Managing Communications in Project Execution

Managing Communications in Project Execution

Managing communications ensures that project information is gathered, created, distributed, stored, retrieved, and monitored according to the Communication Management Plan. This is an executing process, meaning that the communication plan created during planning must now be implemented.

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Key Aspects of Managing Communications

1. Follow the Communication Management Plan

   • The plan outlines who gets what information, when, where, and how.
   • Example:
     • If the plan states that a monthly status report must be sent to the CEO on the last day of the month, you must ensure it is sent.

2. Ensure Effective Project Communication

   • Communication should be timely, clear, and appropriate.
   • All stakeholders should receive relevant project updates.

3. Use Communication Technology & Methods

   • Technology: Emails, video calls, collaboration tools (e.g., Slack, Microsoft Teams).
   • Methods: Formal (meetings, reports) vs. Informal (chats, quick updates).

4. Communication Skills are Crucial

   • Soft skills such as active listening, conflict resolution, and presentation skills enhance communication.
   • Knowing cultural differences, especially in virtual teams, improves collaboration.

5. Project Reporting

   • Collect and distribute project data to keep stakeholders informed.
   • Ensure reports are accurate, relevant, and timely.

6. Interpersonal and Team Skills

   • Strong listening, conflict resolution, and meeting management skills help in clear communication.
   • Virtual teams require extra attention to cultural differences.

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Process Flow of Managing Communications

📌 Plan says → You Execute
✔ Example: If the plan states weekly stakeholder meetings, you schedule and conduct them.

✔ Example: If the plan specifies progress reports every Friday, you generate and distribute them.

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Final Thoughts

📌 Communication is the Key to Project Success

• Without clear and timely communication, projects fail due to misunderstandings, misalignment, and lack of stakeholder engagement.
• Stick to the communication plan to ensure smooth project execution.
• Great communication fosters collaboration, reduces conflicts, and enhances project efficiency.

✔ Bottom Line: Communicate as per the plan, adapt when necessary, and ensure all stakeholders are informed. 🚀