Manage Communications in project management ( PMP ) is the process of making sure that project information is collected, created, shared, stored, retrieved, managed, monitored, and given away in the right way and at the right time. The main benefit of this method is that it makes it easy for the project team and the stakeholders to share information. The project as a whole goes through this process.
The Manage Communications process figures out all the parts of good communication, like picking the right tools, methods, and techniques. Plus, it should be easy to change the ways and methods of communicating to fit the project’s and partners’ changing needs. Figure below shows what goes into this process, the tools, methods, and results it produces.
Manage Communications: Inputs
Project Management Plan
The following are some of the parts of a project management plan:
- Resource management plan
- Communications management plan
- Stakeholder engagement plan
Project Documents
It’s possible to use the following project documents as inputs for Manage Communications process in project management ( PMP ) :
- Change log
- Issue log
- Lessons learned register
- Quality report.
- Risk report
- Stakeholder register
Work Performance Reports
Follow the steps in the communications management plan to send work success reports to the people who have a stake in the project. Status reports and progress reports are two types of work success reports. In addition to information about earned value, trend lines and projections, reserve burndown charts, defect histograms, contract performance information, and risk summaries, work performance reports can also include risk summaries. You can show them in dashboards, heat reports, stop light charts, or other ways that help people understand them and make choices and take action.
Enterprise Environmental Factors
Among other things, the following Enterprise Environmental factors can affect Manage Communications process in project management ( PMP ) :
- Organizational culture, political climate, and governance structure;
- policies for managing employees; risk thresholds for stakeholders;
- established ways of communicating, tools, and systems;
- Global, regional, or local habits, practices, or trends;
- and how buildings and resources are spread out geographically.
Organizational Process Assets
Among other things, the following business process assets can have an effect on Manage Communications process in project management ( PMP ) :
- Social media, ethics, and security policies and procedures for the company;
- problem, risk, change, and data management policies and procedures for the company;
- Communication needs within an organization;
- Standardized rules for creating, sharing, storing, and getting information; and
- historical data from past projects, such as the lessons learned archive.
Manage Communications: Tools And Techniques
Communication Technology
The technology is affected by things like whether the team members work in the same place, how private the information that needs to be shared is, what resources are available to the team, and how the culture of the company affects how meetings and discussions are usually run.
Communication Methods
You should be able to change the communication methods if the people in the stakeholder community join or leave or if their wants and expectations change.
Communication Skills
This process can use the following types of communication, but not only them:
- Communication competence
- Feedback
- Nonverbal
- Presentations
Project Management Information System (PMIS)
Information tools for project management can make sure that everyone involved can quickly and easily get the data they need. Among the tools used to handle and share project information are :
- Electronic project management tools : You can find web interfaces, specialty project portals and dashboards, web interfaces, and collaborative work management tools for meeting and virtual office support software.
- Electronic communications management : Email, fax, and voice mail; audio, video and web conferencing.
- Social media management : Websites and web publishing, as well as blogs and apps, make it possible to connect with others and build online groups.
Project Reporting
Putting together and sharing project information is what project reporting is all about. There are many groups of people who have an interest in a project, and the information should be changed so that it is given to each group at the right level, in the right style, and with the right amount of detail. The style can be anything from a simple message to more complex reports and presentations. People can prepare information on a daily basis or only when necessary. Work performance reports are what the Monitor and Control Project Work process makes, but it also makes ad hoc reports, project slideshows, blogs, and other ways to talk about the project.
Interpersonal And Team Skills
For Manage Communications process in project management ( PMP ) , you can use the following interpersonal and team skills, but not just those:
- Active listening.
- Conflict management
- Cultural awareness
- Meeting management
- Networking
- Political awareness
Meetings
Meetings help carry out the steps spelled out in the communication strategy and communications plan.
Manage Communications: Outputs
Project Communications
Some examples of project communications artifacts are status reports on deliverables, plan progress, costs, presentations, and any other information that stakeholders need to know.
Project Management Plan Updates
People in the company have to fill out a change request for any changes they want to make to the project management plan. This process may lead to changes to parts of the project management plan, such as, but not limited to:
Project Documents Updates
Because of this method, project documents like, but aren’t limited to, the following may be updated:
- Issue log
- Lessons learned register
- Project schedule
- Risk register.
- Stakeholder register.
Organizational Process Assets Updates
Manage Communications process in project management ( PMP ) may lead to changes in organizational process assets such as project records like letters, memos, meeting minutes, and other papers used on the project; and planned and ad hoc project reports and presentations.
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