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Flashcards in Communication Management Deck (11):

Communication model

3 parts; the sender, the message, and the receiver

Each message is encoded by the sender and decoded by the receiver and factors would influence the way a receiver decodes a message like language environment etc


Effective communication / communication factors

Sender should encode a message carefully to determine which communication message to use to send it and the following communication factors

Nonverbal - portion of in-person communication that is nonverbal "body language"
Paralingual - pitch and tone of voice to help convey a spoken message
Words - the words and phrasing the sender chooses are an essential component to the message


Effective listening

Watch the speaker to pike up physical gestures and facial expressions focus on the content of the message and use active listening


Communication technology

Ways to communicate

Example face to face interactions telephone fax mail email instant message meetings


Communication methods

Interactive communication - method that is reciprocal and can involve 2 or many people; conversations, meetings, instant messages

Push communication - involves a one way stream of information sender provides information and does not expect feedback; status reports email updates blogs

Pull communication - information is placed in a central location and recipients are responsible for retrieving or pulling the information from that location; sending large documents


Communication channels

N ( N - 1 ) / 2

N is the number of people


Communication management plan

Documents how you will manage and control communications

What, why, who, method, responsible person, when / how often


Communication blockers

Making negative statements
Improper encoding of messages
Distance between those communicating
Noisy surroundings


Performance reporting reports

Status reports - where the project currently stands regarding the performance measurement baseline

Progress reports - what has been accomplished

Trend report - project results over time to see if performance is improving or deteriorating

Forecasting report - predicts future project status and performance

Variance report - compares actual results to baselines

Earned value report - integrates scope cost and schedule measures to assess project performance

Lessons learned documentation - reports on performance are used as lessons learned for future projects


Communication types

Formal written - complex problems, project management plan, project charter communicating over long distances
Formal verbal - presentations, speeches
Informal written - email handwritten notes, text messages, instant messaging
Informal verbal - meetings, conversations


Can the pm control all communication?
Should the pm try to control communication?
How much time should a Pm spent communicating?

Yes otherwise changes, miscommunication unclear directions and scope creep can occur