Project Communications Management includes the activities that generate, collect, distribute, formulate, store, and retrieve project communications.
An effective project communication strategy not only increases the chances of project success, but it makes the project more efficient and creates a better experience by:
- Keeping stakeholders, customers, vendors, management, and the project team actively engaged in and informed about the project.
- Facilitating issue identification and resolution through exposure of information.
- Helping to foster greater teamwork by eliminating project silos.
- Leading to better decisions through greater involvement and awareness.
- Generating commitment and enthusiasm for the project.
The Processes in Project Communications Management are:
- Identify Stakeholders Process (10.1)
Determining the complete population of who is affected by the project, what their individual expectations and interests are, and how their expectations and issues will be managed.
- Plan Communications Process (10.2)
Determining what types and forms of communications will be needed.
- Distribute Information Process (10.3)
Disseminating project information, including progress, issues, statuses, and lessons learned.
- Manage Stakeholder Expectations Process (10.4)
Addressing ad-hoc information needs and managing and meeting stakeholder expectations, interests, and issues.
- Report Performance Process(10.5)
Providing planned-versus-actual information on schedule, cost, quality, and scope.
The goal of project communication is to effectively transfer the right amount of information, such as scope, budget, schedule, risks, issues, and forecasts, to the right people, in the right format, and at the right time.
Project communication occurs in many formats and involves everyone on the project, and is at the heart of all project activities.
It's commonly estimated that a project manager will spend up to 90% of his or her time communicating with others on the project, and communication failures and breakdowns have traditionally been the number one cause of project failure.
This chapter will cover following topics: