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PMP Certification: A Beginner s Guide
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The Importance of Clear Communication
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I saw a cute birthday card recently that really says it all about communication The card shows three elderly men walking along the beach The first man says, It s a windy day The second man says, No, I think it s Thursday And the third man says, I m thirsty, too Let s go have a beer This kind of conversation happens far too often We only hear half of what is said, and we retain even less
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To recap, here are the seven components of the communication model:
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Sender Encoding Message (including the feedback message) Medium Minimal noise Decoding Receiver
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The PM s Role in Communications
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Communications is an important tool in project management Effective communications is a skill that helps the PM to inform the team and stakeholders about all aspects of the project The PM must develop this skill to successfully employ the tool as part of the Project Communications Management knowledge area The good news is, the communications model is simple to use; in fact, we use it from the time we learn to talk The bad news is, if the model is not used effectively, you will send or receive the wrong message Thus, the team is off building the wrong widget at the wrong time, or they are so confused they don t know what you want and may just choose to ignore you As simple as the communication model is, communicating is one of the more difficult activities in managing a project Talking is easy; communicating is a challenge!
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10: Project Communications Management
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Being able to communicate effectively is a skill that is developed and honed your entire life Communicating is not just about the sender It is an interactive, two-way session where both sender and receiver continuously influence each other as messages are cycled back and forth, on sometimes nonverbal, barely perceptible levels
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To be prepared for your PMP exam, you need to know that PMs spend an average of 90 percent of their time communicating and that any questions on communications management will likely be intermingled with other topics For example, the WBS is a communications tool, and scope and risk response strategy has to be clearly communicated to the team As a PM, you communicate to yourself internally and even in your sleep During light sleep is when some of the best ideas come to mind, so keep a pad and pencil next to your bed to capture those great ideas or reminders
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There are a multitude of reasons for good, clear, two-way communications Here are some examples:
To improve our working relationships To be able to adapt to change and enable prompt action To understand different communication styles and to take advantage of the right style to eliminate confusion and influence positive results To increase the overall quality of the project team and the deliverables
As you probably already know, there are two primary types of communication: verbal and nonverbal Verbal (or auditory) communication includes talking, singing, tone, and the pitch of your voice Paralanguage (sometimes called vocalics) is the nonverbal cues of the voice Paralanguage may change the meaning of words[2] Nonverbal communication includes body language, sign language, touch, and eye contact
The Medium (How We Deliver the Message)
Have you ever heard a person telling a joke mess up the punch line or put the emphasis on the wrong syllable Or they nailed the punch line but hesitated at the wrong time or used the wrong word When this happens, the receiver will likely say, I don t get it, or they may get the joke but will think it wasn t funny The only way to improve the delivery of a joke or any other communication is through practice Some of the more common communication delivery methods are face-to-face, written, and virtual Virtual is a whole new ballgame, as we adapt to a new generation of highly interactive, fast-paced, multitasking project managers
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