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PMP Certification: A Beginner s Guide
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The delivery method can be formal or informal, both of which will affect the way you deliver the message An important thing to remember is that your message is likely to be received incorrectly or the meaning lost depending on your delivery method, the timing, or the mood in which you deliver the message This is especially noticeable in the face-toface delivery method For a summary of delivery methods, see Table 10-1
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Virtual Communications (Wave of the Future)
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A new medium that has emerged with the advent of computers is virtual communications Some examples include the virtual classroom or virtual worlds such as Second Life In these virtual worlds, a person can choose an avatar (a virtual alter ego) and walk,
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Face-to-face For important meetings or conferences
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Shows importance of the meeting or event and is great for networking, building trust and confidence, as well as improving relationships
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Be aware of expressions and gestures; they can be distracting or even insulting Generally, 55 percent of a message is conveyed by body language and only 7 percent in what is said; the remaining 38 percent is in tone, pitch, and volume Generally, two categories: formal (letters, contracts, and so on) and informal (e-mails, and texting, which is a whole new language in itself) Not always accepted and can be offensive in some cultures
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Written
For formal or informal, depending on the type of medium used Close proximity as appropriate
Works well in many ways to communicate to a broad diverse audience
Haptics (nonverbal touching such as a handshake, hug, slap on the back, and so on) Virtual (more detail provided later in this chapter)
Can show sincerity and friendship
Physically dispersed team members or when travel is not possible
Broader team skills, allows for follow the sun coverage in different time zones, and saves on travel and other expenses
Can be challenging and can be distracting for some especially with language or other barriers
Table 10-1 Communication Delivery Methods
10: Project Communications Management
talk, or even fly around in virtual settings According to the SecondLifecom website, Second Life is a free online virtual world imagined and created by its Residents From the moment you enter Second Life, you ll discover a fast-growing digital world filled with people, entertainment, experiences and opportunity [3]
Project Communications Management Processes
According to PMI, five processes are associated with communications management:
101: Identify stakeholders (Initiating process group) The process of identifying all the people and organizations impacted by the project and documenting relevant information pertaining to their interests, level of involvement, and impact to the success of the project 102: Plan communications (Planning process group) Determining stakeholder information needs and approach to project communications 103: Distribute information (Executing process group) The process of making relevant information available to project stakeholders as planned 104: Manage stakeholder expectations (Monitoring and Controlling process group) Working with all stakeholders to meet their communication needs and addressing issues as they occur 105: Report performance (Monitoring and Controlling process group) Collecting and distributing performance information, including status reports, progress measurements, and forecasts
1 Identify Stakeholders Process
This is a new process just added in the fourth edition of the PMBOK that is extremely important to managing projects in the real world It is critical to identify the stakeholders early in the project life cycle (see Figure 10-2) You need to know who the stakeholders are and their level of interest or influence on the project (for example, funding sponsor, end users, or managers) If you need a refresher on who the project stakeholders are, see 2
PMP Certification: A Beginner s Guide
Sponsors Operation Managers Support Managers Directors
End Users
Marketing
Project Manager
Customers
Suppliers
Project Team
Contractors Vendors
Volunteers
Figure 10-2 Identify stakeholders
Try This
How to Plan Communications for Key Stakeholders
Say for a moment you are the events center manager for an upcoming concert How do you plan for the communications needs of the stakeholders, (sponsors, team, and so on) for this event Answer: The best way to plan for communications is to brainstorm Get the core project management team together and make a list of who will be affected by this project I like to use a spreadsheet or table (refer to Figures 9-1 and 9-2 in 9) for the project team and then add to it for additional stakeholders, including their level of interest or power (that is, decision maker, end user, support manager, or customer)
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