CHAPTER 10

Project Communication
Management
KELOMPOK 3:
Ardhiansyah Widhi Harsono – NRP 6032202061
Bungaran Mangaraja David – NRP 6032202129
Project
Communication
Management
01 Overview

02 Plan Communications Management

03 Manage Communication

04 Control Communication
Overview
Project Communication Management :
1. Includes the processes that are required to ensure timely and appropriate
planning, collection, creation, distribution, storage, retrieval, management, control,
monitoring, and the ultimate disposition of project information

2. The communication activities :

•Internal (within the project) and external (customer, vendors, other projects,
organizations, the public)
• Formal (reports, minutes, briefings) and informal (emails, memos, ad-hoc
discussions)
• Vertical (up and down the organization) and horizontal (with peers)
• Official (newsletters, annual report) and unofficial (off the record communications)
• Written and oral, and verbal (voice inflections) and nonverbal (body language).
The Processes

Plan Communications Management

Manage Communications

Control Communication
 Plan
Communication
Management
 Plan Communication Management
• Plan Communications Management is the process of developing an appropriate approach and plan
for project communications based on stakeholder’s information needs and requirements, and
available organizational assets.

• The key benefit of this process is that it identifies and documents the approach to communicate most
effectively and efficiently with stakeholders
 Plan Communication Management : Input
1. Stakeholder Register
Provides the information needed to plan the communication with project stakeholders.

2. Enterprise Environmental Factors

The Plan Communications Management process is tightly linked with enterprise environmental factors,
since the structure of an organization will have a major effect on the project’s communication
requirements.

3. Organizationatl Process Assets

Lessons learned and historical information are of particular importance because they can provide
insights on both the decisions taken regarding communications issues and the results of those decisions
in previous similar projects. These can be used as guiding information to plan the communication
activities for the current project.
 Plan Communication Management : Tools & Techniques

1. Communication Requirement Analysis

The analysis of the communication requirements determines the information needs of the project
stakeholders.These requirements are defined by combining the type and format of information needed
with an analysis of the value of that information.

Sources of information typically used to identify and define project communication requirements include,
but are not limited to:

• Organizational charts;
• Project organization and stakeholder responsibility relationships;
• Disciplines, departments, and specialties involved in the project;
• Logistics of how many persons will be involved with the project and at which locations;
• Internal information needs (e.g., when communicating within organizations);
• External information needs (e.g., when communicating with the media, public, or contractors); and
• Stakeholder information and communication requirements from within the stakeholder register.
 Plan Communication Management : Tools & Techniques

2. Communication Technology

The methods used to transfer information among project stakeholders may vary significantly. For
example, a project team may use techniques from brief conversations to extended meetings, or from
simple written documents to extensive materials (e.g., schedules, databases, and websites), which are
accessible online as methods of communication.

Factors that can affect the choice of communication technology include:

• Urgency of the need for information.
• Availability of technology.
• Ease of use.
• Project environment.
• Sensitivity and confidentiality of the information.
 Plan Communication Management : Tools & Techniques
3. Communication Models

The communication models used to facilitate communications and the exchange of information may vary
from project to project and also within different stages of the same project. A basic communication
model, consists of two parties, defined as the sender and receiver. Medium is the technology medium
and includes the mode of communication while noise includes any interference or barriers that might
compromise the delivery of the message
 Plan Communication Management : Tools & Techniques

3. Communication Methods
• Interactive communication
Between two or more parties performing a multidirectional exchange of information. It is the most
efficient way to ensure a common understanding by all participants on specified topics,
Example : meetings, phone calls, instant messaging, video conferencing, etc.

• Push communication.
Sent to specific recipients who need to receive the information. This ensures that the information is
distributed but does not ensure that it actually reached or was understood by the intended audience.
Example : letters, memos, reports, emails, faxes, voice mails,blogs, press releases, etc.

• Pull communication
Used for very large volumes of information, or for very large audiences, and requires the recipients to
access the communication content at their own discretion.
Example : intranet sites, e-learning, lessons learned databases, knowledge repositories, etc.
 Plan Communication Management : Tools & Techniques

4. Meetings
• The Plan Communications Management process requires discussion and dialogue with the project
team to communicate project information,and to respond to requests from various stakeholders for
that information. Which may be conducted face to face or online meeting and can be in different
locations, such as the project site or the customer’s site.
• Most project meetings consist of stakeholders coming together for the purpose of resolving problems
or making decisions
 Plan Communication Management : Outputs

1. Communication Management Plan

The communications management plan is a component of the project management plan that describes
how project communications will be planned, structured, monitored, and controlled.

2. Project Documents Updates

Project documents that may be updated include, but are not limited to:
• Project schedule, and
• Stakeholder register
 Effective Communication
• Effective communication means that the information is provided in the right format, at the right
time, to the right audience, and with the right impact.
• Efficient communication means providing only the information that is needed.

Project information methods storage, retrieval, disposition important considerations are :

• Who needs what information, and who is authorized to access that information;
• When they will need the information;
• Where the information should be stored;
• What format the information should be stored in;
• How the information can be retrieved; and
• Whether time zone, language barriers, and cross-cultural considerations need to be taken into
account.
 Effective Communication
Techniques and considerations for effective communications management include, but are not limited to,
the following:

• Sender-receiver models. Incorporating feedback loops to provide opportunities for interaction/

participation and remove barriers to communication.
• choice of media. Situation specifics as to when to communicate in writing versus orally, when to
prepare an informal memo versus a formal report, and when to communicate face to face versus by e-
mail.
• Writing style. Appropriate use of active versus passive voice, sentence structure, and word choice.
• Meeting management techniques. Preparing an agenda and dealing with conflicts.
• Presentation techniques. Awareness of the impact of body language and design of visual aids.
• Facilitation techniques. Building consensus and overcoming obstacles.
• Listening techniques. Listening actively (acknowledging, clarifying, and confirming understanding)
andremoval of barriers that adversely affect comprehension.
Manage Communication
Manage Communication
Manage Communications is the process of creating, collecting, distributing, storing, retrieving,
and the ultimate disposition of project information in accordance to the communications
management plan. The key benefit of this process is that it enables an efficient and effective
communications flow between project stakeholders
This process distribution of relevant information and seeks to ensure that the information being communicated to
project stakeholders has been appropriately generated, as well as received and understood.
 Manage Communication : Input
1. Communication Management Plan

2. Work Performance Report

Work performance reports are a collection of project performance and status information that may be
used to facilitate discussion and to create communications

3. Enterprise Environmental Factors

Specific factors that can influence the Manage Communications process include, but are not limited to:
• Organizational culture and structure,
• Government or industry standards and regulations, and
• Project management information system.

4. Organizational Process Assets

Organizational process assets that can influence the Manage Communications process include :
• Policies, procedures, processes, and guidelines regarding communications management;
• Templates; and
• Historical information and lessons learned.
 Manage Communication : Tools & Techniques
1. Communication Technology
The focus of choice communicatttion technology is to ensure that the choice is appropriate for the
information that is being communicated.

2. Communication Models
The focus is to ensure that the choice of the communication model is appropriate for the project that is
undertaken and that any barriers (noise) are identified and managed.

3. Communication Methods
The focus is to ensure that the information that has been created and distributed has been received and
understood to enable response and feedback.

4. Information Management Systems :

Hardcopy, electronic communications management (email, fax, etc), electronic project management
tools (web interface software)

5. Performance Reporting
Performance reporting is the act of collecting and distributing performance information, including status
reports, progress measurements, and forecasts.
 Manage Communication : Outputs

1. Project communications
Project communications may include but are not limited to: performance reports, deliverables status,
schedule progress, and cost incurred. Project communications can vary significantly and are influenced
by factors such as, but not limited to, the urgency and impact of the message, its method of delivery,
and level of confidentiality.

2. Project Documents Updates

Project documents that may be updated include, but are not limited to:
• Issue Log
• Project Schedule
Project Funding Requirement

3. Organizational Process Assets Updates

Control Communication
Control Communication
ontrol Communications is the process of monitoring and controlling communications throughout the
entire project life cycle to ensure the information needs of the project stakeholders are met. The key
benefit of this process is that it ensures an optimal information flow among all communication
participants, at any moment in time
Input:
1. Project Management Plan
2. Project Communication
3. Issue Log
4. Work performance data
5. Organization process assets
 Control Communication : Tools & Techniques
1. Information Management Systems
An information management system provides a set of standard tools for the project manager to capture,
store,and distribute information to stakeholders about the project’s costs, schedule progress, and
performance.

2. Expert Judgment
Expert judgment is often relied upon by the project team to assess the impact of the project
communications,need for action or intervention, actions that should be taken, responsibility for taking
such actions, and the timeframe for taking action.

3. Meetings
The Control Communications process requires discussion and dialogue with the project team to
determine the most appropriate way to update and communicate project performance, and to respond to
requests from stakeholders for information. These discussions and dialogues are commonly facilitated
through meetings, which may be conducted face to face or online and in different locations, such as the
project site or the client’s site. Project meetings also include discussions and dialog with suppliers,
vendors, and other project stakeholders
 Control Communication : Outputs

1. Work Performance Information

Woand summarizes the performance data
gathered. This performance data typically provides status and progress information on the project at the
level of detail required performance information by the various stakeholders. This information is then
communicated to the appropriate stakeholders

2. Change Request

3. Project Management Plan Updates

4. Project Documents Updates

5. Organizational Process Assets Updates

Thank You