814. ITTO
Process group process ITTO value
Planning Plan Communications Management
Inputs
PM Plan
Stakeholder Register
Enterprise Environmental Factors Organizational Process Assets
Tools/Tech's
Comm. Requirements Analysis Comm. Technology
Comm. Models Comm. Methods Meetings
Outputs Communications Management Plan Project Documents Updates
Executing Manage Communications Inputs Comm. Mgmt Plan
Work Performance Reports Plan
Communication Management
Manage Communications Communciation
Mgt. Plan
Control Communications Project Communications Req. Analysis
Technology Models Methods Meetings
Models Method Systems Reporting
Exp. Judgment Systems Meetings
Work Performance Information Change Requests
110 | P a g e
Enterprise Environmental Factors Org. Process Assets
Tools/Tech's
Comm. Technology Comm. Models Comm. Methods Info Mgmt Systems Performance Reporting
Outputs
Project Communications PM Plan Updates
Project Documents Updates Org. Process Assets Updates
Monitoring/Controlling Control Communications
Inputs
PM Plan
Project Communications Issue Log
Work Performance Data Organizational Process Assets Tools/Tech's
Information Management Systems Expert Judgment
Meetings
Outputs
Work Performance Information Change Requests
PM Plan Updates
Project Documents Updates Organizational Process Assets Updates
815. Only 7 % of your message is conveyed in the words themselves, while 38 %of the message is conveyed in vocal tone and inflection and 55 % in body language 2.
816. The formula that determines the complexity of communications is expressed as [N*(N-1)]/2.
817. The key output of the Plan Communications process is the communications management plan 818. The three fundamental communications methods are known as interactive, push, and pull 5.
819. Manage Communications occurs in the _executing_process of the Project Management Life cycle
820. The process of attentively responding and verifying what the sender of a message is communicating to you is called active listening 7.
821. The four basic types of communications are known as: formal written, formal verbal, informal written, and informal verbal 8.
822. A project manager spends 90% of their time on communication activities.
823. Providing information at the right time, in the right format to the right audience is called _efficient communications.
824. Providing only and exactly the information needed is defined as _effective communications 825. The sender who confirms the receiver's understanding of the message.
826. Communications occur internally and externally to the core project team, vertically (up and down the levels of the organization), and horizontally (among peers). Make sure your planning includes communicating in all of the following directions.
many people forget communications between projects as if there were no other projects that could be connected, take resources, create delays, or cause other problems on the project.
In order to have clear, concise communications, you need to handle communications in a structured way and choose the best type of communication for the situation. Information can be expressed in different ways-formally or informally, written or verbal. You need to decide what approach to use for each instance of communication. Make sure you understand the following chart:
Communication Types When Used
Formal written Complex problems, project management plan, project charter, communicating over long distances
Formal verbal Presentations, speeches
Informal written E-mail, handwritten notes, text messages, instant messaging
Informal verbal Meetings, conversations
827. Effective Communication
The sender should encode a message carefully, determine which communication method to use to send it, and confirm that the message is understood. When encoding the message, the sender needs to be aware of the following communication factors:
Nonverbal: A significant portion of in-person communication is nonverbal (i.e., based on physical mannerisms). This is also known as body language.
112 | P a g e
Paralingual: Pitch and tone of voice also help to convey a spoken message.
Words: The words and phrasing the sender chooses are an essential component to the message. But their can change depending on the accompanying nonverbal and Para lingual factors-or even the absence of those factors in written communication.
To confirm the message is understood, it's helpful for the sender to ask for feedback with questions like "Could you rephrase what i have said in your own words?" But it's ultimately up to the receiver to make sure she or he has received and understood the entire message the previous paragraph applies to individual interactions as well as to planning communication. It's possible to plan in not just the types of communications to be used, but also ways for the sender to confirm the receiver has interpreted the message as intended.
The stakeholders would reference the communications management plan to know not only what to communicate and when, but also to understand the ground rules and requirements of how to communicate and confirm understanding.
828. Effective Listening
So what should the receiver do to carefully decode the message and confirm it has been understood? The receiver should watch the speaker to pick up physical gestures and facial expressions; focus on the content of the message without judgment, distraction, or interruption; think about what to say before responding;
and use active listening. Active listening means the receiver confirms he or she is listening, expresses agreement or disagreement, and asks for clarification when necessary.
Even if a message is not understood, the receiver should still acknowledge the message by saying something like "I am not sure I understand. Can you explain that again?" Like the sender, the receiver needs to encode his or response carefully and keep in mind the potential effects of nonverbal (body language) and Para lingual communication when giving feedback.
829. As you read this chapter, you may be seeing many new terms. you can figure out most of these terms without memorization as long as understand the concept that communications must be planned and thought through to include all stakeholders in many countries. For example, can you guess what a push do not waste time memorizing them? Just read this chapter over once or twice, and you should understand the
concepts for the exam.
830. The only formula with the letter "N" in it on the exam is communication channels.
831. If you have a question like, "You have a team of four people; how many channels of communication are there?" simply draw the lines or channels of communication, as shown, to get six channels of communication.
Now let's use the formula to find the answer to the previous question. Calculate 4 times 3 (which is N-1) to get 12 and then divide by 2 to reach the answer, which is 6.
Now try it on your own. If you have four people on your project (including you, the project manager) and you add one more, how many more communication channels do you have?
The answer is 10 of course, right? Wrong! The question asked how many more. Do you know how many people get a question wrong because they read it incorrectly?
To use the trick described previously, simply draw a new person and draw lines from the new person to all the other to see that there are four more channels of communication, as shown.
114 | P a g e
To get the answer using the formula, you would have to calculate the communication channels with a team of four and with a team of five and then subtract the difference. We already did the calculation for four people to find six channels. The calculation for five team members is 5 times 4 equals 20; 20 divided by 2 equals 1 O; 10 minus 6 equals 4.
832. Communications Management Plan
The primary output of the Plan Communications Management Process is a communications management plan.
A communications management plan documents how you will manage and control communications. Many people do not realize the extent of the information that must be distributed. The following is just one portion of what you might find in a communications management plan:
What Needs to be
Communicated Why Between
Whom
Best Method for Communicating
Responsibility for Sending
When & How Often
Because communications are so complex, a communications management plan should be in writing for most projects. It must address the needs of all the stakeholders, and should account for any language and cultural differences on the project. The communications management plan becomes part of the project management plan.
833.
Employee records should be updated by PM when he completes the tasks assigned to him
834.Individual development is the Foundation of Team development
835.