Communication Within Project Management Flashcards
What are the benefits of having a communication plan?
- Consistency
- Informed stakeholders
- Reduces duplication
What is a comms plan?
A document that identifies what information is to be communicated to whom, why, when, where, how, through which medium and the desired impact.
What barriers to communication can there be?
- Perception barriers - viewing the same message in different ways.
- Personality and interests - dislikes of individuals.
- Attitudes, emotions and prejudices
How do stakeholders fit into a comms plan?
Needs of a stakeholder should be clearly stated within a project plan.
It will have the stakeholder name, involvement, what info they need, who will provide it, format of communication, frequency, jargon buster, links to stakeholder engagement plan and potential barriers.
What sources of conflict can there be in a project?
- Priorities - differing views
- Cost - different views over how much things cost
- Schedules - disagreements over timing, sequencing
- Personalities
- Resources - particularly matrix
What is conflict resolution?
The process of identifying and addressing differences that if left unmanaged would affect successful completion of objectives.
How do you avoid conflict?
Conflict is inevitable but it can be reduced with effective planning.
How do you deal with conflict?
Ensure that disagreements are used productively to problem solve.
Treat it like a pilot deals with turbulence - expected and find a solution.
Attack the problem not the person.
Don’t try and hide it. Move quickly from the what and why to how to solve it.
Look out for personal agendas.
What is the Kenneth Thomas conflict handling modes diagram?
Basically in conflict situations it comes down to the extent to which an individual attempts to satisfy their own concerns and the other persons concerns.
5 conflict handling modes:
- Competing - simply trying to win
- Collaborating - problem solving and working with the other person
- Compromising - mutually acceptable
- Avoiding - not addressing the conflict.
- Accommodating - generosity
What is a negotiation?
A discussion between two or more parties aimed at reaching agreement.
Why would you need to negotiate?
To ensure there are resources, schedules are on time, standards and quality is sufficient, costs are met and people are moved around.
How do you plan for negotiation?
Understand issue/problem
Define own objectives and priorities
Study relevant reference/briefing material
Learn about opponents
Define strategy
Allocate meeting roles and responsibilities
What is BATNA?
Best alternative to a negotiated agreement.
It is an extra consideration which can be used instead of the bottom line. Encourages you to think of worst case scenarios and think longer term. Such as ‘I wont sell house for less than 650k’ but actually if you don’t sell, you wont move etc etc so maybe consider less.
What is ZOPA?
Zone of possible agreement.
It ensures that you only enter negotiations where there is a realistic chance of coming to an agreement. If they want to pay a price too low than you would ever be willing to accept then no point.
If they want to pay between 20-25k and you would only accept between 22 and 27k then your zone of possible agreement is 22 to 25k.
What is a win win?
Negotiating style aimed at both parties getting a positive result. Preserves relationship long term as well as good deal now.
Collaborative approach which requires honesty from both sides and trust.
