Project Management - 9

Project Communications Management
PMP Prep Course – PMBOK 4th Edition – Version 4
PMP Study Group
Communications Management
©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED
Project Communications Management Definition

includes the processes that are required to ensure
timely and appropriate planning, collection,
creation, distribution, storage, retrieval,
management, control, monitoring and ultimate
disposition of project information.
PMBoK® Guide, 5th Edition, Glossary
©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED 2
General Key Notes
Project Manager Role: Communications Management

• Employ a proactive, structured approach to ensure
proper stakeholder communication needs are
addressed.
• Approach should support overall goal of maximizing
probability of project success (i.e. keep the project
momentum continuing forward.)
• Note: PM’s spend over 90 percent of their time
communicating.
Project Communications Management Process
10.1 Plan Communications
10.2 Manage Communications
10.3 Control Communications
10.1 Plan Communications Management
Project Management Process Groups

Knowledge Area
Initiating Planning Executing Monitoring & Controlling Closing
10.1 10.2 10.3

10. Project Plan Manage Control
Communications Communications Communications Communications
Management Management
10.1 Plan Communications Management

Definition: “The process of developing an appropriate approach and
plan for project communications based on stakeholder’s
information needs and requirements and available
organizational assets.” PMBoK® Guide,5th Edition, Glossary
PMBoK® Guide,5th Edition, p. 289
10.1.1 Plan Communications Management Inputs
Project Provides key information on how the project will be executed,

10.1.1.1 Management monitored controlled and closed.
Plan See section 4.2.3.1
Identification and categorization of stakeholders, based on

influence, interest, and impact
Stakeholder
10.1.1.2 Provides needed information for development of the
Register
Communications Management Plan
See section 13.1.3.1
Enterprise Organizational dynamics that must be factored in based on project

10.1.1.3 Environmental environment (e.g., org. structure, government regulation corporate
Factors risk tolerance levels)
Organizational Policies, procedures and documents inherent to the organization

10.1.1.4 Process (e.g. lessons learned, historical records). Provides insight into
Assets previous decision points to leverage best practice approach
10.1.2 Plan Communications Management Tools and

Techniques
Communication
Examination of information needs of project stakeholders (sources
10.1.2.1 Requirements
include org. charts, project organization, etc.)
Analysis
Communication Specific tools, systems, computer programs, etc. used to transfer

10.1.2.2
Technology information among project stakeholders
Communication Sender/Receiver concept- how information is passed between

10.1.2.3
Models parties
10.1.2 Plan Communications Management Tools and

Techniques
3 Types –
Communication Interactive (multi-directional)
10.1.2.4
Methods Push (sent to directly to recipients- e.g. email)
Pull Communication (e.g. stored in repository for access)
The plan communications management process requires
discussion and exchange of information with various stakeholders.
10.1.2.5 Meetings
Meetings are one format for collecting and exchanging
information.
10.1.3 Plan Communications Outputs
Subsidiary of Project Plan providing project communication

activities
Format - Can be formal/informal
Sample Attributes
Communications WHAT - information is being communicated?
10.1.3.1 Management
WHO - is responsible for creating and disseminating?
Plan
WHY - is it being disseminated (i.e. purpose)?
WHEN - is it disseminated (i.e. how often/frequency)?
HOW - will it be disseminated (comm. method)?
HOW LONG - will it be disseminated (i.e. start/end date)?
Project
Output updates to associated project documentation including
10.1.3.2 Document
stakeholder register and management strategy
Updates
Practice Question
You have been contracted as a project manager for the

construction of a conference center and are in the process
of planning communications management for the project.
Which of the following should be considered in your plan?
a) Stakeholder register
b) Change requests
c) Work performance information
d) Information management systems

Knowledge Area
10.1 10.2 10.3


Definition: “The process of creating collecting, distributing,
storing, retrieving, and the ultimate disposition of
project information in accordance with the
communications management plan.”
PMBoK® Guide,5th Edition, Glossary

10.2.1 Manage Communications Inputs

Communications
Describes how, when, and by whom information about the project
10.2.1.1 Management
will be planned, monitored, structured and controlled.
Plan
Documentation of the project performance and status information
Work that may be used to facilitate discussion and create
10.2.1.2 Performance communications.
Reports
See Section 4.4.3.2
Environmental Organizational dynamics that must be factored in based on project

10.2.1.3 Enterprise environment (e.g. org. structure, government regulations,
Factors corporate risk tolerance levels)
Policies, procedures and documents inherent to the organization

Organizational
10.2.1.4 (e.g. lesson learned, historical records). Provides insight into
Process Assets
previous decision points to leverage best practice approach
10.2.2 Manage Communications Tools and Techniques
10.2.2.1
Communication Specific tools, systems, computer program used to transfer
Technology information among project stakeholders
Communication Sender/ Receiver concept- how information is passed between

10.2.2.2
Models parties
3 Types –
Communication Interactive (multi-directional)
10.2.2.3
Methods Push (sent to directly to recipients- e.g. email)
Pull Communication (e.g. stored in repository for access)
10.2.2 Manage Communications Tools and Techniques
Information Facilities, processes, and procedures used to collect, store, and

10.2.2.4 Management distribute information between producers and consumers of
Systems information in a physical or electronic format.
Performance Documentation including but not limited to status reports,

10.2.2.5
Reporting forecasts, status of risks and issues
10.2.3 Manage Communications Outputs
Activities that are required for information to be distributed,

received, acknowledged and understood
Communications may include but not be limited to:
Project  Performance reports
10.2.3.1
Communications
 Deliverables status
 Schedule progress
 Cost reports
Updates may occur to:

Project  Issue log
10.2.3.2 Management
Plan Updates
 Project schedule
 Project funding requirements
10.2.3 Manage Communications Outputs
Project Output updates to associated project documentation including

10.2.3.3 Document but not limited to issue log, project schedule and project
Updates funding reports
Organizational process updates may include:

 Stakeholder notifications
Organizational  Project reports
10.2.3.4 Process Assets
Updates
 Project presentations
 Project records
Key Terms on Communications

Sender Communication source; encodes message
Encode Translating thoughts into a message
Message Output of encoding; sent to Receiver
Medium Method of message transmission (voice, writing, etc.)
Receiver Message Recipient; decodes message
Decode To translate a message back into meaningful ideas
Feedback Message Providing a confirmation that message has been successfully received
A technique providing receptive awareness and response by the Receiver to

Active Listening the Sender.
Noise Interference with transmission and understanding of the message
Paralingual Pitch and tone used to convey message
Non Verbal Physical cues (Note: 55% of all communication is non-verbal)
Communications Channel Formula

Used to indicate complexity of communications through determination of
potential communication paths among project stakeholders
Is not a direct correlation relationship (e.g. 4 stakeholders ≠ 4
communications channels)
Study tip - make sure you read the question carefully. Look for:
1) Total vs. additional channels
2) “Is the PM included?”
Potential number of
communications channels
N(N-1)
2 N= the number of stakeholders
Practice Question
You have been chosen to lead a virtual software project team which
includes 9 associates. In order to meet the modified project deadline,
you have been allocated 2 additional web development resources.
How many additional channels of communication will there be?
a) 45
b) 12
c) 21
d) 66

Knowledge Area
10.1 10.2 10.3


Definition: “The process of monitoring and controlling
communications throughout the entire project life cycle
to ensure that the information needs of the project
stakeholders are met.”
PMBoK® Guide,5th Edition, Glossary

10.3.1 Control Communications Inputs

Project Describes how project will be managed and controlled
10.3.1.1 Management The Communications Management plan is a sub plan of this
Plan integrated plan. See section 4.2.3.1
Information that comes from multiple sources and is varied in
format, level of detail degree of formality and confidentiality.
Project May include:
10.3.1.2
Communications  Deliverables status
 Schedule progress
 Cost reports
Used to catalog and monitor issues and their resolutions.
Documents who is responsible for obtaining issue resolution and
10.3.1.3 Issue Log by what date.
See section 13.3.3.1
10.3.1 Control Communications Inputs

Work
Information regarding how the project is progressing when
10.3.1.4 Performance
measured against the performance baseline
Data
Policies, procedures and documents inherent to the organization

Organizational
10.3.1.5 (e.g. lesson learned, historical records). Provides insight into
Process Assets
previous decision points to leverage best practice approach
10.3.2 Control Communications Tools and Techniques
Information Facilities, processes, and procedures used to collect, store, and

10.3.2.2 Management distribute information between producers and consumers of
Systems information in a physical or electronic format.
Judgment based on expertise within an application area,
knowledge area, discipline or industry.
10.3.2.2 Expert Judgment Often used to identify if communications issues warrant action or
intervention, what steps should be taken, by whom and the
timeframe for taking action.
10.3.3 Control Communications Outputs
Communication often results work performance information

Work updates regarding how the project is progressing when
10.3.3.1 Performance measured against the performance baseline.
Information
See section 4.4.1.5.
The control communications process may result in changes to

Change the project. The change request is generated as an output to
10.3.3.2
Requests this process.
See section 4.3.3.3.
10.3.3 Control Communications Outputs
Project
Control communications may generate updates to the Project
10.3.3.3 Management
Management plan
Plan Updates
Project
Output updates to associated project documentation including
10.3.3.4 Document
stakeholder register and the project management plan
Updates
Organizational process updates may include:

Organizational
 Forecasts
10.3.3.5 Process Assets  Project reports
Updates  Issue log
Practice Question
All of the following are outputs of the Control

Communications process except?
a) Stakeholder management plan

b) Forecasts
c) Lessons learned.
d) Issue log.
Final Success Tips

 Communications management concepts are
interwoven across many knowledge area questions.
Locate proactive, methodical response choices to
answer situational questions.
 Memorize the channel formula (N), but also read the

question carefully to look for two items:
1) are they asking for “total vs. additional channels”, &
2) “is the project manager included as a part of the team”.
Good Luck!!
©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED

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Project Communications Management

PMP Prep Course – PMBOK 4th Edition – Version 4

PMP Study Group

Project Communications Management Definition

Project Communications Management

General Key Notes

Project Manager Role: Communications Management

Project Communications Management Process

10.1 Plan Communications

10.2 Manage Communications

10.3 Control Communications

10.1 Plan Communications Management

Project Management Process Groups

10.1 10.2 10.3

10.1 Plan Communications Management

PMBoK® Guide,5th Edition, p. 289

10.1.1 Plan Communications Management Inputs

Project Provides key information on how the project will be executed,

Identification and categorization of stakeholders, based on

Enterprise Organizational dynamics that must be factored in based on project

Organizational Policies, procedures and documents inherent to the organization

10.1.2 Plan Communications Management Tools and

Communication Specific tools, systems, computer programs, etc. used to transfer

Communication Sender/Receiver concept- how information is passed between

10.1.2 Plan Communications Management Tools and

10.1.3 Plan Communications Outputs

Subsidiary of Project Plan providing project communication

You have been contracted as a project manager for the

d) Information management systems

10.2 Manage Communications

Project Management Process Groups

10.1 10.2 10.3

10.2 Manage Communications

PMBoK® Guide,4th Edition, p. 252

10.2.1 Manage Communications Inputs

Environmental Organizational dynamics that must be factored in based on project

Policies, procedures and documents inherent to the organization

10.2.2 Manage Communications Tools and Techniques

Communication Sender/ Receiver concept- how information is passed between

10.2.2 Manage Communications Tools and Techniques

Information Facilities, processes, and procedures used to collect, store, and

Performance Documentation including but not limited to status reports,

10.2.3 Manage Communications Outputs

Activities that are required for information to be distributed,

Updates may occur to:

10.2.3 Manage Communications Outputs

Project Output updates to associated project documentation including

Organizational process updates may include:

Key Terms on Communications

Encode Translating thoughts into a message

Message Output of encoding; sent to Receiver

Medium Method of message transmission (voice, writing, etc.)

Receiver Message Recipient; decodes message

Decode To translate a message back into meaningful ideas

A technique providing receptive awareness and response by the Receiver to

Noise Interference with transmission and understanding of the message

Paralingual Pitch and tone used to convey message

Non Verbal Physical cues (Note: 55% of all communication is non-verbal)

Communications Channel Formula

How many additional channels of communication will there be?

10.3 Control Communications

Project Management Process Groups

10.1 10.2 10.3