Question

There can be difficulty in communicating with the appropriate clarity and detail. Sometimes it’s the project manager who can’t stop outlining every single technical step in excruciating detail to the executive committee. Other times it’s the executive unable to translate the grand strategic vision into actual project objectives and scope. Or it’s the sponsor who doesn't engage with external stakeholders beyond a press release. How does a project manager and their team settle in on the right level of communication for a project?

Answer 1

"The project manager is required to ensure that everyone is clear about what he or she must achieve and he or she also needs to clearly report on progress to the project board and/or project sponsors, to complete the project successfully. Based on stakeholder analysis, the project manager and the project team can determine the communications that are needed.

• The stakeholder communications requirements in order to communicate the appropriate information as demanded by the stakeholders.
• Information on what is to be communicated. This plan includes the expected format, content, and detail—thinks project reports versus quick e-mail updates.
• Details on how needed information flows through the project to the correct individuals. The communication structure documents where the information will originate, to whom the information will be sent, and in what modality the information is acceptable.
• Appropriate methods for communicating include e-mails, memos, reports, and even press releases.
• Schedules of when the various types of communication should occur. Some communications, such as status meetings, should happen on a regular schedule, while other communications may be prompted by conditions within the project.
• Escalation processes and timeframes for moving issues upwards in the organization when they can't be solved at lower levels.
• Methods to retrieve information as needed.
• Instructions on how the communications management plan can be updated as the project progresses."

References

Rajkumar, S. (2010). Art of communication in project management. Paper presented at PMI® Research Conference: Defining the Future of Project Management, Washington, DC. Newtown Square, PA: Project Management Institute.

https://www.pmi.org/learning/library/effective-communication-better-project-management-6480