Project Management & Analysis - Chapter 8 - Communicating the Plan

For CSN in CNA PPD

Communications Planning

The process of identifying which people or groups need to receive information regarding the project, what information each group needs, and how the info will be distributed.

Basic Communication Model - Sender

Person responsible for putting the information together in a clear and concise manner and communicating it to the receiver.

Basic Communication Model - Message

Information that is being sent and received.

Basic Communication Model - Receiver

Person for whom the message is intended.

Transmitting

Way the information gets from the sender to the receiver.

What are some ways of transmitting information?

• Spoken Words

• Written Documentation

• Memos

• Emails

• Voicemail

Decoding

Receiver converts information into an understandable format.

Communication Network Model

Explains the relationship between the number of people engaged in communicating and the actual number of interactions taking place.

Lines of Communication Formula

Number of Participants x (Number of participants -1)) / 2

Includes the PM as a participant in the formula

Effective Communication

Concerns providing the right information in the right format for the intended audience at the right time.

Efficient Communication

Refers to providing the appropriate level and amount of information at the right time, that is, only the information that’s needed at the time.

Virtual Meetings

Meetings where people are not physically present.

Closure Meetings

Occurs at the end of a project or project phase.

Formal Communication

Kick-off meetings, team status meetings, written status reports, team building session.

Informal Communication

Phone calls, emails, hallway conversations, impromptu messages.

Stakeholder

Anyone who has a vested interest in the outcome of the project.

Factors that influence communications

• Geographical Location

• Communication Preferences

• Language Barriers

• Cultural Differences

• Technology Barriers

• Organizational Structure

• Inter-organizational Differences

What are some communication triggers?

• Audits

• Project Planning

• Project Change

• Risk Register Updates

• Milestones

• Schedule Changes

• Task Initiation Completion

• Stakeholder Changes

• Gate Reviews

• Business Continuity Responses

• Incident Responses

• Resource Changes