Project Communication Management
1. Give brief answers for the following questions: (20)
i. Which processes are involved in project communication management?
Answer: The processes involved in project communication management are:
Administrative Closure: routine of documentation, communication, and information
distribution to close out a phase or project.
Communication Planning: identification of the stakeholders and their
communication needs and determine how to fulfil these .
Information Distribution: communication of the correct information on the correct
schedule to the appropriate stakeholders.
Performance Reporting: performance measurement to create status reports,
forecast project conditions and measure performance
ii. At which stage in a project is project communication planning completed?
Answer: Communications planning is completed early in the project .
iii. Which type of information is contained in project communication
management plan?
Answer: Project communication management plan includes :
Specifics on how the information to be distributed should be organized, the level of
expected detail for the types of communication, and the terminology expected
within the communications.
A system to gather, organize, store, and disseminate appropriate information to the
appropriate people. The system includes procedures for correcting and updating
incorrect information that may have been distributed.
Details on how required information flows through the project to the correct
individuals. The communication structure documents where the information will
originate, to whom the information will be sent, and in what modality the
information is acceptable.
Schedules of when the various types of communication should occur. Some
communications, such as status meetings, should occur according to a regular
schedule; other communications may be prompted by conditions within the project.
Methods to retrieve information as needed.
Instructions on how the Communications Management Plan might be updated as the
project progresses.
iv. What are the inputs for information distribution?
Answer: The inputs for information distribution are:
Work results: Work results, good or bad, serve as inputs to communication because
they show quality issues, progress (or lack of progress), and other relevant
information.
Communications Management Plan: This plan serves as the guide on how to
communicate on project issues within the performing organization.
Project plan: The comprehensive project may have information, requirements, or
described conditions that are integrated with communications.
v. What are the various communication modalities used by project managers?
Answer: The various communication modalities used by project managers are:
Para lingual
Feedback
Active listening
Non-verbal
Effective listening
2. Discuss, in detail, how a project communication plan is created? (5)
Answer: A project management communication plan identifies how important information
will be communicated to stakeholders throughout the project. It also determines who will
be receiving the communication, how those people will receive it, when they’ll receive it,
and how often they should expect to receive that information.
When formulating a project communication plan, it shall include:
The purpose or goals of the communication plan
Information about stakeholders and their roles
The types of information that needed to be shared with stakeholders
The methods used to communicate
The frequency that each stakeholder would like to receive information
3. What is performance reporting? How is the information relating to performance
conveyed to various stakeholders? (5)
Answer: Performance reporting is the process of collecting, organizing and disseminating
information on how the project resources are being used to complete the project
objectives. The information relating to performance is analysed based on below inputs , the
project manager will host performance review meetings and then will communicate to
various stakeholders. The inputs analysed are:
Status reports: How is the project currently progressing?
Progress reports: How complete is the project? How much more work remains?
Scope: How is the project meeting the project scope?
Quality: What are the results of quality testing, analysis, and audit?
Risks: What risks have been posed to the project and what has been their effect on
it?
Forecasting: Will this project end on schedule? Will the project be on budget? How
much longer will this project take? And how much more money will this project need
to finish?