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Chapter 10 Project Communication Management_Knowledge Points
Chapter 10 Project Communication Management_Knowledge points, including overview. Sort out the content points of planning, communication management, management communication, and supervision communication. Friends who need it can take a look.
Edited at 2023-02-10 19:41:33- 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.
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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.
Chapter 10 Project Communication Management_Knowledge Points
- 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.
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- Outline
Chapter 10 Project Communication Management
Overview
Core Concepts of Communication Management
Information interaction methods: written, oral, formal/informal, gestures, media forms, word choice and sentence formation
Classification of communication activities
internal, external
formal, informal
Hierarchical communication: upward, downward, horizontal
official, unofficial
written, oral
development trend
Include relevant parties in the project review scope.
Involve relevant parties in project meetings.
The increasing use of social tools
Multifaceted communication methods
agile environment
Communicate more frequently and quickly
Try to simplify the channels for team members to obtain information.
Conduct frequent team checks
and allow team members to work together
To facilitate communication with senior management and stakeholders, project artifacts also need to be published in a transparent manner
Regularly invite relevant parties to review project artifacts
Communication builds the relationships necessary for the successful completion of projects and programs.
Successful communication includes:
1. Communication strategy: Develop appropriate communication strategies based on the needs of the project and its stakeholders
2. Communication Management Plan Project communication is the product of the planning process and has relevant provisions in the communication management plan.
The communication strategy and communication management plan will become the basis for monitoring communication effectiveness.
5C principles
In project communication, efforts need to be made to prevent misunderstandings and miscommunications, and to make careful selections from the various methods, senders, receivers, and messages specified in the planning process
When compiling traditional (non-social media) written or spoken messages, applying the 5 Cs of written communication can mitigate, but not eliminate, misunderstandings:
The 5Cs of Written Communication
Correct grammar and spelling
Concise expressions and no redundant words
Clear purpose and presentation (suitable for reader needs).
coherent thinking logic
Controlled statements and thought succession
Cooperate with communication skills
active listening
Understand cultural and personal differences.
Identify, set and manage stakeholder expectations
Strengthen skills
Effective communication characteristics
The purpose of communication is clear;
Try to understand the recipients of communication and meet their needs and preferences;
Monitor and measure the effectiveness of communications
10.1 Planning communication management
Definition: Developing appropriate methods and plans for communications activities based on the information needs of each interested party, available organizational assets, and project needs
Role: Prepare a written communication plan in order to provide relevant information to relevant parties in a timely manner and guide relevant parties to effectively participate in the project.
Conducted regularly throughout the project as needed
enter
Project Charter: List of key stakeholders, roles and responsibilities
Project management plan: resource management plan, stakeholder engagement plan
Project documents: requirements documents, stakeholder register
Business environment factors: organizational culture, political climate, governance framework, personnel policies, stakeholder risk thresholds, established communication channels/tools/systems, global/regional or local trends/time/customs, geographic distribution of facility resources
Organizational process assets: The organization's social media, ethics, and security policies and procedures; The organization's issue, risk, change, and data management policies and procedures; The organization's communication requirements; Standardized guidelines for producing, exchanging, storing, and retrieving information; Historical information experience Lessons learned knowledge base; stakeholder and communication data information from previous projects
Tools & Techniques
expert judgment
Communication needs analysis:
Determine the information needs, format, type, and value to interested parties
Relevant information and communication needs in the stakeholder register and stakeholder participation plan, and the number of potential communication channels or approaches, including one-to-one, one-to-many and many-to-many communication; organizational chart, etc.
communication technology
Common methods: conversations, meetings, written documents, databases, social media and websites
Influencing factors: urgency of information needs, availability and reliability of technology, ease of use, project environment (time, language, culture), sensitivity and confidentiality of information
communication model
Available simple, available complex
Sender and receiver communication model: encoding, transmission, decoding
Interactive communication model: encoding, delivery, decoding, acknowledgment of receipt, feedback/response
communication method
interactive communication
Real-time multi-directional information exchange between two or more parties
Meetings, phone calls, instant messaging, social media, video conferencing and more
push communication
Sending or publishing information to a specific recipient, ensuring delivery but not receipt
Letters, memos, reports, emails, faxes, voicemails, blogs, press releases
pull communication
The recipient accesses the relevant content on his own (legal and compliant), suitable for large amounts of complex information or large audiences
Portals, corporate intranets, electronic online courses, lessons learned databases, knowledge bases, databases
Interpersonal communication (between individuals), group communication (3-6 people), public communication (speech), mass communication, network and social tool communication
Differences in communication techniques, models and methods
Technology: Value generally refers to technological means, such as computers, telephones, emails, etc.
Skills: the abilities that a person possesses
Methods: Specifically refers to interactive, push and pull communication methods
Interpersonal and team skills
Communication style assessment (commonly used with stakeholders who are not supportive of the project)
political awareness
Project environment and the political environment of the organization
Awareness of formal and informal power relationships and willingness to work within these relationships
cultural awareness
Understand the differences between individuals, groups, and organizations and adapt project communication strategies accordingly
Cultural awareness and sensitivity help project managers plan communications based on the cultural differences and cultural needs of stakeholders and team members
Reduce misunderstandings and communication errors caused by cultural differences
cultural difference
9.3.2.4 The main challenges of virtual teams/distributed teams: mainly communication, including the possibility of isolation, difficulty in sharing knowledge and experience among team members, difficulty in tracking progress and productivity, and possible time zone and cultural differences that require time More time to understand cultural differences and resolve communication issues
9.4 Building the Team: The project management team should leverage cultural differences, commit to developing and maintaining the project team throughout the project life cycle, and promote full collaboration in an atmosphere of mutual trust.
9.4.2.5 Recognition and rewards: In the process of building a project team, members need to be recognized and rewarded for their good behavior, but cultural differences should be considered when deciding on recognition and rewards.
10.1.2.6 Tools and techniques for planning communication management-interpersonal and team skills: Cultural awareness refers to understanding the differences between individuals, groups and organizations, and adjusting the communication strategy of the project accordingly. Being culturally aware and following through can minimize misunderstandings and miscommunications caused by cultural differences within the project stakeholder community. Cultural awareness and sensitivity help project managers plan communications based on the cultural differences and cultural needs of stakeholders and team members
13.3 Managing stakeholder engagement: Cultural awareness helps project managers achieve effective communication by considering cultural differences and stakeholder needs
Data representation: Stakeholder engagement assessment matrix (gaps between engagement levels and expectations to identify additional communication needs to fill engagement gaps)
Meetings: including virtual (online) or face-to-face meetings
guide
Reach consensus, overcome obstacles (such as lack of energy in the group), and maintain the interest and enthusiasm of group members.
Refers to the ability to effectively guide team activities to successfully reach decisions, solutions, or conclusions
Facilitator: Ensure that participants participate effectively, understand each other, consider all opinions, fully support the conclusions or results obtained according to the established decision-making process, and that the action plans and agreements reached are reasonably implemented afterwards.
output
communications management plan
Role: How to plan, structure, execute and supervise project communication to improve the effectiveness of communication
include
Information to be communicated (language, form, content, level of detail)
Project information flow diagram, work flow (including approval), report list, meeting plan
Stakeholder communication needs and preferences
Escalation steps, personnel responsible for communication, person responsible for confidential information, and recipients (including their needs and expectations)
Reasons, time limits, and frequency of posting information/responses
Resources, time and budget allocated for communications activities
Updating and optimizing communication management plans
Laws and regulations, organizational policies, glossaries, templates, software
Project Management Plan Updates: Stakeholder Engagement Plan, etc.
Project document updates: project schedule, stakeholder register
10.2 Management communication
Definition: Ensure the prompt and appropriate collection, generation, release, storage, retrieval, management, supervision, and final disposal of project information
Role: Promote effective information flow between the project team and relevant parties
Need to be carried out throughout the project
enter
Project management plan: resource management plan, communication management plan, stakeholder engagement plan
Project documents: change log, issue log, lessons learned register, quality report, risk report, stakeholder register
job performance report
Work performance reports are delivered to project stakeholders through this process, including status reports, progress reports, earned value charts, trend lines, forecasts, reserve burndown charts, defect histograms, contract performance information, and risk overview information
business environment factors
organizational process assets
Tools & Techniques
communication technology
Common methods: conversations, meetings, written documents, databases, social media and websites
Influencing factors: whether the office is centralized, available resources for the team, urgency of information needs, availability and reliability of technology, ease of use, project environment (time, language, culture), sensitivity and confidentiality of information
communication method
Communication methods should be chosen to be flexible in response to changes in the membership of the stakeholder community, or in response to changes in the needs and expectations of members
interactive communication
Real-time multi-directional information exchange between two or more parties
Meetings, phone calls, instant messaging, social media, video conferencing and more
push communication
Sending or publishing information to a specific recipient, ensuring delivery but not receipt
Letters, memos, reports, emails, faxes, voicemails, blogs, press releases
pull communication
The recipient accesses the relevant content on his own (legal and compliant), suitable for large amounts of complex information or large audiences
Portals, corporate intranets, electronic online courses, lessons learned databases, knowledge bases, databases
Interpersonal communication (between individuals), group communication (3-6 people), public communication (speech), mass communication, network and social tool communication
Communication skills: including communication competencies, feedback, non-verbal skills, presentation (a presentation is the formal delivery of information and/or documents), etc.
Project Management Information System (PMIS): including electronic project management tools, electronic communication management, social media management, etc.
Project report released
Collect and publish project information
Interpersonal and team skills
active listening
conflict management
cultural awareness
Understand the differences between individuals, groups, and organizations and adapt project communication strategies accordingly
Cultural awareness and sensitivity help project managers plan communications based on the cultural differences and cultural needs of stakeholders and team members
Reduce misunderstandings and communication errors caused by cultural differences
Conference management
Definition: Taking steps to ensure that meetings are effective and efficient in achieving their intended goals
step
Prepare and publish meeting agenda, including meeting objectives
Make sure the meeting starts and ends at the specified time
Ensure appropriate participants are invited to attend
To the point
Handle expectations, issues, and conflicts in meetings
Document all entities and assigned responsibilities
Human-computer interaction
political awareness
Project environment and the political environment of the organization
Awareness of formal and informal power relationships and willingness to work within these relationships
Meetings: Support actions defined by the communications strategy and communications plan
output
Project communication records: performance reports, status of deliverables, schedule progress, costs incurred, demonstrations, and other information required by interested parties
Project Management Plan Updates: Communication Management Plan, Stakeholder Engagement Plan
Project document updates: issue log, lessons learned register, project schedule, risk register, stakeholder register
Organizational process asset updates: project records, reports, and presentations
10.3 Supervisory communication
Definition: Ensure that the information needs of the project and its stakeholders are met
Role: Optimize the information delivery process according to the requirements of the communication management plan and stakeholder participation plan to ensure that the right content is delivered to the right audience at the right time and through the right channel.
Need to be carried out throughout the project
enter
Project management plan: resource management plan, communication management plan, stakeholder engagement plan
Project documents: issue log, lessons learned register, project communication record
Job performance data: Data on the actual type and amount of communication that occurred
business environment factors
organizational process assets
Tools & Techniques
expert judgment
Project Management Information System (PMIS): Monitor communication-related information in this system to evaluate its effectiveness and effectiveness
Data performance
Stakeholder Engagement Assessment Matrix
Information related to communication activities
Interpersonal and team skills
observe and talk
Meeting
Q2-020 Poor communication between two members is affecting the progress of the project. The project manager should first hold a meeting with the team to evaluate the current communication method. If there are problems with communication, first evaluate whether there are problems and impacts in the current approach, and initiate changes if necessary.
output
Job performance information, job performance reports: including status reports, progress reports and forecasts
Change request: Change communication management plan, revise communication requirements of relevant parties, establish new procedures to eliminate bottlenecks
Project Management Plan Updates: Communication Management Plan, Stakeholder Engagement Plan
Project document updates: issue log, lessons learned register, stakeholder register
Communication path=N*(N-1)/2, N is all relevant parties including PM