PROJECT MANAGEMENT IN CONSTRUCTION

REPORT (GCT 7101)

THE ROLE OF PROJECT COMMUNICATION

IN THE DELIVERY OF PROJECTS

Presented by: ES Galang Jr.

J Santisteban
JB Tambis
Outline

• Brief Introduction
• Definition of Communication
• Theory of Communication
• Styles of Project Communication
• 5 C’s of Communication
• Communication Flows
• Barriers or Obstacle to a Successful Project Communication
• Types of Project Communication Management
• Types of Project Meeting
• Sample Templates of Construction Written Communication
and Reporting
Brief Introduction

Effective communication and reporting procedures helps the

Project Manager ensure that the project is proceeding
satisfactorily to adequate appraise management and ensure
customer satisfaction.

Communication is the most important responsibilities of a

Project Manager. The Project Manager should ensure that all
parties from their respective direct staff, functional operation
or subcontract basis have a clear, unambiguous and common
understanding on a continuing basis of the project, it’s aim and
complete purpose and problems.
What is Communication?
• Is the giving, receiving, processing and interpretation of information.

• Information can be conveyed verbally, non-verbally, actively, passively,

formally, informally, consciously and unconsciously.

• Is a mutual exchange of facts, thoughts and opinion.

Communication Theory
• Sender - Is the originator of the message and the starting point of the
communication process.
• Encoding - Is the process of converting thoughts, feelings and ideas into
code or cipher.
• Medium - Is the vehicle or channel used to convey the message.
• Receiver - The person or persons who receive the transmitted message.
• Decoding - The process of converting the message back into the readable
format.
• Noise, Filters and Perceptions - Factors that interfere with the
effectiveness of the communication process.
• Feedback /Response - When the received message has been decoded and
understood, the receiver encodes thoughts and ideas into a message and
then transmits this message to the original sender
Communication Theory

Communication Process: Shows the communication cycle as a closed loop of sending and
receiving messages
Styles of Project Communication
• Official - Annual reports; reports to regulators or government bodies.
• Unofficial - Communications that focus on establishing and maintaining
the profile and recognition of the project and building strong relationships
between the project team and its stakeholders using flexible and often
informal means.
• Written and oral
• Verbal (words and voice inflections)
• Non-verbal (body language and actions), social media and websites,
media releases
Styles of Project Communication
• Internal - Focus on stakeholders within the project and organization.
• External - Focus on external stakeholders such as customers, vendors,
other projects, organizations, government, the public, and environmental
advocates.
• Formal - Reports, formal meetings (both regular and ad hoc), meeting
agendas and minutes, stakeholder briefings, and presentations
• Informal - General communications activities using emails, social media,
websites, and informal ad hoc discussions
• Hierarchical focus
• Upward - Senior management stakeholders.
• Downward - The team and others who will contribute to the work of
the project.
• Horizontal/Side- Peers of the project manager or team
5 C’s of Communication
Misunderstandings can be reduced but not eliminated through using the 5Cs
of written communications in composing a traditional (non-social media)
written or spoken message:
• Correct grammar and spelling
• Concise expression and elimination of excess words
• Clear purpose and expression directed to the needs of the reader
• Coherent logical flow of idea
• Controlling flow of words and ideas

The 5Cs of written communications are supported by communication skills,

such as:
• Listening actively
• Awareness of cultural and personal differences
• Identifying, setting, and managing stakeholder expectations
• Enhancement of skills
• Motivation and Coaching
Communication Flows
Common Barriers or Obstacles to Communication

• Negative thinking
• Fear to communicate
• Lack of a communication policy
• Unclear messages
Types of Project Communication Management
Project Communication management has three processes to ensure that the
information needs of the projects and its stakeholders are delivered correctly.
1. Plan Project Communications Management
2. Manage Project Communications
3. Monitor Project Communications
Types of Project Communication Management
1. Plan Project Communications Management - The process of developing
an appropriate approach and plan for project communication activities
based on the information needs of each stakeholder or group, available
organizational assets, and the needs of the project.
• Outline of how to achieve the project communication objectives. This
may involve with the following:
• Audience
• Objective
• Message
• Channel
Types of Project Communication Management
Plan Project Communication Management

Lines of Communication: Shows the link between the project manager and project team in the
PMO, with the resource providers, senior management and stakeholders.
Types of Project Communication Management
2. Manage Project Communications - The process of ensuring timely and
appropriate collection, creation, distribution, storage, retrieval,
management, monitoring, and the ultimate disposition of project
information.
• Execution of the communication project plan. This may include with
the following:
• Collection and analysis of data
• Creation of messages for communication
• Transmission or distribution of communications
• Storage of any communication reports, files or documents
• Retrieval of any stored communications
• Disposal of any old communications upon project closure or a set
date
Types of Project Communication Management
3. Monitor Project Communications - The process of ensuring the
information needs of the project and its stakeholders are met.
• Monitors and controls project communication throughout its entire
lifecycle. This may include with the following:
• Confirming communications went out as planned
• Confirming they were received by the proper stakeholders
• Confirming messages were understood
• Confirming any relevant feedbacks was provided to the
appropriate project members
Project Meetings
Types of Project Meetings
1. Project Initiation Start-Up Meeting - Is to formally commence the
project, phase or subcontract.
2. Problem-Solving Workshop - Enable members of the project team to use
their creative and innovative skills to brainstorming problem, generate
ideas, options and alternatives.
3. Decision-Making Meeting - Is to gain collective support and commitment
from the project team for a certain course of action.
4. Project Progress Meetings - Are generally held weekly to monitor
progress and guide the project to a successful completion.
5. Handover Meeting – is to formally hands over the project from the
project manager to the client for operation.
Project Meetings
The project manager is responsible for establishing the communication plan,
and also responsible for setting up a schedule of meetings.
Structure and Content Project Meetings
• Quorum • Procurement
• Agenda • Quality
• Minutes • Risk
• Business Case • Communication
• Project Charter • Instructions
• Project Team. • Project Control
• Scope of Work • Document Control
• Configuration • Payments
• Build Method • Commissioning
• Project Plan • Handover
• Execution Strategy • Contract
Sample Form and Charts

Sample Vertical Bar Chart

Sample Minutes of Meeting Form

Sample Form and Charts

Sample Pie Chart

Sample Horizontal Bar Chart

References:
• Burke and Barron, 2014 “Project Management Leadership”
• Taylor & Watling, 1973, “Practical Project Management”
• PMI, 2017 “PMBook Guide”
• https://www.wikepedia.com
Research Presentation End

Thank You!