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Project Communication_Fundamentals

Effective communication is crucial for project success as it helps stakeholders understand their roles and reduces the risk of project failure. Poor communication can lead to significant financial losses and project delays, emphasizing the need for project managers to develop strong communication skills. The document outlines the importance of communication management in projects and provides strategies for improving communication among stakeholders.

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anonymousmvit2001
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2 views

Project Communication_Fundamentals

Effective communication is crucial for project success as it helps stakeholders understand their roles and reduces the risk of project failure. Poor communication can lead to significant financial losses and project delays, emphasizing the need for project managers to develop strong communication skills. The document outlines the importance of communication management in projects and provides strategies for improving communication among stakeholders.

Uploaded by

anonymousmvit2001
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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The Art of Project Business

Comm‘U’n‘I’cation

- Dr. Kirti Rajhans,


Sr. Associate Professor,
NICMAR University
Pune, India.
Email: [email protected]
Communication is how people work together
to get things done

• In a project, communication is vital because the project is a new


endeavor for every stakeholder involved.

• Even if every member of the team has worked together on dozens of


projects before this one, every project is unique.

• Communication is how stakeholders understand what this project is


about, how it will affect them, and what role they may be expected to
play
Project Communications Management

• Fisherman fish, bakers bake, and project managers communicate.

• Project managers spend most of their time communicating. And for good
reason.

• A successful project depends on good communication.

• And troubles are almost always blamed on bad communication.


Course Objectives
➢ To equip students with the best practice strategies of effective project
communications management for handling a variety of complex
projects

➢ To make them aware of the role of communication in the core project


processes.

➢ To develop a holistic understanding of the various aspects of


business and project communications

➢ To create opportunities for them to hone their managerial skills


Why Is Communication So Important in
Projects?
• Communication is, of course, a necessity in projects.
• Good communication skills separate good project managers from the rest
of the pack,
• and separate successful projects from unsuccessful ones.

• 7.5 percent of every dollar spent on a project is at risk due to ineffective


communication.

• Effective communication leads to a 17-percent increase in finishing


projects within budget.

• Half of all unsuccessful projects fall short due to ineffective


communication.
“As long as there is communication, everything
can be solved”
Communication is much more than simply sending and receiving
information.
It is a mechanism to-
✓ Reduce uncertainty,
✓ Build trust,
✓ Demonstrate leadership,
✓ Generate support,
✓ Manage change,
✓ Mitigate conflict, and
✓ Facilitate stakeholder satisfaction—all key elements to a project’s
success.
Rules of Triple C
If communication is done properly,

then cooperation will occur intrinsically;

If cooperation exists, then coordination will be effective;

If coordination is in place, then project success is assured.


Poor Communication kills many projects!
Poor Communication at work has a big impact!
Elements of Project Communications
Management
• Communications on a project is a challenging, ongoing process for a project
manager and all stakeholders.

• According to a study by Vital Smarts magazine, 70 percent of 10,000 projects in


Fortune 500 firms failed because people did not communicate that something
was wrong, resulting in negative consequences from a cost, schedule, and quality
perspective.

• Still another survey by the Centre for Business Practice identified ten key
management challenges, which included two problems with communications:
limited visibility of activities and no project management information
system(PMIS).
Elements of Project Communications
Management
• BULL conducted a study that found 57 percent of project failures resulted from
“bad” communications among stakeholders.

• Regardless of the field they are in, it is fair to say that project managers face
monumental challenges when instituting good communications on projects and
wanting to become expert communicators themselves.

• The challenges become more acute when dealing with global and geographically
dispersed teams using the latest technology, and with stakeholders who must apply
very specialized skills.

• Poor communications can have a costly impact on projects as they progress


through project life cycles.
An Example of Miscommunication on Projects
APA Communication Styles

• People who want to achieve their goals without any regards


Aggressive for the needs of other people.

• This is based on conformity and compromising own values


Passive and needs in order to avoid confrontation.

• Assertive communicators are confident in delivering their


Assertive message and work hard to create a mutually satisfying
environment.
Assertiveness
:

Express your ideas assertively,


confidently and precisely
How to be Assertive
• Own your ideas
• Be clear and concise
• Use body language to your advantage
• React positively about happenings
• Be confident about decisions taken
• Use facts
• Insist on your position
• Be comfortable to say No
• Make direct request
• Stop saying “Sorry”
Why is Communication Critical for Project Success?

❑ Effective project communication is one of the most important factors contributing to the
success of a project.

❑ As Kerzner says, projects are run by communications. The work is defined by the
communications tool known as the Work Breakdown Structure(WBS).

❑ Project Communications Management is managing various team functions in the entire


lifecycle of a project as all project objectives are achieved and reported through
communication.

❑ Projects are known as communication systems.


Why is Communication Critical for Project Success?

❑ The project communication process is more than simply conveying a message. It is


also a source of control.

❑ Communication is the key link between people, ideas, and information.

❑ Poor communications can easily produce communications bottlenecks. These


bottlenecks can occur at any time and at any phase.

❑ The larger and more complex the project, the more significant communication is
for the results, because communication is the coordinating social mechanism which
most strongly influences the results.
Organizations that communicate more
effectively have more successful projects
Source: ©2013 Project Management Institute, Inc. Pulse of the Profession
In-Depth Report: The High Cost of Low Performance: The Essential Role
of Communications, May 2013. PMI.org/Pulse
Project Communication Management
Monitoring &
Controlling Processes
Planning
Processes

Enter phase/ Initiating Closing Exit phase/


Start project Processes Processes End project

Executing
Processes

Process

Knowledge Area
Initiating Planning Executing Monitoring & Control Closing

Distribute Information
Indentify Plan
Communication Communication
Manage Stakeholders - Report Performance
Stakeholder
Expectations
Example of Communication Management in CRIP

CLIENT EXTERNAL
DESIGN TEAM ENVIRONMENT

CONTRACTORS

CONSULTANTS

Information Environment where


Communication occurs between all
Stakeholders
Project Manager facilitates,
integrates, & coordinates
communication
MATERIAL SUB-CONTRACTORS
SUPPLIERS
PROJECT STAKEHOLDERS MANAGEMENT
❑ After considering the role of communication in projects, we can definitely
say that good communication is not merely one of the ‘requirements’ but is
one of the important ‘inputs’ for efficient project management.

❑ Ignoring project communications management can result in project delays,


cost overruns, conflicts, unnecessary disputes and loss of productivity.
• Thank you…..

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