What is communication?
Communication is the exchange of information
or ideas between individuals or groups using
different methods like speaking, writing, or
non-verbal cues.
Communication in project management:
Communication in project management refers to the
sharing of ideas and opinions between
professionals who are working on similar or related
tasks. Usually, a priority of a project leader,
communication in project management ensures that
each professional working on the project is aware of
the goals and expectations.
Project communication Management:
Project communication management involves the
planning, execution, and monitoring of communication
strategies within a project. It includes identifying
stakeholders, determining communication needs,
establishing channels and methods for information
exchange, ensuring clarity in message delivery, and
managing feedback. The goal is to facilitate effective and
timely communication among team members,
stakeholders, and relevant parties to support project
success.
Types of communication:
Meetings: Regular team meetings, status update
meetings, kickoff meetings, and milestone review
meetings provide opportunities for face-to-face
communication, fostering collaboration, and discussing
project progress.
Email: An essential tool for written communication, used
for sending updates, sharing documents, discussing
issues, and clarifying information among team members
and stakeholders.
Presentations: Used to convey project plans, updates,
or proposals to stakeholders, clients, or team members.
Visual aids like slides, charts, and graphs enhance the
understanding of complex information.
Types of communication:
Social Media and Intranet: Utilizing internal social
media or company intranet platforms can facilitate
information sharing, discussions.
Face-to-Face Communication: Direct, in-person
discussions, workshops, or brainstorming sessions are
crucial for building relationships, resolving conflicts, and
fostering a deeper understanding among team members
and announcements within the organization.
Virtual Communication Tools: Video conferencing
(Zoom, Skype, etc.) allows for virtual meetings,
presentations, and discussions, enabling teams working
remotely or across different locations to communicate
effectively.
Why is communication in project
management important?
Communication in project management is crucial
because:
Ensures Understanding: It fosters a shared
understanding of project goals, roles, and
expectations among team members and
stakeholders.
Facilitates Collaboration: Effective communication
encourages teamwork, collaboration, and knowledge
sharing among project participants.
Manages Expectations: It helps manage
stakeholder expectations by keeping them informed
about progress, changes, risks, and issues
throughout the project.
Aids Decision-Making: Clear communication
provides necessary information for informed decision-
making, helping to resolve issues and mitigate risks
promptly.
Minimizes Errors: Proper communication reduces
misunderstandings, minimizes errors, and prevents
rework by ensuring everyone is on the same page.
Builds Relationships: It fosters trust,
transparency, and positive relationships among
team members and stakeholders, contributing to
project success.
Supports Adaptability: Good communication allows
for adaptability to changing circumstances or
requirements, helping the project remain agile.
Enhances Problem-solving: Open communication
channels facilitate effective problem-solving and
conflict resolution within the project team.
Project communication Management
Processes:
There are three Projects Communication
Management Processes
1)Plan communication Management
2)Manage communication
3)Control communication
Plan Communication Management:
● The process of developing an appropriate approach
and plan for project communications based on
stakeholder's information needs and requirements,
and available organizational assets.
● This belongs to the planning Process Group.
● This process ensures effective information flow and
stakeholder engagement throughout the project
lifecycle.
Manage Communications:
● Manage communication is a process of creating,
gathering, disseminating, storing and retrieving of project
information based on the established communication
management plan.
● It belongs to the executing Process Group.
● The aim is to facilitate effective and timely information
exchange, address stakeholder needs, and ensure that
communication aligns with project objectives for
successful project outcomes.
Control communications:
● It is the process of monitoring and controlling
communications throughout the entire project lifecycle
to ensure the information needs of project
stakeholders are met.
● It is the part of the Monitoring and controlling Process
Group.
● The goal is to maintain efficient and accurate
communication throughout the project lifecycle to
support project success.
