Project Communication

Management
 What is Project Communication
Management?
• In project management, effective
communication is vital for smooth information
flow among involved parties. Interpretation
and utilization of information vary, requiring
tailored approaches.
• A meticulously planned communication
strategy is essential throughout the project
lifecycle, accommodating diverse needs.
 What is Project Communication
Management?
• Prioritizing this ensures success by navigating the
complexities of the project effectively.
• Here are key points related to Project
Communication Management:
– Identify all stakeholders involved in the project, both
internal and external.
– Understand their communication needs, expectations,
and influence on the project.
– Develop a communication plan outlining the who,
what, when, and how of project communication.
– Define communication channels, methods, and
frequency.
 Why is Project Communication
Management important?
• Unified Objectives and Seamless Communication: Project
management success relies on a shared understanding of
objectives and seamless communication. Clarity and unity
are foundational elements, with effective communication
acting as the linchpin for cohesive teamwork in project
management.
• Timely Delivery and Effective Collaboration: Timely project
delivery is a vital aspect of project management,
demanding transparent awareness of constraints and goals.
Productive communication within the project management
team facilitates task coordination, ensuring on-time
completion through effective collaboration.
 Why is Project Communication
Management important?
• Human-Crafted Problem Resolution in Project
Management: Effective communication between clients
and the development team is crucial for swift problem
resolution in project management. Project managers,
central to project management, play a pivotal role in
encouraging creative problem-solving and harnessing
collective expertise to ensure client satisfaction.
• Client Confidence through Transparent Project
Communication: In project management, building client
confidence is achieved through transparent communication
regarding objectives, status, and team plans. Openness
fosters trust, creating a positive atmosphere and
strengthening client-project management team relations
for overall project success.
 Why is Project Communication
Management important?
• Dynamic Communication for Project
Improvement: Effective communication
among team members is a catalyst for
exchanging fresh ideas and insights. It fuels a
collective pursuit of novel possibilities,
unconventional methods, and both creative
and technical solutions to enhance project
performance and refine development
processes.
 Major Types of Communication
1. Interactive communication
Effective project communication relies on interactive
engagement, a practice where all stakeholders actively
participate in real time. Utilizing tools like video
conferencing, live chat, and phone discussions fosters
dynamic interaction, particularly valuable when
stakeholders are dispersed.
– Video conferencing stands out as the most successful form,
allowing Project Managers to convey project intricacies and
receive immediate feedback.
– Despite a preference for face-to-face communication, strategies
are adapted to accommodate stakeholders unable to join video
conferences, ensuring inclusive and comprehensive
communication throughout the project.
 Major Types of Communication
2. Push communication
• In project management, push communication serves as a
unique mode, delivering information without the need for
an immediate response. This approach proves beneficial for
Project Managers disseminating meeting minutes and
crucial details to team members, or companies connecting
with stakeholders through press releases. Leveraging push
notifications, Project Managers can efficiently send faxes,
letters, emails, and updates.
– However, a drawback lies in the potential for recipients not fully
grasping the information.
– To counter this, confirmations of successful communication
delivery offer assurance, making push communication a
valuable, non-intrusive tool for sharing essential project details.
 Major Types of Communication
3. Pull Communication
• Pull communication, tailored for those who prefer information
consumption at their own pace, serves as an effective approach for
Project Managers. This method involves storing information in
centralized repositories, allowing easy access for team members
and stakeholders. Utilizing diverse tools like slide presentations and
training sessions, Project Managers foster collaborative
interactions.
– The success of pull communication lies in offering individuals control
over information absorption speed, making it a strategic choice.
– Selecting a communication strategy involves weighing options and
considering audience size and geographical distribution for optimal
effectiveness in project communication.
 Major Types of Communication
4. Electronic Communication
• Electronic communication goes beyond emails,
incorporating technical tools for swift interaction.
Video meetings are advantageous for distributed
companies, fostering brainstorming. Email attachments
like spreadsheets enhance detailed presentations.
– Internal websites serve as versatile tools for sharing
information and updates, accessible from any location.
– They become valuable resources for tracking project
progress and ensuring all team members stay informed.
 Major Types of Communication
5. Face-to-face communication
• Face-to-face communication, especially in meetings,
benefits individuals with clear objectives seeking a
unified message. Seminars enhance collaboration,
fostering natural interaction and the exchange of
thoughts among participants. This teamwork not only
boosts morale but also fuels innovation and passion,
contributing to shared goals.
– Direct conversations with team members are essential for
gauging feelings and ensuring effective message reception.
– It becomes an obligation to ensure comprehension among
all project participants for successful communication.
 How to Create a Project
Communication Management Plan?
 How to Create a Project
Communication Management Plan?
Step 1: Navigating Communication Objectives
• Establishing clear communication goals is the
first crucial step in crafting an effective Project
Communication Management Plan. Define
your objectives, whether it's creating
awareness through status reports or seeking
approval from sponsors. Craft messages with a
human touch, avoiding any semblance of an
AI-generated tone.
 How to Create a Project
Communication Management Plan?
Step 2: Project Stakeholders Overview
• Identify all individuals involved in the project,
including team members, sponsors,
customers, and other stakeholders. Consider
those who may be impacted or have influence
for a comprehensive list. Ensure the overview
reads naturally, avoiding any appearance of
being AI-generated, and keep it concise within
a 30-word limit.
 How to Create a Project
Communication Management Plan?
Step 3: Project Update
• Provide a friendly and engaging project
update message to stakeholders.
Communicate that the project is on track
regarding scope, schedule, budget, objectives,
risks, and deliverables. Encourage open
communication by inviting specific points for
discussion, fostering a smooth and
collaborative project environment.
 How to Create a Project
Communication Management Plan?
Step 4: Choosing the Right Communication
Channel
• Consider the audience and context when sharing
project information. Opt for formal
communication channels like email reports for
stakeholders or informal verbal debriefs during
team meetings. Choose methods that align with
the situation, ensuring effective understanding
and engagement while steering clear of
automated or robotic tones.
 How to Create a Project
Communication Management Plan?
Step 5: Timeline and Reporting
• Establish a clear timeline for communication.
Determine whether stakeholders require weekly
or monthly reports and identify any specific
deadlines. Consider different time zones and
varied employee schedules to accommodate
everyone. Commit to maintaining a human touch
in communication, avoiding any indications of AI-
generated content throughout the reporting
process.
 Key Meetings in Project
Communication Management
• Daily Bases Stand-Up Meeting: In the model
of Agile project management, daily stand-up
meetings, lasting around 15 minutes, foster
team communication. when the larger teams
with extensive tasks, meetings may be held 2-
3 times a week. This approach will increase
collaboration and project progress.
 Key Meetings in Project
Communication Management
• Sprint Kickoff: During the planning meeting,
which is an important part of our project
communication management, we gather at the
start of each sprint. In this collaborative session,
lasting around four hours for a two-week sprint
(adjusted accordingly), we define the sprint scope
and strategize on achieving our goals. Following
this meeting, our project manager compiles a
comprehensive planning report. This valuable
document is then shared with stakeholders,
serving as a meaningful artifact of the sprint.
 Key Meetings in Project
Communication Management
• Reflective Sessions: We regularly hold
retrospective meetings to delve into project
processes, celebrate and address successes,
address challenges, and brainstorm meeting
improvement opportunities. Whether
concluding an iteration in Agile, a sprint, or a
monthly review in Kanban/Waterfall, these
sessions, lasting about one to two hours,
provide a collaborative space for team
members to openly discuss and reflect.
 Key Meetings in Project
Communication Management
• One-on-one meetings: We regularly hold
retrospective meetings to delve into project
processes, address successes, address
challenges, and brainstorm and celebrate
improvement opportunities. Whether
concluding an iteration in Agile, a sprint, or a
monthly review in Kanban/Waterfall, these
sessions, lasting about one to two hours,
provide a collaborative space for team
members to openly discuss and reflect.