Project Communication Management: Communication Plans and Methods of Communication

　　Communication management is an important part of project management. In order to make the project team work collaboratively and make the project execute smoothly according to the plan, it is necessary to do a good job in communication management. Collaboration among project members is inseparable from communication with each other. In order to get the attention and support of the project from customers and leaders, it is also necessary to rely on the project managers to actively communicate with them, so that they can understand the progress of the project, the problems encountered and what kind of support the project needs. Project managers need to maintain good and effective communication for project members, superior leaders and customers, which can reduce the trouble of many communication problems such as information lag and misleading information for their project management work. With good communication and management, it is easier to implement until the order is issued, and the execution of the project can be improved. To do a good job in project management, it is inseparable from the communication plan and communication method. So, how to formulate a communication plan? What communication methods are available? Knowing these contents can provide certain help for project management.

　　How to develop a practical communication plan?

　　An effective communication plan will promote the development of the team, achieve synchronization of customers, and reduce project documents.

　　An effective communication plan should consider the following points:

　　(1) Determine how the project-related documents are stored. For the different types of information collected, unified rules and regulations should be formulated, and important documents related to the project should be archived and preserved. If there is a project management system, combined with the document management method of the project management system, a scientific and reasonable document management system can be formulated, which can reduce the time for information retrieval, improve the express delivery of information obtained from each other, and reduce the problems caused by information lag.

　　(2) Establish project organization contact information. The project involves many personnel. In order to improve work efficiency, a contact list of all relevant personnel dedicated to project management should be established, which is concise and clear. For example, many university research groups are now using the contact list of the Tuoyuan excellent course project management system to establish their own internal contact information. Since the project management software is based on the web side, as long as the Internet is connected, you can view the project related information at any time. The contact information of personnel can also be made directly on the mobile terminal, which is very convenient.

　　(3) Determine the work reporting method. Clearly express how the project team members report to the project manager and the project manager to their superiors and related parties, including reporting time and reporting form. For example, the project team members report to the project manager through the project management system every day, and the project manager reports to the direct customers and superiors through the project management system every week (provided that the project members, customers and superiors all need to be users of the project management system, and every day Or log into the system regularly), emergency reports can be communicated by telephone in time, and the project team will hold a project work communication meeting every two weeks, etc.

　　(4) Unified project file format. For the project to unify the document template, it is a measure of normative management, so it is necessary to unify various document templates and provide writing guidelines to ensure the efficiency of project communication.

　　(5) The communication plan should be simple and practical. The communication plan is used for implementation, and it is necessary to ensure that the relevant personnel of the project have correctly understood it, and avoid planning for the plan's sake and make it shelved.

　　2. Ways of project communication

　　(1) Formal communication and informal communication

　　Formal communication is the way of information transmission and exchange through the channels expressly stipulated by the project organization, such as the reporting system, regular meeting system, reporting system stipulated by the organization, and the organization and other organizations. official correspondence. The advantage is that the communication effect is good, and the disadvantage is that the communication speed is slow. Informal communication is information transfer and exchange outside of formal communication, such as private conversations between employees, gossip and so on. The advantage is that the communication is convenient and the speed is fast. The disadvantage is that it is easy to be distorted.

　　(2) Upward communication, downward communication and parallel communication

　　Upward communication refers to the reflection of the opinions of the subordinates to the superiors, and there are two forms of transmission and reflection. Downward communication refers to the top-down communication of information from leaders to employees. Parallel communication refers to the exchange of information between parallel departments in an organization.

　　(3) One-way communication and two-way communication

　　One-way communication means that one party only sends information, the other party only receives information, and information is transmitted in one direction, which is characterized by fast transmission speed and poor accuracy. Two-way communication means that the positions of the sender and the receiver are constantly exchanged, and the sender faces the receiver in a negotiated and discussed manner. After the information is sent, it is necessary to listen to feedback in time. If necessary, the two parties can conduct multiple Repeat the negotiation until both parties are clear and satisfied, which is characterized by high accuracy of communication information, favorable feedback, and a sense of equality between both parties. Using the online instant messaging function of the project management system can facilitate timely two-way communication between the two parties. Compared with email communication, the communication efficiency and quality will be higher.

　　(4) Written communication and oral communication

　　Written communication refers to the transmission and exchange of information in written form. Oral communication refers to the use of oral expression for information transmission and exchange, which is characterized by flexibility, speed, and accuracy, and both parties can freely exchange opinions.

　　(5) Verbal communication and body language communication

　　Verbal communication is the communication by means of language, words, pictures, tables and other forms. Body language communication is communication through non-verbal means such as gestures, facial expressions and gestures.

　　Understanding the above content can broaden your horizons, improve your theoretical knowledge of project management, and enable you to be more comprehensive when making project communication management plans. Learn more about communication methods. In the usual project management process, it is convenient for project managers to use appropriate communication methods to communicate according to different occasions and purposes, so as to improve the efficiency and quality of communication with each other.

　　This article is reproduced from Tuoyuan Youke: www.toyoke.com