Project
Communication Summary
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assure
the timely collection, generation, distribution, storage, retrieval
and ultimate disposition of project information
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very important to the ultimate
success of the project
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message transmission: 7% in word, 38%
in vocal pitch, 55% in body language (Albert Mehrabian)
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don’t wait to communication good/bad
news
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the sender has the responsibility to ensure the receiver correctly
understand the message
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if part of the project is procured,
more formal written communication will be expected
Plan
Communications Management
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identify the needs for stakeholder
communication
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the who, what, when (frequency), why,
where and how of communications needs and the persons responsible
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time and budget for the resources,
escalation path, flow charts, constraints, guideline and templates
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Communication Methods
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interactive (multidirectional
communication, most effective)
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push (active, messages
sent without validation of receipt)
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pull (passive, access directly by stakeholders)
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low context vs high context (japan, more polite)
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may need to limit who can communicate
with whom and who will receive what information
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(Shannon-Weaver model)Sender-Receiver Model: i) encoded idea, ii) message and feedback, iii) medium, iv)
noise level, v) the decoded idea. The sender to ensure info is clear,
complete and the recipient correct understands. The recipient to
ensure complete message is received (to acknowledge) and provide feedback/response.
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Effective Listening: feedback, active
listening and paralingual (voice expression, nonverbal elements)
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Communication channels: N (N -1) / 2 // N is the number of
team members
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meetings should facilitate problem
solving
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PM spends 90% of their time on COMMUNICATION activities, 50% of the time is spent
on communicating with the team
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efficient communication: only
the required messages
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effective communication: right
timing, right format, right medium
Manage Communications
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create, collect, distribute, store,
retrieve and dispose project information according to the Communication
Management Plan
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ensures good communications, noises
managed, stakeholders may feedback on how to improve
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Communication Barriers vs
Communication Enhancers
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55% message thru body language,
38% thru paralingual, 7% thru words used
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Types of Communications: Formal
Written, Formal Verbal, Information Written, Informal Verbal
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Performance Reporting: status,
progress, variance, trend, earned value reports and forecasts, summary of
changes, risks and issues
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PM Plan Update to show the latest
performance (against Performance Measurement Baseline)
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Feedback from stakeholders are to be
stored in OPA
Control Communications
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to ensure optimal information flow
for effective stakeholder expectation management
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issue log is to document the issues
and monitor its resolutions (with person responsible)
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