Managing Communications

Managing Communications in Project Management

1. Introduction

Managing communications is a critical process in project execution. It ensures that project information is effectively gathered, created, distributed, stored, retrieved, and monitored. This process follows the Communication Management Plan created during the planning phase.

2. Key Aspects of Managing Communications

A. Execution of the Communication Plan

• Whatever is documented in the communication management plan must be followed.
• Example: If the plan states that a weekly meeting should be held every Friday at 10 AM with senior stakeholders, then it must be conducted as scheduled.

B. Communication Technology

• Using appropriate tools and technologies for communication.
• Example: Instead of a fax machine, using emails or instant messaging for faster communication.

C. Communication Methods

• Formal vs. Informal communication:
• Formal: Reports, meetings, official emails.
• Informal: Chats, quick calls, casual discussions.
• Example: Sending a formal project report vs. having a quick chat with a team member about a task.

D. Communication Skills

• Soft skills like presentation, people management, and interpersonal communication are important.
• Example: A project manager with good presentation skills can effectively communicate project status to stakeholders.

E. Project Reporting

• Gathering data and distributing information to the right people at the right time.
• Example: Sending a monthly progress report to the CEO on the last day of the month.

F. Interpersonal and Team Skills

• Active listening, conflict management, and cultural awareness are crucial.
• Example: Managing conflicts between team members working in different time zones by understanding their cultural differences.

3. Key Elements in Managing Communications

Element	Description	Example
Communication Plan	Defines how, when, and to whom communication is made	Weekly meeting with stakeholders
Communication Technology	Tools used for communication	Email, Zoom, Slack
Communication Methods	Formal vs. Informal communication	Reports vs. Quick chats
Communication Skills	Soft skills needed for effective communication	Presentation, Listening
Project Reporting	Collecting and distributing project information	Monthly project status report
Interpersonal Skills	Managing conflicts, listening, cultural awareness	Handling a team conflict

4. Output of the Process

The key output is effective communication as per the communication plan. Ensuring all necessary reports, meetings, and updates are delivered as planned.

5. Summary

• Managing communications is part of the executing process in project management.
• It ensures that all planned communications are executed effectively.
• Involves using technology, communication methods, skills, and project reporting.
• The success of a project largely depends on clear, timely, and efficient communication.

By following the communication management plan, the project team can ensure smooth information flow, reducing misunderstandings and improving collaboration. 🚀