know that you believe that you understood what you think I said,
but I am not sure you realise that what you heard is not what I meant!"
Robert McCloskey: Former US State Department Spokesman
PMP Module 10 + PMBOK® Guide Chapter 10
are supplementary information that expand on the core information
contained in Mosaic's PMP Exam Prep courses. Whilst not central the the
PMP exam requirements the materials are intended to add value to our
course notes and increase the overall richness of the materials as a
project management reference resource. Topics
planned for this page include:
- Paper: Getting the 'soft stuff' right - Effective communication is the key to successful project outcomes! (Communication)
Basic communication theory is discussed in WP1066. The key role of page layout in effective comprehension of documents is defined in WP1065.
The important effect of cognitive biases on the way information is received and acted upon is discussed in WP1069.
A project manager should spend 80% to 90% of his/her time communicating. Some of the communication skills needed by successful project managers include:
- Active listening: communication is a two way process and starts with you understanding the other person's position WP1012 covers the skills needed to listen effectively and importantly, ask the right questions in the right way to elicit information.
- Presenting: the ability to make public presentations using PowerPoint to both internal groups and larger audiences. WP1009 - Presentation Skills outlines the art of public speaking.
- Writing documentation: WP1010 - Writing Skills outlines the rules for writing effective documentation.
- Managing Meetings: WP1075 - Managing Meetings outlines the rules making meetings effective - it is possible...
- Effective explanation: The art of explanation is outlined in WP1090.
- Blog (Nov. 2008): Communication Workshop
Mosaic's Director of Professional Services, Dr. Lynda Bourne in an internationally recognised authority on stakeholder management and communication. Our communication workshops are The science and art of communicating effectively [view course details], and How To Develop a Communication Plan [view course details].
To communicate properly, you need to deliver the right message to the right audience at the right time.
Step 1: Identify the Strengths, Weaknesses, Opportunities and Threats of the current situation. Lessons learned from past communications exercises help.
Step 2: Determine your communications objectives. Identify the key objectives that you want to achieve from your project communications.
Step 3: Develop your formal communications guidelines for controlling communications within your project. These may be mandated by the organisations for formal communication, but don't forget the power of informal channels as well.
Step 4: Define exactly who your team will formally communicate with. Formal communications promote a single consistent view of your project to a specified audience so that everyone has the same version of the truth.
Step 5: Now focus on specific stakeholder needs. These stakeholders will require focused information that is specific to their role in the project designed to manage your relationship with them (see: Project Stakeholders below).
Step 6: List the key messages that need to be sent to each Stakeholder and how you will deliver each message to them, through a delivery channel.
Step 7: Choose a delivery Channel for each stakeholder, these can be formal, informal direct or indirect, the key is to ensure the message gets through.
Step 8: Plan your communication schedule: activities and actions that are required to deliver the right messages to the right people at the right time throughout the project. Include communication events in the project schedule, specify the time frames for completion and any dependencies on other events in the schedule. Report on communication in the same way as any other project task!
Step 9: Detail management. define the purpose of each communication, how it will take place and when it should occur. Identify who will manage them and who will review their effectiveness. Monitor the effect of your communication on stakeholders ask "is it working?". and take appropriate action (see: Beyond Reporting - The Communication Strategy).
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