Manage communications

It is an integral part of the “Project Management Professional (PMP)” exam and is at the heart of successful project execution. Communication management encompasses creating, collecting, distributing, storing, retrieving and the ultimate disposal of project information according to a Communication Management Plan.

1. Importance of Communication Management in Project Management:

Project managers spend a significant proportion of their time communicating – it is estimated that 90% of a project manager’s time is spent on communication-related activities. From project conception through to final implementation, effective communication helps to ensure that all stakeholders are moving cohesively towards achieving the project goals.

2. Key Components of Communication Management:

The components of communication management include communication planning, information distribution, performance reporting, and ensuring stakeholders’ information requirements are satisfied.

• Communication Planning: This entails determining who will need what information, when they will need it, and how it will be given to them. For example, a project manager may communicate task updates to team members daily via email, while major project milestones are shared with executives in a monthly meeting.
• Information Distribution: This involves making necessary information available to project stakeholders in a timely manner. For example, using project management software to track progress and share project status updates in real-time.
• Performance Reporting: Communicating status and progress information to stakeholders. This could involve weekly status reports or dashboard summaries displaying key performance indicators (KPIs) and project milestones.
• Stakeholder Coordination: Managing communications to satisfy the requirements and expectations of project stakeholders and address issues as they occur. Communication clarity, timeliness, and frequency must be suited to each stakeholder’s needs and preferences.

3. Communication Channels in Project Management:

As project teams become larger and more diverse, the potential for miscommunication grows exponentially. Understanding and effectively managing these communication channels is a vital part of communication management. The formula ‘n(n-1)/2’ is used to calculate the number of communication channels, where ‘n’ is the number of team members. For example, a team with six members has 15 communication channels [6(6-1)/2].

4. Use of Technology in Communication Management:

Modern communication channels vary immensely; from email and text messages, to virtual meetings and collaborative software. Understanding stakeholders’ communication preferences and incorporating an appropriate blend of these technologies can significantly enhance effective communication on a project. For instance, project management tools like Asana or Trello can streamline task management and improve information visibility across a team.

5. Barriers to Effective Communication:

Common communication barriers in project management include language differences, cultural variances, geographical distances, organizational hierarchy, and technological issues. Proactively addressing these potential hindrances and regular team-building activities can contribute significantly to smoother communication and better project outcomes.

In conclusion, for a PMP aspirant, understanding and mastering communication management is of utmost importance.

It facilitates effective dialogue between stakeholders, ensuring all are aligned towards a common goal, thereby contributing considerably to project success. After all, a key element of project management is not just managing projects, but managing people and expectations through effective communication.