Communication and Stakeholder Keyword Review

5Cs of written communication:

Written communication should be Correct, Concise, Clear, Coherent, and Controlled in order to be effective.

Active listening

Consists of paying careful attention to what is being said

Assertiveness

communicating with others in a direct and honest manner without intentionally hurting anyone's feelings.

Asynchronous communication

takes place when the communicating parties are not present at the same time. Examples are e-mail blogs, messaging platforms, etc. where you send a message without expecting an instant reply.

Buy-in

The result of reaching a consensus or alignment with a proposition, solution, or plan

Collaboration

a conflict resolution technique that relies on an open dialogue between conflict parties to discuss different perspectives and eventually reach a consensus and commit to the final resolution.

Communication barriers/Communication constraints

obstacles that one may face when attempting to effectively communicate with another person. These barriers can be the lack o clarity and context, information overload, cultural differences, language barriers, noise and distractions, etc.

Communication channels

are the possibilities of communication between the parties involved in the project. For example, 4 stakeholders having 6 communication channels.

Communication flow

patterns of communication are called flows and they are commonly classified according to the direction of interaction: downward, upward, horizontal, diagonal, external.

Communication flow chart:

graphical representation that illustrates how information flows within an organization or project. It maps out the process, departments, individuals, and communication channels involved.

Communication Management:

the processes and procedures needed to ensure that information and data throughout the life of a project are properly collected, stored, and distributed across the project team.

Communication Management Plan:

The documented and agreed policies, procedures and guidelines or directing and controlling the project's information and communications, including data storage and retrieval.

Communication mediums:

the means by which information is transmitted between the sender and the receiver. It may range from an individual's voice, writing, clothing, and body language to forms of mass communication such as newspapers, television, and the Internet.

Communication methods:

Ways of communicating, including verbal communication, non-verbal communication, listening, written communication, and visual communication.

Communication metrics:

KPIs or measures that help you evaluate the performance and impact of your communication. Examples include engagement rate, open rate, page visits, satisfaction rate, etc.

Communication model:

represents the communication process. The basic communication model comprises five components: sender, message, channel, receiver, and feedback.

Communication strategy:

defines how information will be disseminated to and received from all stakeholders involved in the project. It identifies the content and frequency of communication between the different parties.

Communication style:

describes how a person communicates. There are our main styles: passive communication, aggressive communication, passive-aggressive communication, and assertive communication.

Compromise, Reconciliation:

a conflict resolution technique that requires conflicted parties to give up something in the process in order to achieve a commonly agreed-upon solution and bring everyone involved a certain level of satisfaction.

Conflict:

happens when there are incompatible goals, thoughts, or emotions between individuals that result in opposition and disagreements.

Conflict resolution techniques:

a way or two or more parties to find a solution to a disareement amon them. These techniques include

Confronting, Collaborating, Forcing, Compromising, Smoothing, and finally Avoiding.

Confrontation, Problem-solving:

A conflict resolution technique in which the conflict is treated as a problem that needs to be solved.

Therefore, the conflicting parties have an open discussion while focusing on finding the best solution. This is often used when the parties involved in the conflict have confidence in each other’s judgement and ability to solve the issue.

Cultural awareness, Cultural sensitivity, Cross-cultural sensitivity:

being aware of the differences between two cultures when

communicating or interacting.

Decision paralysis, Analysis paralysis, Choice paralysis:

when an individual or group overanalyzes or overthinks a situation, causing forward motion or decision-making to become "paralyzed", meaning that no solution or course o action is decided upon within a natural time frame.

Forcing, Directing:

A conflict resolution technique in which a dominating person forces their point o view or solution to resolve the conflict. Forcing is less time-consuming than other techniques since there is little or no discussion.

Formal communication:

structured communication that follows predetermined channels. This method involves official meetings, reports, and documented exchanges that are carefully planned to convey critical information.

High context culture:

cultures in which people communicate implicitly and rely heavily on context.

Horizontal communication:

occurs at the same organizational level; with peers or colleagues on the same level or between project team members.

Influence Diagram:

A model showing how the events or activities in a project influence each other.

Informal communication:

the casual and spontaneous way of exchanging information in a project. It includes meetings, calls, emails, chats, etc.

Interactive communication, Synchronous communication:

involves a real-time dynamic sharing of information back and forth between one or more people. This type of communication is used in meetings, phone calls, video conferencing, etc.

Levels of conflict:

a conflict has 5 levels: Problem to solve, Disagreement, Contest, Crusade, World War. Each level requires a specific conflict resolution and management technique to stop thins rom escalating to the next level.

Osmotic communication:

Absorbing information subconsciously by overhearing useful discussions of other colocated team members.

Paralingual communication:

A subpart of nonverbal communication that involves the use of voice tone, volume, pitch, intonation, etc., to express feelings or opinions.

Smoothing, Accommodating:

a conflict resolution technique that consists in smoothing disagreements to maintain harmony and reduce disputes especially when there is a difference in power or authority between the conflicting parties.

Vertical communication:

occurs between different hierarchical levels, or example communication between the project manager and the CEO.

Withdrawal, Avoiding:

A conflict resolution technique that implies the unwillingness to deal with a conflict by either postponing it or completely avoiding it. This is used when one side o the conflict is outranked or they’re tryin to cool thins down, or when the other side of the conflict is unassailable or uncooperative.