Manage Communications

Purpose:

Enables an efficient and effective communication flow between project stakeholders.

Objective:

Creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information following the communications management plan.

Description:

This process goes beyond the distribution of relevant information and seeks to ensure that the information being communicated to project stakeholders has been appropriately generated, as well as received and understood. It also provides opportunities for stakeholders to make requests for further information, clarification, and discussion. Techniques and considerations for effective communications management include, but are not limited to, the following:

- Sender-receiver 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 versus a formal report, and when to communicate face to face versus by e-mail.
- Writing style. Appropriate use of active versus 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. Listening actively (acknowledging, clarifying, and confirming understanding) and removal of barriers that adversely affect comprehension.

RASIC:

Inputs:

Communications Management Plan
Work Performance Reports

Outputs:

Project Communications
Updated Project Management Plan
Updated Project Documents

Controls:

Communication Technology
Communication Models
Communications Methods
Information Management Systems
Performance Reporting

Task Instructions:

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