10.1 Fundamentals of project communication management
10.1.1 Importance of project communication management
Four elements of success: executive support, user participation, experienced project managers and clear business goals. Project communication is the process required to ensure timely and correct generation, collection, distribution, storage and eventual disposition of project information.
10.1.2 Related Theories of Project Communication Management
1. Communication model
Key elements of the communication model:
(1) Coding
(2) Information and Feedback
(3) Medium
(4) Noise
(5) decoding
Basic state of the communication model:
(1) Sent
(2) Received
(3) understood
(4) Approved
(5) Has been transformed into positive action
2. Communication channels
(1) Personal communication channels: face-to-face, by phone, or email
(2) Impersonal communication channels: including major media, atmosphere and activities
Communication channels in the organization:
(1) Formal communication channels
(2) Informal communication channels
3. Communication skills
10.2 Project Communications Management Process
10.2.1 Plan communication management
The process of developing appropriate project communication methods and plans based on the information needs and requirements of stakeholders and the organization's available assets. The role is to identify and document the most efficient and effective means of communicating with stakeholders.
1. Input:
(1) Project management plan
(2) Stakeholder Register
(3) Business environment factors
(4) Organizational Process Assets
2. Output
(1) Update project documents: project schedule, stakeholder register
(2) Communication management plan
10.2.2 Management communication
The process of generating, collecting, distributing, storing, retrieving, and ultimately disposing of project information according to a communications plan. The role is to facilitate efficient and effective communication among stakeholders.
Related technologies include:
(1) Send-receive model
(2) Media selection
(3) Writing style
(4) Conference management technology
(5) Demonstration technology
(6) Guide technology
(7) Listening techniques
1. Input
(1) Communication management plan
(2) Work performance report
(3) Business environment factors
(4) Organizational Process Assets
2. Output
(1) Project communication
(2) Project management plan update
(3) Project file update
(4) Organizational Process Asset Updates
10.2.3 Control communication
The process of monitoring and controlling communications throughout the project statement cycle to ensure that the information needs of project stakeholders are met. The role is to ensure at all times the optimization of the direct flow of information to all communication participants.
1. Input
(1) Project management plan
(2) Project communication
(3) Problem log
(4) Work performance data
(5) Organizational Process Assets
2. Output
(1) Performance work information
(2) Change request
(3) Project management plan update
(4) Project file update
(5) Organizational Process Asset Updates
10.3 Techniques and Tools for Project Communications Management
1. Meeting
2. Analysis of communication needs: Total potential communication channels = n*(n-1)/2, where n is the number of stakeholders
3. Communication technology
4. Communication methods: interactive communication, push communication, pull communication
5. Information management system:
6. Performance reporting: including status reports, progress measurements, and forecasts
7. Expert judgment
10.4 Fundamentals of Stakeholder Management
10.4.1 The Importance of Stakeholders
(1) Will win more resources
(2) Rapid and frequent communication ensures that stakeholders need, want, and fully understand
(3) Can predict the influence of project stakeholders on the project
10.4.2 Main Contents of Project Stakeholder Management
1. Analysis of project stakeholders
2. Communication management
3. Problem management
10.4.3 Management Basis for Project Stakeholders
1. Formulate a management plan
2. Communication management plan
10.5 Stakeholder Management Process
10.5.1 Identify stakeholders
1. Input
(1) Project charter
(2) Procurement documents
(3) Environmental factors
(4) Organizational Process Assets
2. Output: Stakeholder Registration Manual
10.5.2 Plan stakeholder management
1. Input
(1) Project management plan
(2) Stakeholder Registration Manual
(3) Business environment factors
(4) Organizational Process Assets
2. Output
(1) Stakeholder Management Plan
(2) Project file update
10.5.3 Manage Stakeholders
1. Input
(1) Stakeholder Management Plan
(2) Communication management plan
(3) Change log
(4) Organizational Process Assets
2. Output
(1) Problem log
(2) Change request
(3) Project management plan update
(4) Project file update
(5) Organizational Process Asset Updates
10.5.4 Control Stakeholder Engagement
1. Input
(1) Project management plan
(2) Problem log
(3) Work performance data
(4) Project file
2. Output
(1) Work performance information
(2) Change request
(3) Project management plan update
(4) Project file update
(5) Organizational Process Asset Updates
10.6 Techniques and Tools for Stakeholder Management
1. Stakeholder Analysis
Stakeholder classification model: rights/interest grid; rights/influence grid; impact/action grid; salience model
2. Expert judgment
3. Meeting
4. Analysis technology
5. Communication methods
6. Interpersonal skills
7. Management skills
8. Information management system