Question 6: List and explain in brief the various types of communication in project management.
Answer:
Answer:
Communication management in a project is defined as the process of creating, gathering, distributing, storing, retrieving, and ultimately disposing project information. The project managers systematically plan, implement and monitor the communication within the project team and with the project stakeholders. The communication management process is a set of steps considered while communicating in a project team. A project team frequently communicates within the team, with the project manager and also with the project stakeholders. A good communication management process can make these communications effective by creating a link between different stakeholders engaged in the same project.
Importance of communication management:
Effective communication management leads to a successful project. It is delivered on time, with minimal or no defects and within the budget. Such projects provide client satisfaction.
In a properly structured project, project communication should be open, regular and accurate within the various levels, i.e., stakeholders, project manager and project team members. The project staff or team should know its roles and responsibilities, which has to be efficiently communicated by the project manager. At the same time, right expectations with respect to budget, time constraints and quality should be set with the client and properly communicated, so as to prevent any future uncertainties. Similarly, the project staff should frequently update the project manager regarding the progress of the project. Such updates from the project team are essential for the project manager to closely monitor the project.
Information needs to be communicated to a project team based on the team member ranking within the organization. The project team releases newsletters, articles and trends followed within the project on a regular basis, so that the team members and stakeholders would get adequate project information and can scale up accordingly. Critical project and organization information can only be communicated to the board members of the organization, whereas the project functionality, deadlines and other project requirements can be communicated to the project team.
Various types of communication in project management are:
- Internal and external:
Internal communication occurs within the project team, while external communication occurs with the stakeholders.
Internal communication involves the communication that exists within a company and can take many forms.
Key to the success of an organization is communication from within. In order to effectively engage in two-way symmetrical communication, (the goal of public relations practitioners), communication is essential internally.
External communication covers how a provider interacts with those outside their own organization. This may be with the public, employers, community organizations, local authorities, job centers, careers offices, funding bodies, specialist agencies and other training providers.
- Formal and informal:
Formal communication includes reports, logs, memos, emails and project meetings.
Informal communication includes discussions which can be either face-to-face or over calls.
If formal communication is viewed like dressing for a black tie affair, informal communication is like dressing casually and wearing slippers around the house. Much informal communication occurs on a person-to- person basis, in a face-to-face manner, without ceremony or fanfare. Other ways to communicate in an informal manner may include texting, post-it notes, an informal...
- Vertical or horizontal:
In vertical communication the team members discuss project issues with managers at various levels. In horizontal communication the team members discuss the project issues with the peer groups in the project.
In vertical communication the team members discuss project issues with managers at various levels. In horizontal communication the team members discuss the project issues with the peer groups in the project.
In a organization, verticle communication is communication between those who are on different levels of authority within the company. Examples are: manager to employee, general manager to managers, foreman to machine operator, head of the department to cashiers, etc.
On the other hand, horizontal communication is communication between people on the same level of authority. Like an organizational chart one communicates horizonilly with people of same 'authority' with similar 'power' or grade or pay band.
- Official and unofficial:
Official communication includes circulars and reports which carries official sanctity. Unofficial communication includes all off-the- record interactions in a project.
Astute program and functional managers recognize that a great deal of communication taking place within their organizations is interpersonal. News of revised policies and procedures, memoranda, and minutes of meetings are subjects of conversation throughout the organization. These subjects often share the floor with discussions of TV shows, sports news, politics, and gossip.
The "grapevine" is a part of the unofficial communication process in any organization. A grapevine arises because of lack of information employees consider important: organizational changes, jobs, or associates. This rumor mill transmits information of highly varying accuracy at a remarkable speed. Rumors tend to fall into three categories: those reflecting anxiety, those involving things hoped for, and those causing divisiveness in the organization. Some rumors fade with the passing of time; others die when certain events occur.
- Oral and written:
Oral communication includes discussions in meetings or telephone calls (one-to- one/conference) and written communication involves all correspondence through letters and emails.
Written communication you have access to it to refer back to if needed, oral communication you have to rely on memory, written communication allows you to maintain the information and remember as you are writing the information down.
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