1. PROJECT COMMUNICATION
MANAGEMENT
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2. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PROJECT COMMUNICATION MANAGEMENT
What is Project Communications?
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Supervisor
Team
Stakeholders
Team
U
p
d
a
t
e
U
p
d
a
t
e
Report
Consult
Vertical (up and down
the organization) and
horizontal (with peers)
PM
Internal (within the project),
External (customers, vendors, other
projects, organizations), Official
(newsletter, annual report),
Unofficial (off the record
communications)
Formal (reports, minutes, briefings),
Informal (emails, memos, ad-hoc
discussions), Verbal (vice inflections) and
nonverbal (body language), written

3. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PROJECT COMMUNICATION MANAGEMENT
We have thousand ways to communicate in our world
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4. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PROJECT COMMUNICATION MANAGEMENT
Why we have to take effective communications?
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5. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PROJECT COMMUNICATION MANAGEMENT
Why we have to take effective communications?
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Projects go wrong because of poor communication

6. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PROJECT COMMUNICATION MANAGEMENT
 In fact, PMs (Project Managers) spend 90% of his
time communicating in different ways, different forms,
and to different stakeholders. Of this time spent
communicating, 50% will be spent communicating
with project team members.
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7. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PROJECT COMMUNICATION MANAGEMENT
 PMs spend most of their time communicating with
team members and other project stakeholders,
whether they are internal or external to the
organization.
 Effective communication creates a bridge between
diverse stakeholders who may have different cultural
and organizational backgrounds, different levels of
expertise and different perspectives and interests,
which impact or have an influence upon the project
execution or outcome.
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8. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PROJECT COMMUNICATION MANAGEMENT
 Project communications management is focused
upon the processes of developing a communications
management plan, gathering and distributing project
information according to the communications
management plan, and checking that you are
completing the communications activities in
accordance with the plan.
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9. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PROJECT COMMUNICATION MANAGEMENT
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Knowledge Area
Process
Initiating Planning Executing Monitoring & Contol Closing
Communication
10.1 Plan
Communications
Management
10.2 Manage
Communications
10.3 Control
Communications
Enter phase/
Start project
Exit phase/
End project
Initiating
Processes
Closing
Processes
Planning
Processes
Executing
Processes
Monitoring &
Controlling Processes

10. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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 Develop a communication plan based on the project organization
structure and external stakeholder requirements, in order to
manage the flow of project information.
 Conduct a kick-off meeting with all key stakeholders, in order to
announce the start of the project, communicate the project
milestones, and share other relevant information
Inputs
1. Project management
plan
2. Stakeholder register
3. EEF
4. OPA
Tools &
Techniques
1. Communication
requirements analysis
2. Communication
technology
3. Communication models
4. Communicaton methods
5. Meetings
Outputs
1. Communications
management plan
2. Project documents
updates

11. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Outputs
 Communications management plan
Describe how project communications will be planned,
structured, monitored and controlled.
 Can be formal or informal
 Highly detailed or broadly framed
 and based on the needs of the project.
 Project document updates
 Stakeholder register and stakeholder management
strategy, project schedule

12. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Tool and techniques
 Communications requirements analysis
Internal and external information needs? Organization
structure?
Stakeholder responsibility relationships? stakeholder
needs? number of persons involved? (N(N-1)/2 channels)
 Determine who will communicate with whom and who will receive
what information.
 Project resources shall expended only on communicating information
that contributes to success, or where a lack of information can lead to
failure.
 This does not mean that bad news shall not be communicated, but
concentrate on efforts that lead to success rather than information
dumping.

13. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Tool and techniques
 Communications technology
 As part of the communications planning, the PM should
identify all of the required and approved methods of
communicating.
 Communication modalities can also include meeting,
reports, memos, emails and so on.
 Factors that can be effect the project include urgencty,
availability, expected, duration and environment.

14. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Tool and techniques
 Communication models
N
O
I
S
E
N
O
I
S
E
Sender Receiver

15. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Tool and techniques
 Communication models
 The sender’s responsibilities are to:
 Encode the message clearly
 Select a communication method
 Send the message
 Confirm that the message was understood by the receiver
 The receiver’s responsibilities are to:
 Make sure that the information is received in its entirety
 Decode the message
 Confirm that the message was understood

16. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Tool and techniques
 Communication methods (1/2)
 Push communication (send a specific information to
speccific recipients, this ensure that message is sent but
will not certify that it is actually received or understood)
 Pull communication (used for large volume of information
and large audiences, recipients has to access the
communication content at their own discretion)
 Interactive communication (between two ormor parties in
mulidirectional => most effective way)

17. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Tool and techniques
 Communication methods (2/2)
 Individual and group meetings, video and audio
conferences, computer chats, and other remote
communication methods are used to distribute
information (formal, informal, verbal and nonverbal,
writen)
 Any time you need to get a message to a client or
sponsor, you use formal communication.
 Any project document: management plan, requirement
specification, contrac -> always formal writen.
 Meetings are always informal verbal, even if the meeting
is to say some thing really important.

18. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Tool and techniques
 Meetings
 Planning session is commonly faciliated through
meetings, which may be conducted face to face or online
and in different locations.
 Status review meetings can be used to exchange and
analyze information about the project progress and
performance.

19. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.1 PLAN COMMUNICATIONS MANAGEMENT
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Inputs
 Project management plan
 Stakeholder register
Stakeholders and information needed
 EEF
 OPA

20. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.2 MANAGE COMMUNICATIONS
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 Execute the tasks as defined in the project plan, in order to
achieve the project deliverables within budget and schedule.
Inputs
1. Communications
management plan
2. Work performance
reports
3. EEF
4. OPA
Tools &
Techniques
1. Communication
technology
2. Communication models
3. Communication
methods
4. Information
management systems
5. Performance reporting
Outputs
1. Project communications
2. Project management
plan updates
3. Project documents
updates
4. OPA updates

21. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.2 MANAGE COMMUNICATIONS
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Outputs
 Project communications
 Status reports describe where the project stands at a specific
point in time
 Progress reports describe what the project team has
accomplished during a certain perfiod of time.
 Trend reports, forecasts
 Variance report (EV, SV, CV …)
 Lesson learned documentation
 Project management plan updates
 Pproject documents updates
 OPA updates

22. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.2 MANAGE COMMUNICATIONS
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Tool and techniques
 Communication technology
 Communication models
 Communication methods

23. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.2 MANAGE COMMUNICATIONS
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Tool and techniques
 Information management systems
 Hard-copy document management, electronic
communications management, electronic project
management tools (software).
 Performance reporting
 Performance reports organize and summarize the
information gathered, present the results of any analysis
as compared to the performance measurement baseline.
 Requires some basic tasks: status review, variance
analysis, trend analysis, forecast.

24. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.2 MANAGE COMMUNICATIONS
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Inputs
 Communications management plan
 Work performance reports
Project performance and status information
 EEFs
 OPAs

25. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.3 CONTROL COMMUNICATIONS
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 Communicate project status to stakeholders for their
feedback, in order to ensure the project aligns with
business needs
Inputs
1. Project management
plan
2. Project
communications
3. Issue log
4. Work performance
data
5. OPA
Tools &
Techniques
1. Information
management systems
2. Expert judgment
3. Meetings
Outputs
1. Work performance
information
2. Change requests
3. Project management
plan updates
4. Project documents
updates
5. OPA updates

26. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.3 CONTROL COMMUNICATIONS
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Outputs
 Work performance information
Status and progress information on the project at the level of
detail required by the various stakeholders.
 Change requests
Corrective actions, preventive actions, defect repair.
 Project management plan updates
 Project documents updates
 OPA updates

27. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.3 CONTROL COMMUNICATIONS
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Tool and techniques
 Information management systems
 Expert judgment

28. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.3 CONTROL COMMUNICATIONS
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Tool and techniques
 Meetings
 General rules:
 Set a time limit; schedule recurring meeting in advance; meeting
with team regularly.
 Before the meeting:
 Have a purpose for each meeting; create agenda with team input.
 Distribute agenda before hand; bring right people together.
 Let people know their responsibility in advance.
 During the meeting:
 Chair and lead the meeting; assign deliverables and time limits
for all work assignments.
 After meeting:
 Document and publish meeting minutes

29. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
10.3 CONTROL COMMUNICATIONS
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Inputs
 Project management plan
 Project communications
 Issue log
Used to faciliate communication and ensure a common
understanding of issues
 Work performance data
Can include details about which communications have
actually been distributed, feedback on communications,
survey results on communication effectiveness, or other raw
observations identified during communication activities.
 OPA

30. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
PMI’s philosophy
 Project manager is primarily responsible for communication.
 Major source of problems in projects arise due to poor
communication.
 It is essential that the project manager distribute accurate
project information in a timely manner and to the right
audience.
 Communication may be a mixture of formal and informal,
written and verbal, but it is always proactive and thorough.
 Project manager shall emphasize on communications which
will result in positive outcomes rather than information
dumping.
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PROJECT COMMUNICATION MANAGEMENT

31. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013
Communication is very important, even in love!!!
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PROJECT COMMUNICATION MANAGEMENT

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Thank You
NEXT TOPIC:
PROJECT RISK MANAGEMENT