I’ve listed the Knowledge Area below, with an explanation of the following:

1) Overview of each Process Group

2) Reference Section & Page in PMBOK 6th Edition
3) ITTO Summary & Analysis (Input, Tool, Technique, Output)
>> Any items marked with an * asterisk are the unique ones & critical topics
to master
4) Key Concepts & Helpful Exam Prep Information
Overview of Communications Management
Communications Management is split up into the following three (3) Process Groups:
1) Plan Communications Management (PL)
2) Manage Communications (EX)
3) Monitor Communications (M&C)
Purpose: Ensuring that your stakeholders receive information effectively, by 1) Developing a
Communication Strategy, and 2) Implementing the Communication Strategy
>>Alvin’s Exam Tip:
Think of this Knowledge Area as answering the following question: Is everyone getting the right
message at the right time?
Alvin the PM

Key Concepts:
1. What are the different ways that we can communicate information?
>> Written, Spoken, Formal/informal, Gestures, Media, Choice of Words

2. Examples of Formal Communication

-Reports, meeting agendas & minutes, stakeholder briefings, presentations
– Formal Meetings (regular and ad hoc)

3. Examples of Informal Communication

-Emails, Social Media, Website
– Informal Ad hoc discussion

4. What is the difference between Communication vs Communications? (with an ‘s’)

– Communication – How we share and exchange information with others
– Communications – The SYSTEM we use to send and receive information from others

5. What are the 5C’s of Written Communication?

1- Clarity (Have a clear purpose) – Is it CLEAR?
2- Conciseness (Be short and to the point) – Is it CONCISE?
3- Correctness (Is the grammar correct?) – Does it have CORRECT grammar &
punctuation?
4- Cohesiveness – Is it COHERENT? Does everything flow together?
5- Control (Is the writing well coordinated?) – Is there a CONTROLLED flow of words? Is it
logical?
Master the ITTO Video Series
 Watch my MASTER THE ITTOs Video Series below to master the ITTOs for each
Process within Communications Management:

>> MASTER ITTOs for Communications Management, Part 1: WATCH HERE

>> MASTER ITTOs for Communications Management, Part 2: WATCH HERE
Test Yourself – CAPM Exam Practice Questions | Communications
Management
 Test your knowledge and practice the following questions to master the key concepts in
Communications Management. Are you able to score all questions correctly?

>> CAPM Exam Practice Questions – Communications Management: WATCH

HERE
Process #1: Plan Communications Management
1.1 Communications Management: Plan Communications Management
(PL)
– Pg. 366, PMBOK 6th Edition

Purpose: Developing your strategy for how you will manage communications with all
members on your project & actively keep them engaged.

Your Communication Strategy will address – what information you will communicate,

who will receive that information, when they will receive it, using what technique, and how
often.
ITTO Analysis: Plan Communications Management
1) What do You Need? (Input) 
– Project Charter, Project Management Plan, Project Documents, EEF/OPA
>> Project Management Plan: Resource Management Plan, Stakeholder Engagement
Plan
>> Project Documents: Requirements Documentation, Stakeholder Register

2) What is the Result? (Output)

– *Communications Management Plan, Updates to Project Management Plan and
Project Documents

3) How Do You Accomplish It? (Tool/Technique)

-*Communication Requirements Analysis; *Communication
Technology, *Models, and *Methods; Interpersonal & Team Skills, Data
Representation, Expert Judgment, Meetings
>> Interpersonal and Team Skills: Communication Styles Assessment,
Political & Cultural Awareness
>> Data Representation: *Stakeholder Engagement Assessment Matrix
Key Concepts:
A Project Manager spends 90% of his/her time communicating on projects.

1. #of Communication Channels = (N x (N-1) )/2

Refer to Formula Guide for detail.
Key Terms to Remember:
1. Communications Management Plan – Establishes the communication needs of
stakeholders and how those needs will be addressed:
– What are we communicating and why?
– Between which team members?
– What is the best communication method to deliver this information?
– Who is responsible for communicating the information?
– When should this information be communicated and When?

2. Stakeholder Engagement Assessment Matrix – Assesses the gaps between

the Current & Desired engagement level for your stakeholders
>> Different levels of Engagement: Unaware, Resistant, Neutral,
Supportive, and Leading)

3. Communication Styles Assessment – What are the gaps in stakeholder engagement

that would require communication tailored to specific stakeholders?

4. Political & Cultural Awareness – Organization’s political environment,

relationships of power, who has influence?

MODELS OF COMMUNICATION
(1) Basic Linear: Sender + Receiver
>> Steps: Encode > Transmit Message > Decode

(2) Interactive: Sender + Receiver + Feedback

>> Steps: Encode > Transmit Message > Decode
> Acknowledge > Feedback/Response

(3) Complex: Incorporates the human elements of sending & receiving

METHODS OF COMMUNICATION
(1) Interactive: Conducted between >= 2 people, Someone provides message, another person
receives it and responds to the message

(2) Push: One-directional; Sending specific information to a specific recipient.

(3) Pull: Storing information into a database/central location. Used for large information sets
and/or large audiences
Process #2: Manage Communications
1.2 Communications Management: Manage Communications (EX)
– Pg. 379, PMBOK 6th Edition

Purpose: Creating an effective flow of information between all team members, based upon
your established Communications Management Plan
ITTO Analysis: Manage Communications
1) What do You Need? (Input) 
– *Work Performance Reports, Project Management Plan, Project Documents,
OPA/EEF
>> Project Management Plan:  Communications Management Plan, Resource
Management Plan, Stakeholder Engagement Plan
>> Project Documents:  Logs (Change, Issue, Lessons Learned, Stakeholder Register),
Quality & Risk Reports

2) What is the Result? (Output)

– *Project Communications, Updates to Project Management Plan & Project
Documents; Updates to OPAs

3) How Do You Accomplish It? (Tool/Technique)

Unique Tools: Communication Technology, Methods, and Skills; Project
Reporting
Other Tools: Interpersonal & Team Skills, PMIS, and Meetings
>> Interpersonal & Team Skills:  Active Listening, Conflict Management, Cultural &
Political Awareness, Meeting Management, Networking
>> Communication Skills: Communication Competence, Feedback,
Nonverbal, Presentations
Key Concepts:
The Key Deliverable from this process is Project Communications, which includes
Reports, Status, Schedule Progress, presentations, etc

1. What factors influence the type of Communication Technology being used?

-Location of team members
-Resources you have available
– Organization’s governance and culture
2. Four (4) Examples of Communication Skills
(1) Factors such as: clarity, relationships, leadership
(2) Feedback & actively understanding what the other person’s response is
(3) Nonverbal – Analyzing someone else’s body language and gestures
(4) Presentations
Key Terms to Remember:
1. Project Reporting – This is focused on collecting & sharing project information, and
produces the key deliverable of Project Communications (reports, presentations, etc)

2. Work Performance Reports – These reports are shared and distributed to the team as
defined in the Communications Mgmt Plan
>> Examples include: Status Reports, Progress Reports, Earned Value
Graphs, Burndown Charts, Vendor Performance Information, dashboards
Process #3: Monitor Communications
1.3 Communications Management: Monitor Communications (M&C)
– Pg. 388, PMBOK 6th Edition

Purpose: This is the process where you’re making sure that your team & stakeholders have the
information they need

What is the goal of Monitoring Communications?

Is the right message being delivered to the right audience at the right time?
Alvin the PM

ITTO Analysis: Monitor Communications

1) What do You Need? (Input) 
– *Work Performance Data, Project Management Plan, Project Documents, OPA/EEF
>> Project Management Plan: Resource Management Plan,
Communications Management Plan, Stakeholder Engagement Plan
>> Project Documents: Issue Log, Lessons Learned Register, Project
Communications

2) What is the Result? (Output)

*Work Performance Information, *Change Requests, Updates to Project
Management Plan & Project Documents

3) How Do You Accomplish It? (Tool/Technique)

– Expert Judgment, PMIS, Data Representation, Interpersonal & Team Skills, Meetings
>> Interpersonal and Team Skills: Observation/conversation
>> Data Representation: Stakeholder Engagement Assessment Matrix
Key Terms to Remember:
1. Communications Management Plan – What is the strategy for how we
will collect, create, and distribute information to the team?

2. Stakeholder Engagement Plan – What communication strategies will we use to

engage stakeholders?

3. Observation/Conversation – A type of Interpersonal and Team Skill that you can use
to have open dialogue with your team members and figure out what are potential issues and
potential conflicts occurring in the project.

4. Work Performance Information – During Control Communications, you’ll be

analyzing your Work Performance Data and seeing how effective were your project
communications.

Conclusion
I hope you found the above information helpful with your Project Management Exam Prep
Journey! If you found this useful and valuable, please feel free
to SHARE and RECOMMEND this website with a friend. My goal is to help other
Project Managers pass their own CAPM Exam and PMP Exam, and become Certified in Project
Management. And, I can only do this with your help!
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you out, I would be so thankful if you could spread the word and leave me a review!
Drop me a comment on any of my Youtube videos or click this link to leave me a
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Thanks again for stopping by, and I’m glad to have helped you on your Exam Prep journey!

Cheers, Alvin

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