projec communication management

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Project communication

management



communication

� Definition of communication

� Communicating parties(human and non-human)

�

Communication noise� Basic model of communication

� Modes of communication in an organizaton

�

Communication channels� Processes

� 7 barriers of great communication



communication

� Communication is a process whereby meaning is definedand shared between living organisms.

� Communication requires a sender, a message, and anintended recipient

� An exchange of information� An act or instance of transmitting information

� A process by which meanings are exchanged betweenindividuals through communication system

� communication can occur across vast distances in time andspace.

� Communication requires that the communicating partiesshare an area of communicative commonality



Human communication

� Human spoken and picture languages can be described as a systemof symbols (sometimes known as lexemes) and the grammars (rules)

by which the symbols are manipulated. The word "language" alsorefers to common properties of languages.

� Language learning normally occurs most intensively during humanchildhood. Most of the thousands of human languages use patternsof sound or gesture for symbols which enable communication withothers around them. Languages seem to share certain properties,although many of these include exceptions. There is no defined line

between a language and a dialect.

� A variety of verbal and non-verbal means of communicating existssuch as body language; eye contact, sign language, paralanguage,haptic communication and media such as pictures, graphics, sound,and writing.



1)Nonverbal communication

� Nonverbal communication describes the process of conveyingmeaning in the form of non-word messages through e.g. Gesture,body language or posture facial expression and eye contact, objectcommunication such as clothing , hairstyles, architecture , symbolsand info graphics , as well as through an aggregate of the above.

� Non-verbal communication is also called silent language and playsa key role in human day to day life from employment relations toromantic engagements.Speech also contains nonverbal elements known as paralanguage .These include voice quality, emotion and speaking style as well asprosodic features such as rhythm, intonation and stress.

� Likewise, written texts include nonverbal elements such ashandwriting style, and the use of emoticons to convey emotionalexpressions in pictorial form.



� Visual communication is the conveyance of ideasand information through creation of visualrepresentations.

�

Primarily associated with two dimensionalimages, it includes: signs, typography, drawing,graphic design, illustration, colours, andelectronic resources, video and TV. Recentresearch in the field has focused on web design

and graphically oriented usability.� Graphic designers use methods of visual

communication in their professional practice.

2)Visual communication



3)Oral communication

� Oral communication includes discussion, speeches, presentations,interpersonal communication and many other varieties.

� In face to face communication the body language and voicetonality plays a significant role and may have a greater impact onthe listener than the intended content of the spoken words.

� A great presenter must capture the attention of the audience andconnect with them.

� For example, out of two persons telling the same joke one maygreatly amuse the audience due to his body language and tone of voice while the second person, using the exact same words, boresand irritates the audience.

� Visual aid can help to facilitate effective communication and isalmost always used in presentations for an audience.



Nonhuman communication

� Every information exchange between living organisms ² i.e.

transmission of signals that involve a living sender and

receiver can be considered a form of communication; and even

primitive creatures such as corals are competent to

communicate.

� Nonhuman communication also include cell signaling, cellular

communication and chemical transmissions between primitive

organisms like bacteria and within the plant and fungal

kingdoms.



Communication Noise

� In any communication model, noise is interference with the

decoding of messages sent over a channel by an encoder.

There are many examples of noise:

� Environmental Noise:

Noise that physically disrupts

communication, such as standing next to loud speakers at a

party, or the noise from a construction site next to a

classroom making it difficult to hear the professor.

� Physiological-Impairment Noise: Physical maladies that

prevent effective communication, such as actual deafness or

blindness preventing messages from being received as they

were intended.



Basic Model of Communication

message

medium noise

encode decode



Modes of communication in an

organization.

� Life is changing faster than can be envisaged. Technology is changing theway one lives and works every day.

� Offices are going paperless and µgreen¶ and the distances are getting lesser with each passing second.

�

Time zone differences do not stand in the way of being productive in anywork environment..

� Earlier, business communication was about sending memos, writing business letters and so on. With technological changes, contemporary business communication is much more than that. Now, workforces interactvia Emails, Teleconferencing and Videoconferencing. It becomesimperative for everyone to know how to communicate with their peers in

the industry they work in, to follow current standards of businesscommunication.

�



Email as mode of business

communication� Emails

� replacing all paper memos, minutes of meetings and all other official

communication, it is essential that the senders know how to follow the trends and

adhere to principles at the same time. According to Scot Ober, in Email

communication format and content both should be carefully examined before

hitting the send button.

� Teleconferencing

Primarily, in any conference meeting whether it is telephonic or video, the different

time zones should be considered before scheduling the meeting and blocking the

participantsOutlook Calendars. Ideally, an audio conferencing bridge or

conferencing service should be used and the numbers should be distributed to theparticipants well before the meeting.

� Videoconferencing

In a videoconference, the principles of teleconference should be followed for planning

and agenda; and the audience should be aware of the camera .



Formal communication

� written or oral - follows the chain of command of theformal organization; the communication flows from themanager to his immediate subordinates.

� Each recipient then re-transmits the message in the

selected form to the next lower level of management or tostaff members, as appropriate. The message progressesdown the chain of command, fanning out along the way,until all who have a need to know are informed. Formalcommunication also flows upward through the organizationon the same basis.

� Formal communication normally encompasses thetransmittal of goals, policies, instructions, memoranda, andreports; scheduled meetings; and supervisory-subordinateinterviews.



Informal communication

� Informal communication arises out of all those channelsthat fall outside the formal channels and it is also known asgrapevine. It is established around the societal affiliation of members of the organization.

�Informal communication does not follow authority lines asin the case of formal communication.

� Informal communication takes place due to the individualneeds of the members of an organization and subsists inevery organization. Normally, such communication is oral

and may be expressed even by simple glance, sign orsilence. Informal communication, is implicit, spontaneousmultidimensional and diverse. It oftenly works in group of people, i.e. when one person has some information of interest; he passes it on to his informal group and so on.



Communication channels

� The communication environment can be

regarded as a network of channels. most

channels are two way channels. The number

of two-way channels.N can be calculated from

the formula

� N=X(X-1)

� 2



Upwards communication to

management

Lateral

communications to

peers, other functional

group or customers

Lateral

communication to

friends socialgroup,both formal

and informal

Downward communication

to subordinates.project

office,personnel

Project manger



Project Communications Management includes the

processes required to ensure timely and appropriate

g eneration, collection, dissemination, stora g e, and ultimate

disposition of project information.

� Following are major processes:

� Communication planning

�

Information distribution� Performance reporting

� Administrative closure

Project communication management

processes



Communication planning

� is the art and science of reaching target audiences using marketingcommunication channels such as advertising , public relations,experiences or direct mail for example. It is concerned withdeciding who to target, when, with what message and how.

� The communication plan serves as a guide to the communication

and sponsorship efforts throughout the duration of the project. It isa living and working document and is updated periodically asaudience needs change.

� It explains how to convey the right message, from the rightcommunicator, to the right audience, through the right channel, atthe right time.

� It addresses the six basic elements of communications:communicator, message, communication channel, feedbackmechanism, receiver/audience, and time frame.



Communication plan

� A communication plan includes:

� Who - the target audience

� What the key messages that are trying to bearticulated

� When timing, it will specify the appropriate time of delivery for each message

� Why the desired outcomes

� How - the communication vehicle (how the message

will be delivered)� By whom - the sender (determining who will deliver

the information and how he or she is chosen)



Information distribution

� Any project requires good communications to manageday-to-day activities and ensure success of the project.

� Project managers need to understand the processes of Project Communications Management, and how those

processes help promote success and resolvedifferences among project stakeholders.

� Project managers need to plan out a strategy to ensurethat needed information is gathered and producedefficiently. Finally, project managers are responsible fordistributing information to all stakeholders--internaland external--concerning all project managementKnowledge Areas.



�Information Distribution is about assuring the right information is available to the right

people at the right time.

�Information Distribution executes the communication plan and responds to the

unexpected requests for information.�The distribution mechanism can affect the information¶s usefulness because if it is not

timely or comprehended, then it shouldn¶t have been communicated.

The only input to information distribution is:

The Communications Management Plan ± The Communications Management plan

describes the methods for obtaining and distributing project information. The

communication management plan provides:�Stakeholder communication requirements

�Information to be communicated, including format, content, and level of detail

�Individual accountable for communications

�Recipients of the information

�

Communication Methodology or Technology�Frequency of Communication

�Escalation process with associated time frames

�Change control process for the communication plan

�Dictionary of related jargon



Performance Reporting

� is the process for collecting and distributing performanceinformation" like "status reporting, progress measurement,and forecasting

� On the base of the collected performance information

concerning scope, schedule, cost and quality this processgenerates the reports which are distributed to thestakeholders .Basicly one can determine four types of reports:

� Forcast reports for describing future trends

�P rogess reports for describing trends from past to presence

� Status reports for describing actual status

� V ariance reports for describing differences between theplanned baseline and the real data



Administrative closure

� Closing a program is a time for celebration.However, to be successful and ensure programbenefits are achieved, monitoring, controlling,

and closing processes must be followed. Suchactivities require a great effort on the part of the program team and all others involved. Thiscourse is designed to help program managers

understand the processes that support theMonitoring and Controlling and Closingprocess group.



Seven Barriers to Great

Communication

� 1. Physical barriers

� Physical barriers in the workplace include:

�marked out territories, empires into whichstrangers are not allowed

closed office doors, barrier screens, separate

areas for people of different status

large working areas or working in one unit

that is physically separate from others.



Perceptual barrier

� The problem with communicating with others is that we all see theworld differently. If we didn't, we would have no need tocommunicate: something like extrasensory perception would takeits place.

� The following anecdote is a reminder of how our thoughts,

assumptions and perceptions shape our own realities:� A traveller was walking down a road when he met a man from the

next town. "Excuse me," he said. "I am hoping to stay in the nexttown tonight. Can you tell me what the townspeople are like?"

� "Well," said the townsman, "how did you find the people in the lasttown you visited?"

� "Oh, they were an irascible bunch. Kept to themselves. Took me fora fool. Over-charged me for what I got. Gave me very poor service."

� "Well, then," said the townsman, "you'll find them pretty much thesame here."



4. Cultural barriers4. Cultural barriers

� When we join a group and wish to remain in it, sooneror later we need to adopt the behaviour patterns of the group. These are the behaviours that the groupaccept as signs of belonging.

� The group rewards such behaviour through acts of recognition, approval and inclusion. In groups whichare happy to accept you, and where you are happy toconform, there is a mutuality of interest and a highlevel of win-win contact.

� Where, however, there are barriers to yourmembership of a group, a high level of game-playingreplaces good communication.



5. Language barriers

� Language that describes what we want to say

in our terms may present barriers to others

who are not familiar with our expressions,

buzz-words and jargon. When we couch our

communication in such language, it is a way of

excluding others. In a global market place the

greatest compliment we can pay anotherperson is to talk in their language.



Gender barrier

� There are distinct differences between the speech patterns in a manand those in a woman. A woman speaks between 22,000 and 25,000words a day whereas a man speaks between 7,000 and 10,000. Inchildhood, girls speak earlier than boys and at the age of three, havea vocabulary twice that of boys.

� The reason for this lies in the wiring of a man's and woman's brains.When a man talks, his speech is located in the left side of the brain

but in no specific area. When a woman talks, the speech is located in both hemispheres and in two specific locations.

� This means that a man talks in a linear, logical andcompartmentalised way, features of left-brain thinking; whereas a

woman talks more freely mixing logic and emotion, features of bothsides of the brain. It also explains why women talk for much longer than men each day.



7 InterpersonalInterpersonal barriers

� There are six levels at which people can distance themselves fromone another:

� Withdrawal is an absence of interpersonal contact. It is both refusalto be in touch and time alone.Rituals are meaningless, repetitive routines devoid of real contact.

Pastimes fill up time with others in social but superficial activities.Working activities are those tasks which follow the rules and

procedures of contact but no more.Games are subtle, manipulative interactions which are aboutwinning and losing. They include "rackets" and "stamps".Closeness is the aim of interpersonal contact where there is a high

level of honesty and acceptance of yourself and others.

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