Project Communications

Management Overview

10.1 Plan Communications 10.2 Manage 10.3 Monitor

Management Communications Communications
.1 Inputs .1 Inputs .1 Inputs

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.1 Project charter .1 Project management plan .1 Project management plan
.2 Project management plan .2 Project documents .2 Project documents

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.3 Project documents .3 Work performance reports .3 Work performance data
.4 Enterprise environmental .4 Enterprise environmental .4 Enterprise environmental
factors factors factors

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.5 Organizational process assets .5 Organizational process assets .5 Organizational process assets
.2 Tools & Techniques .2 Tools & Techniques .2 Tools & Techniques

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.1 Expert judgment .1 Communication technology .1 Expert judgment
.2 Communication requirements .2 Communication methods .2 Project management
analysis .3 Communication skills information system

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.3 Communication technology .4 Project management .3 Data representation
.4 Communication models information system .4 Interpersonal and team skills
.5 Communication methods .5 Project reporting .5 Meetings

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.6 Interpersonal and team skills .6 Interpersonal and team skills
.3 Outputs
.7 Data representation .7 Meetings
.1 Work performance information
.8 Meetings
.3 Outputs .2 Change requests

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.3 Outputs .1 Project communications .3 Project management plan
.1 Communications management .2 Project management plan updates
plan updates .4 Project documents updates

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.2 Project management plan .3 Project documents updates
updates .4 Organizational process assets
.3 Project documents update updates
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Figure 10-1. Project Communications Overview

Key Concepts for Project Communications Management

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Communication is the exchange of information, intended or involuntary. The information exchanged can be in the
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form of ideas, instructions, or emotions. The mechanisms by which information is exchanged can be in:
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Written form. Either physical or electronic.

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Spoken. Either face-to-face or remote.

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Formal or informal (as in formal papers or social media).

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Through gestures. Tone of voice and facial expressions.

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Through media. Pictures, actions, or even just the choice of words.

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Choice of words. There is often more than one word to express an idea; there can be subtle differences in the
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meaning of each of these words and phrases.
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360 Part 1 - Guide
 10.1 Plan Communications Management
Plan Communications Management is the process of developing an appropriate approach and plan for project
communications activities based on the information needs of each stakeholder or group, available organizational
assets, and the needs of the project. The key benefit of this process is a documented approach to effectively and
efficiently engage stakeholders by presenting relevant information in a timely manner. This process is performed

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periodically throughout the project as needed. The inputs, tools and techniques, and outputs of the process are depicted
in Figure 10-2. Figure 10-3 depicts the data flow diagram for the process.

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Plan Communications Management

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Inputs Tools & Techniques Outputs

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.1 Project charter .1 Expert judgment .1 Communications management
.2 Project management plan .2 Communication requirements plan

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• Resource management plan analysis .2 Project management plan
• Stakeholder engagement .3 Communication technology updates
plan .4 Communication models • Stakeholder engagement

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.3 Project documents .5 Communication methods plan
• Requirements .6 Interpersonal and team skills .3 Project documents updates
documentation • Communication styles • Project schedule

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• Stakeholder register assessment • Stakeholder register
.4 Enterprise environmental • Political awareness
factors • Cultural awareness
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.5 Organizational process assets .7 Data representation
• Stakeholder engagement
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assessment matrix
.8 Meetings
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Figure 10-2. Plan Communications Management: Inputs, Tools & Techniques, and Outputs
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366 Part 1 - Guide
 4.1
Develop
Project
Charter

• Project charter

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Project
Management

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Plan
• Communications management plan

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Project management plan

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• Resource management plan 10.1 Project
• Stakeholder engagement plan Plan Management
• Project
Communications Plan
charter
Management Project management

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plan updates
• Stakeholder
Project engagement plan
Documents

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Project
Project documents
Documents

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Project documents updates
• Requirements documentation
• Project schedule
• Stakeholder register
• Stakeholder register

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Enterprise/
Organization
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• Enterprise environmental factors
• Organizational process assets
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Figure 10-3. Plan Communications Management: Data Flow Diagram

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An effective communications management plan that recognizes the diverse information needs of the project’s
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stakeholders is developed early in the project life cycle. It should be reviewed regularly and modified when necessary,
when the stakeholder community changes or at the start of each new project phase.
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On most projects, communications planning is performed very early, during stakeholder identification and project
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management plan development.

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While all projects share the need to communicate project information, the information needs and methods of distribution
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may vary widely. In addition, the methods of storage, retrieval, and ultimate disposition of the project information need
to be considered and documented during this process. The results of the Plan Communications Management process
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should be reviewed regularly throughout the project and revised as needed to ensure continued applicability.
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367
 Cross-cultural communication presents challenges to ensuring that the meaning of the message has been
understood. Differences in communication styles can arise from differences in working methods, age, nationality,
professional discipline, ethnicity, race, or gender. People from different cultures communicate using different languages
(e.g., technical design documents, different styles) and expect different processes and protocols.
The communication model shown in Figure 10-4 incorporates the idea that the message itself and how it is
transmitted are influenced by the sender’s current emotional state, knowledge, background, personality, culture, and

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biases. Similarly, the receiver’s emotional state knowledge, background, personality, culture, and biases will influence

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how the message is received and interpreted, and will contribute to the barriers or noise.

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This communication model and its enhancements can assist in developing communication strategies and plans for
person-to-person or even small group to small group communications. It is not useful for other communications artifacts

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such as emails, broadcast messages, or social media.

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Transmit

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Message
Current Current
Emotional Emotional
Encode Noise Decode

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State State
Culture: Acknowledge Culture:
Noise
• Generational Message • Generational
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• National • National
• Professional Sender Receiver • Professional
Medium
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discipline discipline
• Gender • Gender
Personality Decode Encode Personality
biases Feedback biases
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(assumptions) Noise Message (assumptions)

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Figure 10-4. Communication Model for Cross-Cultural Communication

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 10.2 Manage Communications
Manage Communications is the process of ensuring timely and appropriate collection, creation, distribution, storage,
retrieval, management, monitoring, and the ultimate disposition of project information. The key benefit of this process is
that it enables an efficient and effective information flow between the project team and the stakeholders. This process
is performed throughout the project.

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The Manage Communications process identifies all aspects of effective communication, including choice of

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appropriate technologies, methods, and techniques. In addition, it should allow for flexibility in the communications
activities, allowing adjustments in the methods and techniques to accommodate the changing needs of stakeholders

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and the project. The inputs, tools, techniques, and outputs of this process are depicted in Figure 10-5. Figure 10-6

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depicts the data flow diagram of the Manage Communications process.

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Manage Communications

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Inputs Tools & Techniques Outputs

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.1 Project management plan .1 Communication technology .1 Project communications
• Resource management plan .2 Communication methods .2 Project management plan
• Communications .3 Communication skills updates

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management plan • Communication competence • Communications
• Stakeholder engagement • Feedback management plan
plan • Nonverbal • Stakeholder engagement
.2 Project documents • Presentations plan
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• Change log .4 Project management .3 Project documents updates
• Issue log information system • Issue log
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• Lessons learned register .5 Project reporting • Lessons learned register

• Quality report .6 Interpersonal and team skills • Project schedule
• Risk report • Active listening • Risk register
• Stakeholder register • Conflict management • Stakeholder register
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.3 Work performance reports • Cultural awareness .4 Organizational process

.4 Enterprise environmental • Meeting management assets updates
factors • Networking
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.5 Organizational process assets • Political awareness

.7 Meetings
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Figure 10-5. Manage Communications: Inputs, Tools & Techniques, and Outputs
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379
 Project
Management
Plan

Project management plan • Project communications

• Resource management plan

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• Communications management plan
• Stakeholder engagement plan
Project

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Documents
Project documents updates
Project

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• Issue log
Documents • Lessons learned register
• Project schedule

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• Risk register
• Stakeholder register
Project documents
• Change log

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• Issue log
• Lessons learned register 10.2 Project
• Quality report Manage
• Project
Management
• Risk report Communications Plan

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charter Project management
• Stakeholder register plan updates
• Communications
management plan

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4.5 • Stakeholder
Monitor and engagement plan
Control
Project Work

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Enterprise/
• Work performance reports
Organization
• Organizational process
assets updates
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Enterprise/
Organization
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• Enterprise environmental factors

• Organizational process assets
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Figure 10-6. Manage Communications: Data Flow Diagram

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380 Part 1 - Guide
 10.2.3.4 Organizational Process Assets Updates

Organizational process assets that may be updated as a result of this process include but are not limited to:
Project records such as correspondence, memos, meeting minutes and other documents used on the project; and
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Planned and ad hoc project reports and presentations.

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10.3 Monitor Communications

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Monitor Communications is the process of ensuring the information needs of the project and its stakeholders are met.

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The key benefit of this process is the optimal information flow as defined in the communications management plan and
the stakeholder engagement plan. This process is performed throughout the project. The inputs, tools and techniques,

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and outputs of the process are depicted in Figure 10-7. Figure 10-8 depicts the data flow diagram for the process.

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Monitor Communications

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Inputs Tools & Techniques Outputs

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.1 Project management plan .1 Expert judgment .1 Work performance
• Resource management plan .2 Project management information
• Communications information system .2 Change requests
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management plan .3 Data analysis .3 Project management plan
• Stakeholder engagement • Stakeholder engagement updates
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plan assessment matrix • Communications

.2 Project documents .4 Interpersonal and team skills management plan
• Issue log • Observation/conversation • Stakeholder engagement
• Lessons learned register .5 Meetings plan
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• Project communications .4 Project documents updates

.3 Work performance data • Issue log
.4 Enterprise environmental • Lessons learned register
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factors • Stakeholder register

.5 Organizational process assets
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Figure 10-7. Monitor Communications: Inputs, Tools & Techniques, and Outputs
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388 Part 1 - Guide
 Project
Management 4.5
Plan Monitor and
• Work performance information Control
Project Work
Project management plan
• Resource management plan

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• Communications management plan
• Stakeholder engagement plan
4.6
Perform

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Integrated
• Change requests Change Control
Project

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Documents

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Project documents 10.3 Project
• Issue log Monitor
• Project
Management

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• Lessons learned register Communications
charter
Plan
Project management
• Project communications
plan updates
• Communications

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management plan
4.3 • Stakeholder
Direct and engagement plan
Manage

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Project Work Project
Documents
Project documents updates:
• Work performance reports • Issue log

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• Lessons learned register
• Stakeholder register
Enterprise/
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Organization
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• Enterprise environmental factors

• Organizational process assets
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Figure 10-8. Monitor Communications: Data Flow Diagram

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Monitor Communications determines if the planned communications artifacts and activities have had the desired
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effect of increasing or maintaining stakeholders’ support for the project’s deliverables and expected outcomes. The
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impact and consequences of project communications should be carefully evaluated and monitored to ensure that the
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right message with the right content (the same meaning for sender and receiver) is delivered to the right audience,
through the right channel, and at the right time. Monitor Communications may require a variety of methods, such as
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customer satisfaction surveys, collecting lessons learned, observations of the team, reviewing data from the issue log,
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or evaluating changes in the stakeholder engagement assessment matrix described in Section 13.2.2.5.
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The Monitor Communications process can trigger an iteration of the Plan Communications Management and/or
Manage Communications processes to improve effectiveness of communication through additional and possibly amended
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communications plans and activities. Such iterations illustrate the continuous nature of the Project Communications
Management processes. Issues or key performance indicators, risks, or conflicts may trigger an immediate revision.
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