Define project communication
Project Communication is exchange of project information. Purpose of project communication is to meet the communication needs of stakeholders; A project manager spends about 90% of his time communicating. Project communication may be:
1. Internal Communication
Communication with stakeholders within the project and within the organization
2. External Communication
Communication with external stakeholders such as customers, vendors, other projects, organizations, govt, the public, and environmentalists
3. Formal/Official
Controlled Communication conforming to prescribed organizational rules and standards
Spoken words, voice inflections, perilingual
4. Nonverbal Communication
Gestures, facial expressions, and Body language and actions
5. Informal/unofficial
6. Written Communication
7. Effective Listening
It is paying attention to the message Sender’s gestures and facial expressions and trying to focus on the content of the message without distraction. Purpose is to understand fully what is being said
8. Active Listening
It is confirming listening to the Sender by expressing agreement or disagreement and asking for clarification when necessary; purpose is to understand fully what is being said and to assure/convey to the Sender that he is being understood
9. Interactive Communication
This is a reciprocal method involving two or more people. One person provides information; others receive it and then respond to the information
Conversations, phone calls, meetings, IM, VC, video calls
10. Push Communication
Involves a one-way stream of information. The sender provides info to the people who need it but does not expect feedback from the recipients
Project status reports, emails, biogas, memos, letters, reports, faxes, uploading
11. Pull Communication
Also involves one-way stream of information.
Internet sites, data bases, downloading, placing data on cloud and sharing the link with the recipients to retrieve it
12. Communication Channel
Is an imaginary line or link along which information flows between a sender and a receiver. The maximum number of channels in a project with n stakeholders is n(n-1)/2 With 4 stakeholders, the maximum number of channels will be 6.
13. Communication Blocker
Any act which adversely affects or cuts off communication.
Accusing, Insulting, Rudeness, Judging, Threatening, Ordering, Interrupting, Sarcasm, Cross-Talking, etc. Blocking regularly exercised on social media
14. Communication Barrier
A difficulty in communicating in any organization.
Language, cultural diversity, gender differences, complexes(inferiority/superiority), status differences, physical separation
15. Formal, Informal, Written & Verbal
These types of Communication are typically used in combination as follows:
Formal Written used for Project Management Plan, other formal documentation (such as the Project Charter), and Reports; can be both physical & electronic
Formal Verbal used for Planned Meetings & Stakeholder Briefings; can be Face-to-face or Remote (video-linked)
16. Informal Written used for Email, handwritten notes, text messages, instant messaging, social media, and websites
Informal Verbal used for Unscheduled Briefings, Conversations, and other casual discussions
Typical Examples of Communication Types & Situations
- Changes to any Project Document or Contract – It’s a Formal written type communication
- Giving presentations to management – Formal verbal
- Informing a team member about poor performance (1stnotice) – Formal verbal
- Informing a team member about poor performance (2ndnotice) – Formal written
- Scheduling a meeting – Informal written
- Clarifying a work package – Formal written/Informal verbal (depending on how the clarification was sought)
- Requesting additional resources – Formal written
- Holding a milestone party – Informal verbal
- Conducting an online bidder conference – Formal verbal (VLC) & Formal written (MOM)
