PMp 10#

Acknowledgment

The receiver signals that the message has been received. An acknowledgment shows receipt of the message, but not necessarily agreement with the message.

Active listening

The receiver confirms that the message is being received through feedback, questions, prompts for clarity, and other signs of confirmation.

Choice of media

The best modality to use when communicating that is relevant to the information being communicated.

Communication assumptions

"Anything that the project management team

believes to be true but hasn’t proven to be true. For example, the project management team may assume that all of the project team can be reached via cell phone, but parts of the world, as of this writing, don’t have a cell signal."

believes to be true but hasn't proven to be true. For example, the project management team may assume that all of the project team can be reached via cell phone, but parts of the world, as of this writing, don't have a cell signal. "

Communication barrier

Anything that prohibits communication from occurring.

Communication channels formula

N(N – 1)/2, where N represents the number of identified stakeholders. This formula reveals the total number of communication channels within a project.

Communication constraints

"Anything that limits the project management

team’s options. When it comes to communication constraints, geographical locales, incompatible communications software, and even limited communications technology can constrain the project team."

team's options. When it comes to communication constraints, geographical locales, incompatible communications software, and even limited communications technology can constrain the project team. "

Communications management plan

A project management subsidiary plan that defines the stakeholders who need specific information, the person who will supply the information, the schedule for the information to be supplied, and the approved modality to provide the information.

Decoder

The device that decodes a message as it is being received.

Effective listening

The receiver is involved in the listening experience by paying attention to visual cues from the speaker and paralingual characteristics, and by asking relevant questions.

Encoder

The device that encodes the message being sent.

Feedback

The sender confirms that the receiver understands the message by directly asking for a response, questions for clarification, or other confirmation.

Influence/impact grid

Stakeholders are mapped on a grid based on their influence over the project in relation to their influence over the project execution.

Information presentation tools

A software package that allows the project management team to present the project’s health through graphics, spreadsheets, and text. (Think of Microsoft Project.)

Information retrieval system

A system to quickly and effectively store, archive, and access project information.

Interactive communication

This is the most common and most effective approach to communication. It’s where two or more people exchange information. Consider status meetings, ad-hoc meetings, phone calls, and videoconferences.

Lessons learned

"This is documentation of what did and did not work in the project implementation. Lessons learned documentation is created throughout the project by the entire project team. When

lessons learned sessions are completed, they’re available to be used and applied by the entire organization. They are now part of the organizational process assets."

lessons learned sessions are completed, they're available to be used and applied by the entire organization. They are now part of the organizational process assets. "

Medium

The device or technology that transports a message.

Noise

Anything that interferes with or disrupts a message.

Nonverbal

Facial expressions, hand gestures, and body language are nonverbal cues that contribute to a message. Approximately 55 percent of communication is nonverbal.

Paralingual

"The pitch, tone, and inflections in the sender’s

voice affecting the message being sent."

voice affecting the message being sent. "

Performance report

A report that depicts how well a project is performing. Often, the performance report is based on earned value management and may include cost or schedule variance reports.

Project presentations

Presentations are useful in providing information to customers, management, the project team, and other stakeholders.

Project records

"All the business of the project communications is also part of the organizational process assets.

This includes e-mails, memos, letters, and faxes."

This includes e-mails, memos, letters, and faxes. "

Project reports

Reports are formal communications on project activities, their status, and conditions.

Receiver

The person who receives the message.

Sender

The person who is sending the message.

Sender–receiver models

Feedback loops and barriers to communications.

Stakeholder notifications

Notices to the stakeholders about resolved issues, approved changes, and the overall health of the project.

Time reporting system

A system to record the actual time to complete project activities.