Communication Management seems like a trivial knowledge area however, its seems as though it needs to be implemented in a PM. This topic of communication is critical. Lack of communication is why we have so many issues with marriages, friends, etc.. Which has been the fault of humans since day 0. We all communicate daily wither facebook messenger, twitter, texting, email etc or literally Face to Face which is a lost art. However, in order to have a successful project, you need to know what various project groups are doing in order to have a clear and concise line of communication. Issues arise because someone forgot to tell this person so on and so forth.
I have two questions:
1) Who should do the communication on a project dependent on the organization set-up
2) What means or platform should be done to communicate in a professional situation?
Communication is very important in an organization. According to my current site manager, Transparency between different site/organization site is very important. what He meant by transparency is that we need to communicate. There should be a good flow of communication between the upper management, lower management, with people who run the operations. So, for your first question i thing there is no one person that can do all the communication, It's a flow.
Communicating with your project stakeholders-your team members, the project sponsor, and anyone else with an interest in the project- is critical during all the project management process. Through ongoing communication, you keep stakeholders apprised of how the project is processing, what problems you're encountering, and ow you're dealing with the problems. Regular communication also maintains project team commitment and ensures ongoing support from your project sponsor and other stakeholders
For you second question, i would like to say that for a professional situation launch meeting /face-to-face launch meeting is a good platform for communication. For an operation meeting or team meeting there can be different approach in different organization. In my current job we do have everyday 15 minutes Huddle meeting, were the employee address current day issue and try to resolve it.
I think krp67 brings up a very interesting and important topic in regards to communication techniques and style for medical device projects, and I think many projects struggle simply because of poor communication. I think the 2 major forms of communication that should be used for a project are face to face and email. In general I agree that face to face is the best, but in some situations I think email is also very appropriate. Email chains provide traceability so that it is easy to look back and remember decisions that were made previously and conversations that were had in the past. However, when discussing detailed topics email can be very confusing and in that case it is better to have face to face meetings and just take notes.
Communication is imperative to the success of any project, especially with larger companies. One thing I think is important is for the project manager to have a proper communication stream with upper management and then that can be disbursed through the project team. One thing I have noted in industry is that have the R&D/quality folks that deal directly with the product should be aligned with the marketing/sales representatives. I have seem countless times that sales and marketing will present outdated information on back orders caused from quality or design related issues and that will cause information to be skewed to upper management. The heads of each department should due their due diligence and ensure that all other departments are in alignment. Emails are definitely a quick way to communicate and ensure there is traceability but having skype meetings has also proven beneficial in terms of communication. This way presentation or slides can be shared on a common screen and walked through together to ensure the entire message is being conveyed properly.
1)Who should do the communication on a project dependent on the organization set-up?
Communication in any project is an essential tool for a PM, also regardless of your role on the project, you must learn how to communicate effectively (with the project team members or with a client) to be successful. Communication is the key for success for any project.
2)What means or platform should be done to communicate in a professional situation?
Communication is not only about speaking to and hearing from people, it’s about understanding the complete message regarding any topic. For a PM, effective communication comes from spending time with the project team, being fully engaged and prepared to listen to your project members.
I think that there should be one person to represent the work their team is doing with the other groups. If there is a manufacturing team and a development team there should be one person to compile everything and distribute it to the other groups. The project manager should make sure that all the teams are communicating with the groups they need to be communicating with.
As for the platform of communication, I think it will vary depending on who you are working with and their situation. There will be times when you work with stakeholders that could be in a different time zone than you. In that case a face to face wouldn't be the best option and you might be better off with an email or texting if they get to texts faster than emails.
Communication is key- I believe the PM is responsible for clear communications between the project team members, departments, and key stakeholders. The PM also needs to have business acumen to determine when and how to communicate with the different groups. For example the higher level executives don't want to be receiving a lot of e-mails and text messages regarding a project. They are interested on deliverables and meeting milestones. These are individuals who are looking for a high level summary on updates vs the project team that has to know granular level detail. As we learned this week, this done through Communication Planning where during the stakeholder analysis you determine the best way to communicate among the stakeholders. The Communication Management Plan includes; collection of information, distribution (who gets what info and what format etc), description of the information (format, level of detail, methods for accessing information). If PM uses these tools and techniques it will be clear 1) who is doing the communication 2) what is being communicated 3)the platform for dissemination of information.
Communication management is very important in the success of a project and an organization, making the communications management plan a very important document. The communications management plan sets up important things such as how often communication will occur. This is an important consideration because it allows the project to stay on track and ensures that all stakeholders receive all necessary information in a timely manner. Good communication is also important for the productivity of each of the project team members and without good communication it increases the possibility that the project doesn't meet requirements.
The method of communication management should be tailored to each specific company as various factors such as hierarchies, communication infrastructure, security protocols all differ between companies. Multiple methods of communication should be implemented to prevent issues where one is not available. Regular meetings can allow for communication to take place as well as possibly see where other methods have failed since the last meeting that can be improved upon for next time. Emails are a good method to send a variety of different kinds of info to multiples parties simultaneously, provided the emails are checked. For very important information a second, more direct channel of communication might be helpful to confirm that the information was received.
The matrix of power can help out here. The most powerful person according to the matrix has to communicate as everyone relies on their orders and so is mostly listened to in the whole project team. The most information with no emotions can be safely shared via email. If you want to share your latest sales reports or schedule a time to get together, email, memo, or instant message are great ways to do it. You’re communicating information. Your reader won’t be having an emotional episode while reading. Most work communication is facts and figures, so email is best for that.
The project manager should be the one communicating the project details within various teams. Communication being an important part of the project, I believe most of the communication within a project team should be carried out via emails and face-to-face. When having to communicate information to all of the team members or sending a detailed information which would need discussion having a face-to-face meeting would be the most ideal. Otherwise, communication can be made through emails by the project manager to the team member/s as and when needed. For emergency situations, phone calls may be used with the call logs being added to the reports.
Communication is very much important in the project, the communication management plan is set up so that there is proper communication within the project team as well as with the stakeholders.
The project manager should do all the communication between the project team as he is the one that is responsible for the overall project also he should communicate with the stakeholders with the insights of the project.
The platform to be used is totally dependent on the project team, project managers and the stakeholders whatever they all agree upon, it could be E-mail, companies own integrated messaging system or any other communication medium they decide on, the important part is there should be communication.
It goes without say that communication management is an essential aspect of a company's environment as it ensures a consistent flow of information to each entity in a company in order for them to fulfill their respective duties. As we learned in lecture, there are 3 types of organizations: functional, project-based, and matrix-based organizations, all of which differ in where authoritative power resides and how information flows. Communication management in functional organizations should be governed by functional heads as they hold the most influence in this company type and can therefore seek to eliminate the "information silos" that these organizations are known for. Likewise, project-based organizations are lead by project managers, who can also manage communication/information distribution between project teams to ensure that knowledge is properly passed down from team to team. This can be done through application of project documentation software that allows for access to information on all projects, both pending and completed, that can serve to address lessons learned from a previous project's pitfalls.
A matrix organization consists of both functional heads and project managers in which communication management is likely to have an impact on whether or not the company establishes itself as a "strong" or "weak" matrix organization. Which of the three organization types may prove to be the most challenging when it comes to generating an effective communications management plan across departments/teams? The PMBOK Guidebook covers other aspects of company communication by introducing topics such as communication constraints, communication models, and communication requirements analysis. How may each of these topics contribute to efficient distribution of information in any type of organization?
Communication should be present between all people in every branch of product development. Communication is the key for success in the development of a project and if even one part of a team is slacking in communication it can have detrimental effects on the overall project. It is the responsibility for the project managers to facilitate communication between all team members, but overall it is up to everyone themselves to maintain good communication between their peers. As far as the platform of communication goes I do not think it is an incredibly important decision. The only requirement is that it is accessible to all parties and a reliable means of communication.
In almost all cases it is the project manager's sole responsibility to make sure that everyone is talking regardless of organization. The title the person hold is "project manager" meaning that they must manage what is going on within the project. This includes the tasks that are required, and the people working on the project. A team sport is a perfect example for this, lets use soccer as an example. Everyone on the team has one main objective, to get the ball in the net. It can be done alone, but by doing it alone there is an extremely thin chance of scoring. The players of the team would be the people working on the project, and the coach would be the PM. The coach is not out on the field with the players, but he is making sure that they know what is going on, how to properly achieve their objective, and that the team is communicating. To best achieve this communication for a project team weekly update meetings, and conferences would be best. Also, as we have seen in our mini-sims, getting specific people together, such as department heads, is another main aspect of important communication. The project manager should also be sending emails to everyone, and basically act as a bridge (if necessary) for different departments to talk.