PMbasics: Project communication

Information is data that has meaning for the recipient and communication is the exchange of information between two or more parties, groups or organizations. Forms of communication can be considered according to the mode (spoken, written, pictorial) transfer (indirect and direct), type (formal, informal) and to a number of other criteria. Project communication is the exchange of information specific to that project and management of communication must ensure us timely and adequate communication for the project. In the project we can communicate vocally (computer applications), through documentation (drawings, reports), electronic mail and electronic databases. In the project the most common methods of communication are: meetings, internet (facebook) page about the project, conference calls and correspondence (documents, records, correspondence).

The thing on that we particularly need to pay attention to and what is the key to successful communication is keeping the focus on the recipient, not the sender. During communication we should follow positive principles such as providing key information (deadlines, activities, results), the involvement of all relevant actors, and regularly assessing the communication plan and if is necessary update the plan.

Here is an example 🙂

What any project, regardless of its complexity should have is a communication plan. This plan should provide the already mentioned timely and adequate communication. The development plan should begin with (1) the collection of input information that you should collect from the project documentation, project content (WBS) and project objectives.. (2) After that, it is necessary to identify key participants, and (3) determine the needs of key stakeholders. With this information, we can move in (4) determining the method of communication (meetings, correspondence), and then (5) develop draft communication that necessary has to be (6) distributed to all participants. In the case of certain objections and requests we make (7) refinement of the communication plan and then ask all participants (8) for confirmation of the plan.

This process is finished, but there is still a need to keep the positive principle (giving key information) and if its necessary make changes in the plan during project management.