How does PMBOK approach project communication management?

「 PROJECT MANAGEMENT BODY OF KNOWLEDGE 」 February 07, 2023

How does PMBOK approach project communication management?

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How does PMBOK approach project communication management?

Project communication management is a critical aspect of project management, and the Project Management Body of Knowledge (PMBOK) provides a framework for managing it effectively. The PMBOK approach to communication management focuses on defining the stakeholders of a project, determining their communication needs, and creating a plan to meet those needs.

Communication Planning

The first step in PMBOK’s project communication management process is communication planning. This involves identifying the stakeholders of the project and determining their communication requirements. This can be done through stakeholder analysis or by reviewing the project charter.

Stakeholder analysis involves identifying the actors in the project who will be impacted by its outcome, assessing their level of interest and influence, and determining what information they need to receive. The project charter, on the other hand, outlines the purpose, goals, and stakeholders of the project, and is a useful starting point for identifying communication requirements.

Stakeholder Communication Requirements

Once the stakeholders have been identified and their communication requirements determined, the project manager must create a plan to meet those requirements. This includes determining:

  • The frequency of communication
  • The format of the communication (e.g. written, verbal, visual)
  • The content of the communication
  • The communication channels that will be used

A Gantt chart can be used to help visualize the communication plan, including the timing and frequency of communication activities.

Communication Methods

The PMBOK approach also includes a list of common communication methods, including:

  • Meetings
  • Reports
  • Status updates
  • Email
  • Presentations
  • Conferences
  • Workshops

The choice of communication method will depend on the nature of the information being communicated, the audience, and the communication requirements. For example, email may be appropriate for routine status updates, while presentations may be more suitable for communicating complex information to a wide audience.

Communication Tools

In addition to choosing the right communication method, the PMBOK approach also recommends the use of various communication tools to support effective communication. These include:

  • Project management software (e.g. Microsoft Project, Wrike, Smartsheet)
  • Collaboration tools (e.g. Monday.com, ClickUp)
  • Online Gantt charts (e.g. GanttPRO)

These tools can help ensure that communication is timely, consistent, and accessible to all stakeholders. They can also provide a centralized repository of information, making it easier for stakeholders to access the information they need.

Managing Communication Risks

Effective communication is essential for successful project delivery, but it is not without its risks. The PMBOK approach recognizes this and includes a process for managing communication risks. This involves:

  • Identifying potential communication risks
  • Evaluating the impact of those risks
  • Developing a plan to mitigate or manage the risks

For example, a risk might be that a key stakeholder is not receiving critical information. The risk management plan should include steps to ensure that this stakeholder receives the information they need, such as changing the communication channel or increasing the frequency of communication.

Conclusion

In conclusion, the PMBOK approach to project communication management provides a comprehensive framework for effectively managing communication throughout the project lifecycle. By focusing on stakeholder communication requirements, choosing the right communication methods and tools, and managing communication risks, project managers can ensure that their projects are delivered successfully.

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Shen Ting

Shen Ting is a project manager from China who now resides in the United States. She was born and raised in Shanghai, China and attended Shanghai Jiao Tong University, where she earned her bachelor's degree in mechanical engineering. After graduation, Shen Ting started her career as a project engineer at a manufacturing company in Shanghai, where she quickly proved herself as a valuable member of the team. She was soon promoted to project manager and managed multiple projects simultaneously, including the design and development of new products for the company's clients. After several years of success in Shanghai, Shen Ting decided to pursue new opportunities in the United States. She moved to San Francisco, California, where she landed a job as a project manager at a tech startup. In this role, she was responsible for managing the development of a new mobile app that was eventually released to the market to critical acclaim. Shen Ting's expertise in project management methodologies such as Agile and Lean helped her to successfully navigate the fast-paced world of tech startups. Her ability to communicate effectively and build strong relationships with stakeholders also proved invaluable.
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