Communication Management

Communication management in a project situation is the most important aspect, which aims at ensuring that “right information reaches the right stakeholder at the right time in the right manner” so that effective and efficient exchange of information takes place, resulting in greater collaboration between all stakeholders. Stakeholder collaboration and engagement is critical for project success.

As per PMBOK guide, “Communication management includes the processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposition of project information.'' Communication is a two way process of sending information from one entity to another. The Project Manager spends more than 90% of time in Project Communication.

For managing communication, the project manager and the project team members need to possess excellent communication and interpersonal skills. These skills will ensure the both sides in a communication understand each other clearly. Some of the communication skills and interpersonal skills needed include the following:

• Written communication ability
• Verbal communication ability
• Non-verbal communication skills
• Listening skills
• Empathy for the stakeholders
• Questioning and probing skills
• Influencing ability
• Interpersonal skills (Conflict management)
• Political and social skills

In addition to having the above skills, we also need to adopt a structured approach for managing communication. Project communication management includes the following 3 processes as per PMBOK guide, 6th edition.

• Plan Communication Management – It is first important to develop a communication management plan or approach. This includes understanding the information requirement for each stakeholder or stakeholder group. Also understanding each stakeholder or stakeholder groups’ communication preferences such as language, medium, technology, frequency, format if any for each information exchange. During communication planning, the team also develops a strategy for information exchange using different communication methods such as “interactive, push and pull” methods. Understanding the social and cultural background of each stakeholder is also done and accordingly communication approach is prepared.
• Manage Communication – Communication starts happening throughout the project by following the communication management plan. The required information is collected, created, distributed, and stored for future reference throughout the project life cycle fulfilling the information needs of all stakeholders. Here the project manager and the team members responsible for communication use their communication skills.
• Monitor Communication – While communication starts in the project, it is also important to keep ensuring that the information needs of all stakeholders are met. Any issues of stakeholders pertaining to communication and their information needs are addressed by adjusting the communication plan. This is also an on-going parallel process which runs throughout the project life cycle.

Conclusion

Communication management is analogous to the central nervous system which ensures that the right information reaches the right stakeholder at precisely the right time in the right format. The project manager is solely responsible for ensuring project communication. In fact, communication management is the major mechanism in the hands of the project manager which helps in getting all the project work done in the right manner. While communication skills are extremely important, it is also equally important to manage the information flow in a systematic and planned manner. KnowledgeHut provides PMP online training to further enhance your skill.