Project Communications Management - Manage Communications

This process creates, controls, distributes, stores, retrieves, and the ultimate disposition of project information in accordance to the communications management plan. It enables an efficient and effective communications flow between project stakeholders. It seeks to ensure that the information being communicated to the project stakeholders has been appropriately generated, as well as received and understood.

Techniques to consider for effective communications management include:

• Sender-reciever 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 vs. a formal report and when to communicate face to face vs. via email. 
• Writing style - appropriate use of active vs. 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 - active listening and removal of barrios that adversely affect comprehension

Let's take a look at the Inputs, Tools and Techniques, and Outputs of this process.

1) Communications Management Plan

• Describes how project communications will be planned, structures, monitored and controlled

2) Work Performance Reports

• A collection of project performance and status information that may be used to facilitate discussion and to create communications.

3) Enterprise Environmental Factors

• May include:
• Organizational culture and structure
• Government or industry standards and regulations
• Project management information system

4) Organizational Process Assets

• May include:
• Policies, proceeders, and guidelines regarding communications management 
• Templates
• Historical information and lessons learned

5) Communication Technology

• The choice of communication technology is important as you need to make sure that it's appropriate for the information being communicated.

6) Communication Models

The choice of communication models is important as you need to make sure that it's appropriate for the information being communicated. Any barriers need to be identified and managed. 

7) Communication Methods

• The choice of communication methods is important as you need to make sure that it's appropriate for the information being communicated. Focus on ensuring the info ration that has been created and distributed has been received and understood to enable response and feedback. 

8) Information Management Systems

• Project information is managed and distributed using many tools that include:
• Hard-copy document management 
• Electronic communications management 
• Electronic project management tools 

9) Performance Reporting

• Act of collecting and distributing performance information. 
• Collect this information to help you compare to baselines to project results
• Reporting needs to be prepared at the level of the receiver 
• Reporting may include:
• Analysis of past performance
• Analysis of project forecasts
• Current status of risks and issues
• Work completed during the period
• Work to be completed in the next period
• Summary of changes approved in the period
• Other relevant information that needs review

10) Project Communications

• May include:
• Performance reports
• Deliverables status
• Schedule progress
• Cost incurred
• Influenced by the factor of urgency and impact of message

11) Project Management Plan Updates

• May include:
• Project baselines
• Communications management
• Stakeholder management 

12) Project Documents Updates

• May include:
• Issue log
• Project Schedule
• Project funding requirements

13) Organizational Process Assets Updates

• May include:
• Stakeholder notifications
• Project reports
• Project presentations
• Project records (memos, meeting minutes) 
• Feedback from stakeholders
• Lessons learned documentation

Source: PMBOK 5th ed.