Plan Communications Management: Tools and Techniques

1. Communication Requirements Analysis

Determines the information needs of the project stakeholders. Project resources should be expended only on communicating information that contributes to the success of the project or where a lack of communication can lead to failure.
The project manager should also consider the number of potential communication channels or paths as an indicator of the complexity of a project’s communications. The total number of potential communication channels is n(n – 1)/2, where n represents the number of stakeholders

2. Communication Technology

The methods used to transfer information among project stakeholders may vary significantly. Factors that can affect the choice of communication technology include:

Urgency of the need for information. There is a need to consider the urgency, frequency, and format of the information to be communicated
Availability of technology.
Ease of Use.
Project environment. There is a need to determine if the team will meet and operate on a face-to-face basis or in a virtual environment; whether they will be located in one or multiple time zones; whether they will use multiple languages for communication; whether there are any other project environmental factors, such as culture, which may affect communications.
Sensitivity and confidentiality of the information.

3. Communication Models

A basic communication model consists of two parties, defined as the sender and receiver.

Steps in a basic communication model are:

Encode. Thoughts or ideas are translated (encoded) into language by the sender. You encode your message into a phone call, document or IM Chat
Transmit Message. This information is then sent by the sender using communication channel (medium).The transmission of this message may be compromised by noise (static on the phone, spotty internet connection, distance, unfamiliar technology, inadequate infrastructure, cultural difference, and lack of background information)
Decode. The message is translated by the receiver back into meaningful thoughts or ideas.
Acknowledge. Upon receipt of a message, the receiver may signal (acknowledge) receipt of the message but this does not necessarily mean agreement with or comprehension of the message.
Feedback/Response. When the received message has been decoded and understood, the receiver encodes thoughts and ideas into a message and then transmits this message to the original sender.

4. Communication Methods

Interactive communication. Between two or more parties performing a multidirectional exchange of information. It is the most efficient way to ensure a common understanding by all participants on specified topics, and includes meetings, phone calls, instant messaging, video conferencing, etc.
Push communication. Sent to specific recipients who need to receive the information. This ensures that the information is distributed but does not ensure that it actually reached or was understood by the intended audience. Push communications include letters, memos, reports, emails, faxes, voice mails, blogs, press releases, etc.
Pull communication. Used for very large volumes of information, or for very large audiences, and requires the recipients to access the communication content at their own discretion. These methods include intranet sites, e-learning, lessons learned databases, knowledge repositories, etc.

5. Meetings

Plan Communications Management process requires discussion and dialogue with the project team to determine the most appropriate way to update and communicate project information.

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A summary of the Communications Management Knowledge Area based on PMBOK, 5th Edition