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MindMap Gallery Information Systems Project Manager Tutorial (4th Edition) Chapter 14_Project Communication Management
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Information Systems Project Manager Tutorial (4th Edition) Chapter 14_Project Communication Management
This file is a self-made mind map of "Chapter 14_Project Communication Management" of the Information System Project Management Tutorial (4th Edition). It includes planning communication management, management communication, supervision communication, etc. According to the key points of previous exams, the importance is marked and all the contents are integrated in detail, which can make the final review and the beginning of study more effective with half the effort. I spent more than ten hours compiling and summarizing the reading of all chapters, all of which are the latest version.
Edited at 2023-12-13 10:16:18
- One Hundred Years of Solitude Character Relationship Chart
One Hundred Years of Solitude is the masterpiece of Gabriel Garcia Marquez. Reading this book begins with making sense of the characters' relationships, which are centered on the Buendía family and tells the story of the family's prosperity and decline, internal relationships and political struggles, self-mixing and rebirth over the course of a hundred years.
- One Hundred Years of Solitude Character Relationship Chart
One Hundred Years of Solitude is the masterpiece of Gabriel Garcia Marquez. Reading this book begins with making sense of the characters' relationships, which are centered on the Buendía family and tells the story of the family's prosperity and decline, internal relationships and political struggles, self-mixing and rebirth over the course of a hundred years.
- Project Management Process Template
Project management is the process of applying specialized knowledge, skills, tools, and methods to project activities so that the project can achieve or exceed the set needs and expectations within the constraints of limited resources. This diagram provides a comprehensive overview of the 8 components of the project management process and can be used as a generic template for direct application.
Information Systems Project Manager Tutorial (4th Edition) Chapter 14_Project Communication Management
- One Hundred Years of Solitude Character Relationship Chart
One Hundred Years of Solitude is the masterpiece of Gabriel Garcia Marquez. Reading this book begins with making sense of the characters' relationships, which are centered on the Buendía family and tells the story of the family's prosperity and decline, internal relationships and political struggles, self-mixing and rebirth over the course of a hundred years.
- One Hundred Years of Solitude Character Relationship Chart
One Hundred Years of Solitude is the masterpiece of Gabriel Garcia Marquez. Reading this book begins with making sense of the characters' relationships, which are centered on the Buendía family and tells the story of the family's prosperity and decline, internal relationships and political struggles, self-mixing and rebirth over the course of a hundred years.
- Project Management Process Template
Project management is the process of applying specialized knowledge, skills, tools, and methods to project activities so that the project can achieve or exceed the set needs and expectations within the constraints of limited resources. This diagram provides a comprehensive overview of the 8 components of the project management process and can be used as a generic template for direct application.
- Recommended to you
- Outline
Information System Project Manager Examination Preparation_Chapter 1 Information Development
- 11
Information System Project Manager Tutorial (4th Edition) Chapter 16_Project Procurement Management
- 6
Information System Project Manager Tutorial (4th Edition) Chapter 8_Project Integration Management
- 9
Project communication management
basic concept
communicate
definition
is the process by which people share information, thoughts, and emotions
Purpose
The interacting parties establish a relationship of mutual understanding, respond to each other, and expect to accept each other and reach a consensus through the behavior and process of communication.
importance
Communication failure is an important reason for the failure of many projects (especially IT projects)
Important factors for IT project success
1. Executive support
2. User participation
3. Experienced project manager
4. Clear business goals
These factors all rely on the project manager and team having good communication skills, especially with non-IT personnel
Project communication management
definition
Is the process required to ensure the timely and correct generation, collection, distribution, storage and final processing of project information
component
Develop strategies
Ensure communication is effective for stakeholders
perform necessary activities
Implement communication strategy
Three elements needed for successful communication
people, ideas, information
Every member of the project needs to understand the impact of communication on the project
management basics
1. communicate
definition
Refers to sending or receiving information (ideas, instructions, or emotions) in a variety of possible ways
Way
Activity
meetings, speeches
medium
Email, social media, project reports, project documents
form
Written, spoken, formal or informal, media, gestures, word choice (expressed in a variety of words)
object
Project managers spend most of their time communicating with team members and other project stakeholders, both from within the organization (at all levels of the organization) and from outside the organization.
2. communication model
The planning communication management process is described in detail
3. Communication classification
1. Internal/external communication
2. Formal/informal communication
3. Official/Unofficial Communication
4. Hierarchical communication
vertical
Up (for senior management), down (for team members)
level
Horizontal (for peer project managers or other personnel)
5. written/oral communication
4. communication skills
The project communication process uses communication plans to select appropriate communication methods for different communication personnel and communication content to prevent errors in understanding and communication.
3 Essential Attributes of Effective Communication Campaigns and Results Creation
2023 Multiple Choice Questions
1. Communication purpose is clear
2. Try to understand the recipient of the communication as much as possible and meet their needs and preferences
3. Monitor and measure the effectiveness of communications
The 5Cs of Written Communication
New in the fourth edition
1. Correctness
2. Concise expression (Concise)
3. Clarity of purpose and presentation (Clarity)
4. Coherent thinking logic (Coherent)
5. Make good use of control statements and control (Controlling)
Other communication skills
1. active listening
2. Understand cultural and personal differences
3. Identify, set and manage stakeholder expectations
4. Strengthen skills
Persuade, motivate, encourage, help, consult, guide, resolve conflicts
5. new management practices
1. Incorporate stakeholders into project review scope
2. Involve stakeholders in project meetings
3. The increasing use of social tools
Social media tools not only support the exchange of information, but also help build deeper trust and community relationships.
4. Multifaceted communication methods
Choose appropriate communication technologies, media, methods, etc. based on actual situations and needs
Able to improve the effectiveness of communication with stakeholders of different generations and cultural backgrounds
management process
Tailoring considerations
Stakeholders, physical location, communication technology, language, knowledge management
Agile and adaptive methods
In an ambiguous project environment, there will inevitably be a need for more frequent and rapid communication of evolving and emerging details.
The channels for team members to obtain information should be simplified as much as possible, team checks should be conducted frequently, and team members should work together
Project results should also be published in a transparent manner and stakeholders should be regularly invited to review the project results.
Planning communication management
Process overview
definition
It is the process of developing appropriate methods and plans for project communication activities based on the information needs of each stakeholder or stakeholder group, available organizational assets, and the needs of the specific project.
main effect
1. Provide relevant information to stakeholders in a timely manner
2. Guide stakeholders to effectively participate in projects
Provide a guide and direction for subsequent management communication and supervisory communication
3. Prepare a written communication plan
Specific communication activities that need to be implemented
Need to be carried out regularly throughout the project
The communication management plan is not only a guideline management plan, but also contains specific communication plans and methods. Subsequent communication activities need to be carried out according to this plan, so the communication management plan needs to be actively updated, improved or even re-formulated, rather than Wait until problems are discovered before modifying them (similar to formulating a project schedule, which is also carried out during the entire project, because the plan needs to be updated and modified from time to time based on the actual situation of the project)
Project managers need to develop an effective communication management plan in the early stages of the project life cycle based on the diverse information needs of project stakeholders.
The results of this process should be reviewed regularly throughout the project (e.g. when stakeholders change or at the beginning of each new project phase) and any necessary changes should be made to ensure that it continues to be relevant.
During this process, the methods used to store, retrieve, and ultimately dispose of project information need to be considered and properly documented
enter
1. Project Charter
A list of key stakeholders will be provided, which may include information on stakeholder roles and responsibilities
2. project management plan
1. resource management plan
Guide how to classify, allocate, manage and release project resources
Team members and groups may have communication requirements that should be outlined in the communications management plan
2. Stakeholder Engagement Plan
The management strategies required to effectively engage stakeholders are identified and these strategies are often implemented through communication
3. project files (Classified by output process)
1. Gather requirements
requirements document
May include communication needs of project stakeholders
2. Identify stakeholders
Stakeholder register
Used to plan communication activities with stakeholders
4. business environment factors
5. organizational process assets
Tools & Techniques
1. expert judgment
Policies and authority structures within the organization; the environment and culture of the organization and other client organizations; organizational communication techniques; organizational policies and procedures regarding compliance with legal requirements related to organizational communications; organizational policies and procedures related to safety; stakeholders, including Customers and sponsors etc.
2. Communication needs analysis
Analyze communication needs and determine the information needs of project stakeholders, including the type and format of information required, and the value of the information to stakeholders
Information commonly used to identify and determine project communication needs
1. Related information and communication needs in the stakeholder register and stakeholder engagement plan
2. Number of potential communication channels or pathways, including one-to-one, one-to-many, and many-to-many communication
Number of potential communication channels = [ n * ( n - 1 ) ] / 2, n represents the number of people
3. Organization Chart
4. Responsibilities, relationships and interdependencies between the project organization and stakeholders
5. development method
6. Disciplines, departments and majors involved in the project
7. How many people are participating in the project and where?
8. Internal information needs, e.g. when to communicate within the organization
9. External information needs, for example, when to communicate with the media, the public and contractors
10. Legal requirements
3. communication model
The communication model can be the most basic linear (sender and receiver) communication process, or it can be a more interactive communication form that adds feedback elements (sender, receiver, and feedback), or it can even integrate the sender or receiver. The human element of the receiver, more sophisticated communication models that attempt to account for the complexity of communication
effect
Shows how information is sent and received between two parties (sender and receiver)
Key elements
1. coding
Translate thoughts or ideas into language that others can understand
2. Information and feedback
The result of the coding process
3. medium
method used to convey information
4. noise
All factors that interfere with the transmission and understanding of information
Such as: distance, new technology, lack of background information, etc.
5. decoding
Reducing information into meaningful thoughts or ideas (the link where misunderstandings are most likely to occur)
5 states
1. Has been sent
2. received
3. Understood
4. Approved
Reaching consensus is a key part of making project decisions and communicating effectively
5. translated into positive actions
The hardest part of the whole process
It usually requires repeated communication and can be completed better with certain supervision or help.
4. communication technology
Conversations, meetings, websites, databases, social media, written documents
Factors influencing choice of communication technology
1. Urgency of information needs
2. Availability and reliability of technology
3. Ease of use
4. Project environment
5. Sensitivity and confidentiality of information
5. communication method
Communication methods for sharing information among stakeholders
1. interactive communication
Real-time, multi-directional exchange of information between two or more parties
communication method
Meetings, phone calls, instant messaging, social media, video conferencing, etc.
2. push communication
Send or publish information to specific recipients who need to receive the information
This method can ensure that the message is sent, but it does not ensure that the message reaches the target audience or is understood by the target audience.
communication method
Letters, memos, reports, emails, faxes, voicemails, blogs and press releases
3. pull communication
Suitable for large amounts of complex information or large information audiences
It requires the recipient to access the relevant content on their own while complying with relevant security regulations.
communication method
Portals, organizational intranets, electronic online courses, lessons learned databases or knowledge bases
Communication methods to achieve the major communication needs specified in the communication management plan
1. interpersonal communication
The exchange of information between individuals, usually in a face-to-face manner
2. group communication
Conducted within a group of 3 to 6 people
3. public communication
A single speaker addresses a group of people
4. mass media
Minimal contact between the person or group sending the message and a large (sometimes anonymous) target audience
5. Network and social communication tools
Use social tools and media to communicate many-to-many
6. Interpersonal and team skills
1. policy awareness
definition
Refers to awareness of formal and informal power relationships and the willingness to work within these relationships
effect
Helps project managers plan communications based on the project environment and the organization's policy environment
Example
Understand organizational strategy, understand who can exercise power and influence, and develop the ability to communicate with these stakeholders
2. cultural awareness
definition
Refers to understanding the differences between individuals, groups, and organizations and adjusting project communication strategies accordingly
effect
Ability to minimize misunderstandings and miscommunications caused by cultural differences within the project stakeholder community
Helps project managers plan communications based on the cultural differences and cultural needs of stakeholders and team members
3. communication style assessment
definition
A technique used to assess communication style and identify preferred communication methods, forms, and content when planning communication activities
scenes to be used
Commonly used for stakeholders who do not support the project
You can first conduct a stakeholder engagement assessment and then conduct a communication style assessment.
Find out who doesn’t support the project, then evaluate that person’s communication style, and then adapt to their preferences and use appropriate words to persuade them not to boycott or even support the project.
In the Stakeholder Engagement Assessment, identify gaps in stakeholder engagement. To bridge this gap, communication activities and methods will need to be specially tailored
7. Data performance
Stakeholder Engagement Assessment Matrix
Shows the gap between current and desired engagement of individual stakeholders
As part of this process, the assessment matrix can be further analyzed to identify additional communication needs (beyond regular reporting) to fill engagement gaps.
8. Meeting
Virtual (online) or face-to-face meetings, facilitated by document collaboration technology, including email messages and project websites
output
1. communications management plan
definition
Is an integral part of the project management plan that describes how project communications will be planned, structured, executed and monitored to improve communication effectiveness
content
1. Stakeholder communication needs
2. The information to be communicated, including language, form, content and level of detail
3. Escalation steps
4. Reason for publishing information
5. Time limits and frequency for releasing required information, acknowledging receipt or responding (if applicable)
6. Person responsible for communicating relevant information
7. The person responsible for authorizing the release of confidential information
8. The person or group to whom the information is intended, including their needs, wants and expectations
Mutually close people member
9. Methods or techniques used to deliver information, such as memos, emails, press releases, or social media
10. Resources allocated for communications activities, including time and budget
11. Methods to update and optimize the communication management plan as the project progresses (such as changes in the stakeholder community at different stages of the project)
12. General glossary
13. Project information flow diagram, work flow (may include approval procedures), report list and meeting plan, etc.
14. Constraints from laws and regulations, technology, organizational policies, etc.
15. Guides and templates for project status meetings, project team meetings, web conferencing, emails, and more
16. (If the project is to use) project website and project management software
Summary: Who needs what information at what time, and how to send it to the parties
2. Project Management Plan ((updated)
Stakeholder Engagement Plan
Reflect any processes, procedures, tools, and techniques that impact stakeholder participation in project decision-making and execution
3. Project files (updated)
Project schedule
Integrate communication activities into schedule
Stakeholder register
Document communication activities related to stakeholders
management communication
Process overview
definition
Is the process of ensuring that project information is collected, generated, published, stored, retrieved, managed, monitored, and ultimately disposed of in a timely and appropriate manner
main effect
Facilitate effective information flow between the project team and stakeholders
valid meaning
effective
The information is effectively accepted by the recipient
efficient
High communication efficiency and timely delivery of information
Need to be carried out throughout the project
Will cover all aspects related to effective communication, including the use of appropriate techniques, methods and techniques
Communication activities should be allowed to be flexible, allowing methods and techniques to be adapted to meet the changing needs of stakeholders and the project.
Not limited to publishing relevant information, it also seeks to ensure that the information is correctly generated and reaches the target audience in an appropriate format
Provide opportunities for stakeholders to participate in providing additional information, clarification and discussion
required technology
1. sender-receiver model
Use feedback loops to provide opportunities for interaction and engagement and remove barriers to effective communication
2. media selection
Use appropriate communication methods to meet specific project needs
3. writing style
4. Conference management
5. Demo
6. guide
reach consensus
7. active listening
enter
1. project management plan
1. resource management plan
Describes the communication needed to manage a team or physical resource
2. communications management plan
Describe how project communications will be planned, structured and monitored
3. Stakeholder Engagement Plan
Describe how to use appropriate communication strategies to guide stakeholder engagement
2. project files (Classified by output process)
1. Direct and manage project work
Problem log
Communicate problem-related information to affected stakeholders
2. Managing project knowledge
Lessons Learned Register
The lessons learned in the early stages of the project related to management communication can be used to improve the communication process and improve communication efficiency and effectiveness in the later stages of the project.
3. Implement overall change request
Change log
Used to communicate changes to affected stakeholders and the approval, deferral, and rejection of change requests
4. Management quality
quality report
Includes information related to quality issues, project and product improvements, and process improvements
This information should be communicated to those who can take corrective action in order to achieve the project's quality expectations
5. Identify risks
risk report
Provides information on sources of overall project risk, as well as overview information on identified individual project risks
This information should be communicated to risk owners and other affected stakeholders
6. Identify stakeholders
Stakeholder register
Identify the people, groups or organizations that need each type of information
3. job performance report
According to the definition of the communication management plan, work performance reports will be delivered (reported) to project stakeholders through this process
Typical example
status reports, progress reports
content
Can include earned value charts and information, trend lines and forecasts, reserve burndown charts, defect histograms, contract performance information, and risk overview information
Manifestations
May appear as dashboards, hotspot reports, traffic lights, or other forms that help draw attention, make decisions, and take action
4. business environment factors
5. organizational process assets
Tools & Techniques
1. communication technology
Factors that influence the choice of technology include whether the team is colocated, whether the information that needs to be shared needs to be kept confidential, the resources available to team members, and how the organizational culture affects how meetings and discussions are conducted.
2. communication method
The choice of communication methods should be flexible to respond to changes in stakeholder membership or changes in the needs and expectations of stakeholders
3. communication skills
1. communication competency
A tailored combination of communication skills that help clarify the purpose of key messages, build effective relationships, enable information sharing and take leadership actions
2. feedback
Is a reactive message about a communication, deliverable, or situation
Support interactive communication between the project manager and the team and all other project stakeholders
3. nonverbal skills
Convey meaning through appropriate body language such as gestures, intonation and facial expressions
4. Demo
is the formal delivery of information and documents
information
1. Report project progress and information updates to stakeholders
2. Provide background information to support decision making
3. Provide general information about the project and its objectives to enhance the image of the project work and the project team
4. Provide specific information to enhance understanding of and support for project work and goals, etc.
4. project management information system
1. Electronic project management tools
Project management software, conferencing and virtual office support software, web interfaces, dedicated project portals and status dashboards, and collaborative work management tools
2. Electronic communication management
Email, fax and voicemail, audio, video and web conferencing, and website and web publishing
3. social media management
Websites and web publishing, as well as blogs and applications built to promote stakeholder engagement and form online communities
5. Project Report
2023 Multiple Choice Questions
Project report publishing is the act of collecting and publishing project information
Project information should be disseminated to numerous stakeholder groups
While work performance reports are the output of the Monitoring Project Work process, this process produces ad hoc reports, project presentations, blogs, and other types of information
6. Interpersonal and team skills
Active listening, conflict management, interpersonal communication, policy awareness, cultural awareness, meeting management
Meeting management examples
The process of needs review meeting
1. Prepare requirements specifications
2. Organize internal reviews to review whether the specifications and requirements are reasonable and correct
3. The project manager or requirements analyst prepares an email in advance (about 3 days) and sends it to all parties (Party A, experts, QA, PMO, team members, other stakeholders, etc.) to notify them to participate in the formal review meeting. The email will explain the convening of the review. The time and place of the meeting, and attach the review content (requirement specifications, etc.)
4. Participate in meetings where all parties can ask questions
5. During the meeting, it is necessary to record meeting minutes and manage meeting discipline
6. The meeting concludes at the end of the meeting
7. Meeting
Support actions defined by communications strategy and communications plan
output
1. Project communication record
Includes: performance reports, deliverable status, schedule progress, costs incurred, demonstrations, and other information needed by stakeholders
2. Project Management Plan ((updated)
communications management plan
If this process results in changes to the project communication approach, these changes should be reflected in the project communications plan
Stakeholder Engagement Plan
This process will result in updates to the communication needs of stakeholders and the agreed communication strategy
3. Project files (updated)
1. Project schedule
May need to be updated to reflect the status of communications activities
2. Problem log
Updated to reflect communication issues on the project and how communication was used to solve real problems
3. Lessons Learned Register
Updated to document challenges encountered during the project, methods used to circumvent them, and applicable and non-applicable management communication methods
4. risk register
Updated to document risks associated with managing communications
5. Stakeholder register
Updated to record information about project stakeholder communication activities
4. Organizational process assets (updated)
Project records, such as correspondence, memos, meeting minutes and other documents used in the project; planned and ad hoc project reports and presentations, etc.
Supervise communication
Process overview
definition
Is the process of ensuring that the information needs of the project and its stakeholders are met
main effect
Optimize the information transfer process according to the requirements of the communication management plan and stakeholder engagement plan
Need to be carried out throughout the project
The impact and results of project communications should be formally evaluated and monitored to ensure that the right content (understood by both sender and receiver) is delivered to the right audience through the right channel at the right time.
Supervising the communication process may trigger iterations of planning communication management and management communication processes in order to modify the communication plan and carry out additional communication activities to improve the effectiveness of communication.
This iteration reflects the continuity of each process of project communication management
Supervision method
Conduct customer satisfaction surveys, compile lessons learned, conduct team observations, review issue logs, and evaluate changes
If the actual situation deviates from the plan, correct the deviation in a timely manner
enter
1. project management plan
1. resource management plan
Understand the actual project organization and any changes to it by describing roles and responsibilities, and a project organization chart
2. communications management plan
A current plan for collecting, generating, and distributing information in a timely manner. It identifies team members, stakeholders, and related tasks in the communication process.
3. Stakeholders participate in the program
Identified communication strategy planned to guide stakeholder engagement
2. project files (Classified by output process)
1. Direct and manage project work
Problem log
Provides historical information on the project, records of stakeholder involvement in issues, and how they were resolved
2. Managing project knowledge
Lessons Learned Register
Lessons learned early in the project can be used in later stages of the project to improve communication effectiveness
3. management communication
Project communication record
Provide information about communications that have taken place
3. job performance data
Contains data on the type and amount of communication that took place
4. business environment factors
5. organizational process assets
Tools & Techniques
1. expert judgment
Communication with the public, community and media; communication in an international environment; communication between virtual groups; project management system, etc.
2. project management information system
Provides project managers with a set of standardized tools to collect, store and disseminate required information to internal and external stakeholders according to the communication plan. Information in the system needs to be monitored to assess its effectiveness and effectiveness
3. Data performance
Stakeholder Engagement Assessment Matrix
Can provide information on the effectiveness of communication campaigns. Stakeholder expectations and current engagement levels should be reviewed and any necessary adjustments made to communications
4. Interpersonal and team skills
observe and talk
By observing and talking, project managers can identify problems within the team, conflicts between people, or individual performance issues
5. Meeting
Face-to-face or virtual meetings are suitable for making decisions, responding to stakeholder requests, and discussing with providers, suppliers, and other project stakeholders
output
1. job performance information
Including: actual implementation of planned communication; feedback on communication, such as survey results on communication effectiveness
2. change request
Monitoring the communications process often results in the need for adjustments, actions and interventions in communications activities as defined in the communications management plan
Change requests need to be processed through the implementation of an overall change control process
Result
Modify the communication requirements of stakeholders, including stakeholders’ requirements for information release, content or form, and release method
Establish new procedures to eliminate bottlenecks, etc.
3. Project Management Plan ((updated)
communications management plan
Record new information that can make communication more effective
Stakeholder Engagement Plan
Reflect the actual situation, communication needs and importance of stakeholders
4. Project files (updated)
Problem log
Record new information related to problems and their progress and resolutions
Lessons Learned Register
A lessons learned register may need to be updated to document the cause of the problem, the rationale for the corrective actions chosen, and other communication-related lessons learned
Stakeholder register
The stakeholder register may need to be updated to include revised stakeholder communication requirements