Communication is a project manager’s most important skill. Project Managers have to communicate with management, customers, the project team members, and the rest of the stakeholders involved with the projects.

1. Project Communications Management
By : Yogender S Rana , contact me at
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2. Learning Objective
 Communication is a project manager’s most important skill.
 Project Managers have to communicate with management, customers, the
project team members, and the rest of the stakeholders involved with the
projects.
 The formula for calculating the communication channel is
N(N-1)/2
where N represents the number of shareholders
 The communication plan should detailed how information is gathered,
organized ,accessed and dispersed.
 The communication model illustrates the flow of communication from the
sender to the receiver.
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3. Project communication management includes the processes required to ensure timely and
appropriate generation, collection, distribution , storage, retrieval and ultimate disposition of the
project information. Project Managers spend the majority of their time communication with team
members and other project stakeholders.
Project communications Management processes include the following.
1. Identify stakeholders
2. Plan communications
3. Distribute information
4. Manage Stakeholder expectations
5. Report Performance
Project Communications Management processes include the following
1. International (Within the project) and external (Customer, public)
2. Vertical (Up and down the organization) and horizontal (with peers)
3. Formal and informal
4. Official and Unofficial
5. Written and oral
6. Verbal and non-verbal
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4. Identify stakeholders
Identify stakeholders is the process of identifying all people or organization
impacted by the project documenting relevant information regarding their
interests, involvement and impact on project success. Project stakeholders are
persons and organizations such as customers, sponsors, performing organization
and the public that are actively involved in the projects. Inputs to the process
include Project Charter and Procurement Documents.
Step 1: Identifying other stakeholders is usually done by interviewing identified
stakeholders and expending the list of all potential stakeholders are included
Step 2: Power interest grid/grounding the stakeholders based on their level of
authority and their level or concern(“interest”) regarding the project output.
Step 3: Access how key stakeholders are likely to react or respond in various situations
in order to plan how to influence them to enhance their support and mitigate
potential negative impacts.
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5. Stakeholder register and strategy
Stakeholder register contains all details related to the identified stakeholder including
 Identification information: Name, Organization, position, location, role in the
project, contact information.
 Assessment Information: Major requirement, main expectation, potential influence
project, phase in the life cycle with the most interest.
 Stakeholder Classification: Internal/External, support/neutral/register etc.
Management Strategy defines an approach to increase the support and minimize
negative impact of stakeholder throughout.
Stakeholder Stakeholder
Interest in the
Project
Assessment
of Impact
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Potential Strategies for
gaining support and
reducing obstacles

6. Communication Channels
Identify common communication channels within a project is an important task
of the project manager. The number of channels depend upon the number of
members and stakeholders in a project.
The formula for calculating the number of channel is :
Number of channel= N(N-1)/2
Where N stands for the number of stakeholders
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7. Plan Communications
Plan communication is the process of determining the project stakeholder
information needs and defining a communication approach. Effective
communication means that the information is provided right format at the right
time and with the right impact.
Outputs: Communication Management plan
Tools and Techniques
Communication Requirements Analysis: The project manager should consider the
number of potential communication channels paths as an indicator of the
complexity of a project’s communications.
Communication Technology: A project team may use techniques from brief
conversations all the way through to extended meetings or from simple written
documents to material that is accessible online as methods of communication.
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8. Plan Communications
Communication Methods
Interactive Communication includes meetings, phone calls and video conferencing.
Push Communication includes letters, memos, reports, emails, faxes, voice mails,
press releases etch.
Pull Communication includes intranet sites, e-learning and knowledge repositories.
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9. Communications Plan
A communication plan organizes and documents the various metrics of
communication. It includes:
 WHAT: Expected format, content and details of what is to be communicated.
 WHOM: Appropriate information as demanded by the stakeholders needs to be
imparted to them.
 WHEN: All types of communication have a certain schedule.
 HOW: The point of origin of information, to whom it has to be sent & the mode
in which it must be sent needs to be documented in the communication
structure.
A communication plan also provides:
 Escalation processes & time frames for moving issues higher in the organization
when they can’t be solved at the lower levels.
 Instruction on how to revise & update the communication management plan
during the cours of theproject.
 A Project glossary.
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10. Distribute Information
Distribute information is the process of making relevant information available to
project stakeholders. The focus here is mainly in the execution process, which
includes implementing the communications management plan.
Tools and Techniques: Information Distribution Tools
Escalation processes & time frames for moving issues higher in the organization when
they can’t be solved at the lower levels.
 Hard copy document distributed manual filing systems, press releases and
shared access electronic database.
 Electronic communication and conferencing tools, such as e-mail, fax , voice
mail, telephone, video and web conferencing, website and web publising.
 Electronic tools for project management, such as web interface to interface to
scheduling and project management software, meeting and virtual office
support software, portals and collaborative work management tools.
By : Yogender S Rana , contact me at
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11. Manager Stakeholder Expectation
Manage stakeholder expectation is the process of communicating and working
with stakeholders to need their needs and addressing issues as they occur. The
project manager is responsible for stakeholder expectations management.
Inputs includes the issue Log. The issues are clearly stated and categorized based
on urgency and potential impact.
Inputs include the change Log which documents all the change that occur during
a project.
Tools and techniques include interpersonal and management skills as well as
communication methods.
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12. Report Performance
Report performance is the process of collecting and distributing performance
information reports, progress measurements and forecasts. The performance
process involves the periodic collection and analysis of base line versus actual
data to understand and communicate the project progress and performance as
well as to forecast the projects results.
Tools and Techniques:
Variance Analysis: is an after-the-fact look at what caused a difference between the
baseline and the actual performance.
Forecasting Method: is the process of predicting future project performance based on
the actual to date.
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13. Report Performance
Forecasting methods may be classified in different categories.
 Time Series Methods: Time series methods use historical data as the basis for
estimating future outcomes.
 Causal/Econometric Methods: If the causes are understood, projections of the
influencing variables can be made and used in the forecast, Examples of methods in
the category includes regression analysis.
 Judgmental Methods: Judgmental forecasting methods incorporate intuitive
judgments , opinions and probability estimates.
Outputs: Performance reports
By : Yogender S Rana , contact me at
rana26@gmail.com

14. Thanks for reading
By
Yogender Singh Rana
By : Yogender S Rana , contact me at
rana26@gmail.com