Last Updated on April 17, 2023 by Admin
A project management communication plan identifies how vital information will be communicated to stakeholders throughout the project. The purpose or goals of the communication plan. Information about stakeholders and their roles. The types of data that needed to be shared with stakeholders. We have discussed here the project communication plan.
Communication is not about speaking to and hearing from people; it’s about understanding the complete message. Failure to communicate is often the greatest threat to the success of any project. Project communication is the exchange of project-specific information, emphasizing understanding between the sender and the receiver.
Effective communication is one of the most critical factors contributing to the success of a project. Everyone involved in the project must understand how the communication in which they are involved can affect the project.
Project managers spend most of their time communicating with team members and other project stakeholders, whether they are internal or external to the organization.
A typical study points out that many of us spend 70 to 80 percent of our waking hours in some form of communication.
How we spend our communication Time
Communication activity has many potential dimensions, including:
- Internal (within the project) and external (with the customer, other projects, the media, the public),
- Formal (reports, memos, Briefings) and informal (emails, ad-hoc discussions),
- Vertical (up and down in the organization) and horizontal/lateral (with Peers),
- Official (newsletters, annual report) and unofficial ( off the record communication),
- Verbal, written, and non-verbal.
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Most Communication skills are typical for general management and project management, such as, but not limited to:
- Listing actively and effectively.
- Questioning probing ideas and situations to ensure better understanding,
- Educating to increase a team’s knowledge so that they can be more effective,
- fact-finding to identify or confirm the correct information,
- Setting and managing expectations,
- Persuading a person or organization to act,
- negotiating to achieve mutually acceptable agreements between parties,
- resolving conflict to prevent disruptive impact, and
- summarizing, recapping, and identifying the next steps.
Process of project communication management
Types of Communication
Verbal or Oral Communication
- This is perhaps the most common form of communication though it has an element of informality.
- All day-to-day instructions given to workers and subordinates are the occasions of verbal communication.
- Generally, it is face-to-face, but occasionally, it may involve telephone, video conferencing, meetings, Lectures, Radio, Television, or other media.
- All Important Communication is an organization that takes the form of written communication.
- Reports, statements, manuals, circulars, letters, e-mails, books, magazines, etc., are some examples of written communication.
- They may be hand-written, typed, or printed, depending on their importance.
Non-Verbal or Body Language Communication
- Nonverbal communication is communication through sending and receiving wordless (primarily visual) cues between people.
- It is the expression of opinion, feeling, etc., and it represents tow-third of all communication.
- It is all about the speaker’s body language through gesture, body language, posture, facial expression, eye contact, handshake, voice tone & volume, how we dress, and even our body fragrance.
Basic Communication Process
In the project management communication plan, the Sender is where the communication begins, while the receiver is the person who listens to the message. The message is the heart of communication. It is what the sender wants to convey to the receiver.
Channel refers to the way the message is conveyed, while encoding refers to the views and feel of the source. Decoding is when the receiver converts the communication symbols into a message.
To encode, the communicator organizes his/her ideas into a series of symbols or words communicated to the intended receiver. Thus the arguments are converted into words or symbols. Understanding the message by the receiver is the crucial decoding process.
Feedback indicates the result of communication. It is a critical element of communication and is the only way to judge the effectiveness of being correctly interpreted by the receiver.