Project Communication Planning Flashcards

Flashcards on Project Communication Planning

Communication Planning

The process of determining the information and communication needs of the stakeholders for the project.

Project Communication

The process of collecting, disseminating, and storing project information in accordance with the communication plan.

Communication Requirements Analysis

Determining the information needs of the project stakeholders.

Synchronous Communication

Communication that occurs in real-time, such as face-to-face meetings or video conferences.

Asynchronous Communication

Communication that does not occur in real-time, such as email or project blogs.

Team Meetings

Meetings held to verify project progress, identify challenges, and get assistance.

Stand-up Meetings

Frequent, very short meetings often used in Agile Systems Development.

Communication Plan

A document outlining the communication needs and methods for a project.

Project Sponsor Communication

Reporting progress, challenges, and changes to the project sponsor to gain support.

Stakeholder Communication

Communicating with various stakeholders such as the community, customers, and suppliers.

Two-way communication

Communication is a two-way process, not always “broadcast!”

Hierarchy of reporting

Possible need for a hierarchy of reporting: Portfolio, Program, Project, Task group

Communication Purpose

For each group define communication purpose, frequency, format, Amount of time

Communication Frequency

Defining the communication frequency to Project Sponsor, Team members, Other stakeholders

Communication Format

Defining the communication format to Customers, Clients, Suppliers, Partners, The public

Communication Timing

Synchronous but not in same place– (remember the time zones!)

PM reporting

PM may need to meet and report with other PMs in the same program or portfolio.

Community Communication

Community may need to be consulted, informed

Communication Key Factor

Project communication is a key success factor.

Communication Technology

Use appropriate technology when communication.

Communication Methods

Various methods used for communication, including email, meetings, reports, and presentations.

Communication Skills

Essential skills for effective communication, such as active listening, clear writing, and effective speaking.

Sender-Receiver Model

A communication model that involves a sender, a message, a channel, a receiver, and feedback.

Communication Barriers

Factors that can hinder effective communication, such as noise, language barriers, and cultural differences.

Feedback in Communication

The response or reaction of the receiver to the sender's message, which is crucial for ensuring understanding.

Non-Verbal Communication

Communication through body language, facial expressions, and gestures.

Formal Communication

Official and structured communication, such as reports, memos, and official meetings.

Informal Communication

Unofficial and casual communication, such as conversations at the water cooler or informal emails.

Escalation Path

The defined route for raising issues or concerns to higher levels of management.

Communication Log

A record of all communications related to the project, including date, time, sender, receiver, and message.