Unit 4: Understand communication within project management

Question 1

4.1
Explain 3 benefits of an effective Communication Plan.

Answer 1

Enhanced stakeholder engagement

Records the best method of communication

Ensures a consistent approach to communication

Question 2

4.2

Explain 2 reasons for undertaking stakeholder analysis.

Explain 1 way a project professional could engage the following stakeholders:

Low Power / High Interest
High Power / Low Interest

Answer 2

Maintaining relationships -
A stakeholder with low power and low interest to the project may need to be monitored and provided with some communication on an ad-hoc basis. By documenting this in the communication plan ensures this type of stakeholder doesn’t get ignored - a situation could arise where their level of power or interest changes and when this happens, at least the communication channel is already open.

Building relationships - A stakeholder with high power, low interest would need to have considerable communication in the plan to ensure that they do not inadvertently cause issues due to being ill informed. For such stakeholders, active engagement will be needed to develop their interest and ultimately gain their support.

Question 3

4.4 - Sources of conflict

Answer 3

Conflict between the PS and organisation steering group during concept phase when:
securing funding or project support via approval of the business case

Conflict between the PS and PM during definition phase when agreeing the PMP e.g. scope not aligning with the budget and agreeing the resource plan.

Conflict between PM and Suppliers during deployment phase: e.g delays with resource availability

Conflict between PM and team members during deployment phase: e.g. delays with progress, deadlines missed.

Question 4

4.5 - Ways of managing conflict

Answer 4

The Thomas Kilmann model explains 5 ways of managing conflict

1. Avoid the conflict - useful when the issue is trivial or more important issues are pressing.
2. Accommodate the conflict - the individual feels their relationship with the other person is more important and so agrees with the other persons point of view.
3. Compromise - Both parties will find a mutually agreeable middle ground to the situation through negotiation. By compromising, no party wins or loses.
4. Collaborate - Both parties willing to work together in a highly co-operative way until they resolve the situation. They will strive for a win-win solution. The collaborative negotiations will take time as issues are explored and information is shared.
5. Compete - The highly assertive party wins and the other loses, often used when quick solutions or decisions are required due to an emergency issue.

Question 5

4.6 - Explain 1 factor when in negotiation against the following

BATNA
ZOPA
WIN / WIN

Answer 5

BATNA - best alternative to a negotiated agreement - the best fall back position for the negotiation. Knowing the other party’s fall back position is very useful as it opens up negotiation.

ZOPA - zone of possible agreement
Knowing both parties ZOPA, the bargaining range can be understood - where both parties’ minimum targets overlap. The overlap enables a successful outcome to the negotiation within the ZOPA range.

WIN/WIN - Both parties can achieve a Win through a collaborative approach using problem solving skills, more advanced communication and by developing strong trust-based relationships.