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Project Communication Management for Project managers based on the PMBOK

ADVISORY ARTICLE

By Dr. T D Jainendrakumar

Madhyapradesh, India


Why is Communication Important! Because it consumes 90% of a Project Manager’s time to bridge the communication gap between all the stakeholders and sail them on the same boat to achieve project success. Communication gap can result in improper coordination of the project activities, duplication of efforts, wastage of time and resources, and can end up in the failure of the project

Types of Communication

There are mainly three types of communications;-

  1. Non-verbal Communication:   55% of conveying the message is composed of behavior & Physical Mannerisms.
  2. Verbal Communication
    • Formal (Presentations- Speeches etc.)
    • Informal (Meetings Conversations etc.)

Importance of:

    • Para-lingual: Pitch & Tone of Voice makes difference in attracting listeners.
    • Active Listening: Used in conflict resolution getting the feedback of listener and paraphrasing or reproduce the understanding in their own language so that the speaker is sure that the message is conveyed to the listener
    • Effective Listening: Watching physical gestures of the speaker and understanding more beyond the words but from his expressions.
  1. Written
    • Formal: In project plan, charter, long distances & complex problems.
    • Informal: Memos, emails, notes.
  • Communication skills allow information to flow:
      • Internally (within the organization)
      • Externally (to customers, suppliers etc.,)
      • Vertically (up and down hierarchies)
      • Horizontally (among peers
  • Communication Barriers
    • Noise
    • Distance
    • Hostility
    • Language
    • Culture
    • Evaluative tendency
    • Improper Decoding
    • Personality and interest
    • Position and status
    • Lack of responsive feedback
    • Withholding information
    • Mixed messages
    • Stereotyping

Plan Communication Management

This is the first process in this knowledge area which comes in planning process group for determining Stakeholder s’ information needs and defining communication approach:

  • Who needs What
  • When he/she needs it
  • Who will deliver
  • How will it be delivered (report, email, verbal, etc?)

This should be planned early and revised through the whole project life because improper communication planning will lead to significant problems.

More…

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About the Author

 

pmwj36-Jul2015-Jainendrakumar-PHOTODr. T D Jainendrakumar

India

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Dr. T D Jainendrakumar, PhD, MCA, PMP is an international PMP trainer, EX-Scientist/Principal Scientist/Joint Director, N.I.C, Ministry of Information and Communication Technology, Government of India, Madhyapradesh. He has over 25 years’ of extensive experience in the areas of IT Project management in e-governance at Ernakulam District Collectorate, District Courts of Kerala, Central Administrative Tribunal Ernakulam, Rajeev Gandhi National Drinking Water Mission (400 crore project), New Delhi and Principal Systems Analyst in National Informatics Centre, Madhya Pradesh State Centre especially in the following areas of specialization: IT practice management (Project Management Methodologies, Tools and techniques, Standards & Knowledge);IT Infrastructure Management (Project Governance, Assessment, Organisational Instructions & Facilities and Equipments); IT-Resource Integration Management (Resource Management, Training & Education, Career Development & Team Development);IT-Technical Support (Project Mentoring, Project Planning, Project Auditing and Project Recovery); and Business Alignment Management (Project Portfolio management, Customer Relationship Management, Vendor Management & Business performance management).

Teaching Project Management & ICT Subjects for professionals and post graduates. Master of Computer Applications (MCA), a 3 year post graduate course dealing with software Engineering and Project Management from a premier institute Anna University Campus. He is a PMP of PMI USA since 2008. Resource person of PMI, you can see his name in the PMBOK 4th edition and 5th edition published by PMI, USA under the list of contributors for project management. Scored 4.11 out of 5 in the project management (2005) examination conducted by brainbench.com, secured a Masters Certificate in Project Management, and is one among the top scorers (First in India and 3rd position in the world in the experienced category).

Published many international journal papers in PM World Today having cumulative index factors more than 2 in the areas of specialization of Project Management & Information Technology.

Holding a Hon’ Doctorate from Cosmopolitan University, USA in Project Management & Information Technology. Presently working as an independent project management consultant and an International Project management (PMP) trainer. Provided PMP training to the senior officials of big MNCs like M/S. Earnest & Young and He is a visiting professor and sharing his knowledge and experience and to handle classes in Management Information Systems, Quality Management, Project Management and Software Engineering to some of the big universities. He can be contacted at [email protected].

To view other works by this author, visit his author showcase in the PM World Library at http://pmworldlibrary.net/authors/t-d-jainendrakumar/