 // Study Materials by AAR 74
COMMUNICATION MATRIX – MODE
Working Steering
Status News Personal
Mode Committee Committee
Report Bulletin Update
Meeting Meeting

Announcement/ Minutes/ Minutes/

Verbal
Reminders Email Email

Hard copies Hard copies Verbal/

Distribution
/ Email / Email Email

Meeting Mode On-site On-site

MEC777 // Study Materials by AAR 75

 SECTION 4
MONITOR COMMUNICATIONS
MONITOR COMMUNICATIONS

Monitor Communications

Plan communications Manage Monitor

Management Communications Communications

MEC777 // Study Materials by AAR 77

MONITOR COMMUNICATIONS

The process of monitoring

DEFINITION communications throughout the entire
project life cycle to ensure information
needs of the stakeholders are met

MEC777 // Study Materials by AAR 78

MONITOR COMMUNICATIONS

MEC777 // Study Materials by AAR 79

MONITOR COMMUNICATIONS PROCESS
 Project Management Plan
Inputs  Project Document
 Work Performance Data
 Enterprise Environmental
Tools & Factors
Techniques
 Organizational Process Assets

Outputs

MEC777 // Study Materials by AAR 80

MONITOR COMMUNICATIONS PROCESS
– INPUTS
Project Management Plan
⊳Resource management plan
⊳Communications management plan
⊳Stakeholders management plans
Project Documents
⊳Issue log
⊳Lesson learned register
⊳Project communication
Work Performance Data
⊳Types and quantities of communications
MEC777 // Study Materials by AAR 81
MONITOR COMMUNICATIONS PROCESS
– INPUTS
Enterprise Environmental Factors
⊳Organizational culture, political climate, and governance
framework
⊳Established communication channels, tools, and systems
⊳Global, regional, or local trends, practices, or habits
⊳Geographic distribution of facilities and resources

MEC777 // Study Materials by AAR 82

MONITOR COMMUNICATIONS PROCESS
– INPUTS
Organizational Process Assets
⊳Corporate policies and procedures for social media, ethics, and
security
⊳Organizational communication requirements
⊳Standardized guidelines for development, exchange, storage,
and retrieval of information
⊳Historical information and lessons learned repository from
previous projects
⊳Stakeholder and communications data and information from
previous projects

MEC777 // Study Materials by AAR 83

MONITOR COMMUNICATIONS PROCESS
 Expert Judgment
Inputs  Project Information
Management Systems
 Data Analysis
Tools &  Interpersonal and Team Skills
Techniques
 Meetings

Outputs

MEC777 // Study Materials by AAR 84

MONITOR COMMUNICATIONS PROCESS
– TOOLS AND TECHNIQUES
Expert Judgment
⊳Individual or groups with special knowledge or training
On dealing with public, media
On creating communications management systems
Project Information Management Systems
⊳Capture, store, and distribute information to internal and
external stakeholders
Data Representation
⊳Provide information about the effectiveness of the
communications activities
MEC777 // Study Materials by AAR 85
MONITOR COMMUNICATIONS PROCESS
– TOOLS AND TECHNIQUES
Interpersonal and Team Skills
⊳Use stakeholder engagement assessment matrix
Review the current and desired states
Adjust communications plan
Meetings
⊳Face-to-face or virtual meetings are used for
Decision making
Responding to stakeholder requests
Having discussions with suppliers, vendors, and other
project stakeholders

MEC777 // Study Materials by AAR 86

MONITOR COMMUNICATIONS PROCESS
 Work Performance Information
Inputs  Change Requests
 Project Management Plan
Updates
Tools &  Project Documents Updates
Techniques

Outputs

MEC777 // Study Materials by AAR 87

MONITOR COMMUNICATIONS PROCESS
– OUTPUTS
Work Performance Information
⊳Information on how project communication is performing
Actual vs Planned
Change Requests
⊳Generated from performance analysis
Revise stakeholder communications management plan
New procedures to eliminate bottlenecks

MEC777 // Study Materials by AAR 88

MONITOR COMMUNICATIONS PROCESS
– OUTPUTS
Project Management Plan Updates
⊳Communication management Plan
⊳Stakeholders management plan
Project Documents Updates
⊳Issue log
⊳Lesson learned register
⊳Stakeholders register

MEC777 // Study Materials by AAR 89

 Ir. Ts. Dr. AZLI ABD RAZAK
Head of School

Address
School of Mechanical Engineering
College of Engineering
Universiti Teknologi MARA
40450 Shah Alam, Selangor

THANK YOU! Phone & Email

H/P: 0194419556
Office: 03-55436203
azlirazak@uitm.edu.my