___

PMBOK 5.0

Chapter 10 – Project Communications

Management
___

Agenda
• Facilitator introduction
• Project Communications Management
Knowledge Area
• Plan Communications Management
• Manage Communications
• Control Communications
• Test prep questions
• Questions and answers
___

Project Communications
Management Knowledge Area
___

Project Communications Management

Includes the processes that are

required to ensure timely and
appropriate planning, collection,
creation, distribution, storage,
retrieval, management, control,
monitoring, and the ultimate
disposition of project information.

PMBOK® Guide Fifth Edition

___

Project Comms. Management

Are related to general communication skills, but they encompass much
more than an exchange of information. Considered general management
skills that the project manager utilizes on a daily basis.
PMP Study Guide 7th. Edit. – Kim Heldman

Table 2.7: Project Communications Management.

PMP Study Guide 7th. Edit. – Kim Heldman

Fig. 10.3 Project Communications Management

Knowledge Area Processes.
Communications Mgmt R50
___

Process Groups & K. Areas

PMBOK® Fifth Edition

___

Plan Communications
Management
___

Plan Communications Management

Plan Communications Management is the process of developing an appropiate
approach and plan for project communications based on stakeholder’s
information needs and requirements, and available organizational assets.

PMBOK® Guide Fifth Edition

___

Plan Communications Management

___

Plan Communications Management

Inputs

Project Management Plan

Defines how subsidiary plans will be defined and integrated into the overall project
management plan. It’s rich with constraints and assumptions that you should review as
they pertain to stakeholder communication needs.

Stakeholder register

Enterprise Environmental Factors

Organizational process assets

Special note is made to:
•Lessons learned
•Historical information elements of the organizational process assets
___

Plan Communications Management

Tools and techniques

Communication Requirements Analysis

The analysis of the communication requirements determines the information needs of the
project stakeholders.

• Organizational charts
• Project organization and stakeholder responsibility relationships
• Disciplines, departments, and specialties involved in the project
• Logistics of how many persons will be involved with the project and at which locations
• Internal information needs (e.g., within organizations)
• External information needs (e.g., with the media, public, or contractors)
• Stakeholder information and communication requirements from within

Communication Technology
The methods used to transfer information among project stakeholders may vary
significantly.

• Urgency of the need for information.

• Availability of technology.
___

Plan Communications Management

Tools and techniques

• Ease of Use.
• Project environment.
• Sensitivity and confidentiality of the information.

Communication Models
The communication models used to facilitate communications and the exchange of
information may vary from project to project and also within different stages of the same
project.

• Encode.
• Transmit Message.
• Decode.
• Acknowledge.
• Feedback/Response.
___

Plan Communications Management

Tools and techniques

Communication Methods
There are several communication methods that are used to share information among
project stakeholders.

• Interactive communication.
• Push communication.
• Pull communication.

Meetings
The Plan Communications Management process requires discussion and dialogue with
the project team to determine the most appropriate way to update and communicate
project information, and to respond to requests from various stakeholders for that
information. These discussions and dialogue are commonly facilitated through meetings,
which may be conducted face to face or online and in different locations, such as the
project site or the customer’s site.
___

Plan Communications Management

Tools and techniques

Network model with nodes

and lines connecting the
nodes.
•These lines indicate the
number of communication
channels.
Learn this
formula!!!

Participants (Participants -1) / 2

___

Plan Communications Management

Outputs

Communications Management Plan

Documents the types of information needs the stakeholders have, when the information
should be distributed, how the information will be delivered, and how communications will
be monitored and controlled throughout the project.

Type of information to communicate includes:

•Project status
•Project scope statements
•Scope statement updates
•Project baseline information
•Risks
•Action items
•Performance measures
•Deliverable acceptance, and so on

Project Document Updates

•Project schedule
•Stakeholder register
•Stakeholder management strategy
___

Plan Communications Management

Q&A
• Q1. You have eight key stakeholders (plus yourself) to
communicate with on your project. Which of the following is
true?
a. There are 36 channels of communication, and this should be a
consideration when using the communications technology tool and
technique
b. There are 28 channels of communication, and this should be
a consideration when using the communications
requirements analysis tool and technique
c. There are 28 channels of communication, and this should be a
consideration when using the communications technology tool and
technique
d. There are 36 channels of communication, and this should be
a consideration when using the communications
requirements analysis tool and technique.
___

Plan Communications Management

Q&A
Q1. You have eight key stakeholders (plus yourself) to communicate with
on your project. Which of the following is true?
a. There are 36 channels of communication, and this should be a
consideration when using the communications technology tool and
technique
b. There are 28 channels of communication, and this should be a
consideration when using the communications requirements analysis tool
and technique
c. There are 28 channels of communication, and this should be a
consideration when using the communications technology tool and
technique
d. There are 36 channels of communication, and this should be a
consideration when using the communications requirements analysis
tool and technique.

D. There are 36 channes of communication, yourself plus 8 stakeholders.

The formula is 9 (9 -1)/2 = 36. Lines of communication are considered
when using the communications requirements analysis tool and
technique.
Caso Práctico

Restablecimiento de Edificios y Servicios Educativos en Haiti,

como consecuencia del Temblor de tierra.
___

Manage Communications
___

Manage Communications
Is the process of creating, collecting, distributing, storing, retrieving, and the
ultimate disposition of project information in accordance to the
communications management plan.

PMBOK® Guide Fifth Editio n

___

Manage Communications
___

Manage Communications
Inputs
Communications Management Plan
Describes how project communications will be planned, structured,
monitored, and controlled.
Work Performance Reports
Are a collection of project performance and status information that may
be used to facilitate discussion and to create communications. To
optimize this process, it is important that reports be comprehensive,
accurate, and available in a timely manner.
Enterprise Environmental Factors
Specific factors that can influence include, but are not limited to:
• Organizational culture and structure,
• Government or industry standards and regulations and
• Project management information system.
Organizational Process Assets
Process include, but are not limited to:
• Policies,
• Procedures,
• Processes, and guidelines regarding communications management,
templates and historical information and lessons learned.
___

Manage Communications
Tools and techniques
Communications Technology
The focus is to ensure that the choice is appropriate for the information
that is being communicated.

Communications Models
The focus is to ensure that the choice of the communication model is
appropriate for the project that is undertaken and that any barriers (noise)
are identified and managed.

Communications Methods
As there can be potential barriers and challenges during this process, the
focus is to ensure that the information that has been created and
distributed has been received and understood to enable response
feedback.
___

Manage Communications
Tools and techniques
___

Manage Communications
Tools and techniques
___

Manage Communications
Tools and techniques

Effective Listening Skills Information Management Systems

• You should be as good a

listener as you are a
communicator.
u
• Appear interested in what the
speaker is saying.
• Making eye contact with the
speaker.
• Put your speaker at ease by
letting them know beforehand
that you are interested in what
they are going to talk.
• Recap what the speaker said
in your own words and tell it
back to them.
• It is impolite to interrupt.
• Are ways of getting the project
information to the project team or
stakeholders including email, hard copy,
voicemail, videoconferencing and so on.
Performance Reporting
• Involves collecting and distributing the
project information, which can include
status reports, measurements regarding
the progress of the project, and forecast
concerning future performance.
___

Manage Communications
Outputs
Project Communications may include but are not limited to:
• Performance reports
• Deliverables status
• Schedule progress, and
• Cost incurred
Project communications can vary significantly and are influenced by
factors such as, but not limited to:
• Urgency and impact of the message
• Method of delivery
• Level of confidentiality

Project Management Plan Updates

• Project baselines (scope, schedule, and/or cost). Each of these areas
may require updates based upon the current performance of the project
against the performance measurement baseline (PMB). The PMB
integrates scope, schedule, and cost parameters, but may also include
technical and quality parameters.
• Communications management plan
• Stakeholder management plan.
___

Manage Communications
Outputs

Project Documents Updates

Project documents that may be updated include, but are not limited to:
• Issue log,
• Project schedule and
• Project funding requirements.

Organizational Process Assets Updates, may include, but are not limited to:
• Stakeholder notifications
• Project reports
• Project presentations
• Feedback from stakeholders and
• Lessons learned documentation
___

Manage Communications Q&A

Q2. Receivers in the communication
model filter their information through
all of the following except:
a. Culture
b. Knowledge of subject
c. Habits
d. Language
___

Manage Communications Q&A

Q2. Receivers in the communication model filter their
information through all of the following except:
a. Culture
b. Knowledge of subject
c. Habits
d. Language

C. Receivers filter information through cultural

considerations, knowledge of the subject matter,
language abilities, geographic location, emotions,
and attitudes.
Análisis de Video

Resumen + Matriz de Comunicacion.

___

Control Communications
___

Control Communications
Control Communications is the process of monitoring and controlling
communications throughout the entire project life cycle to ensure the
information needs of the project stakeholders are met.

Exam Spotlight
According to the PMBOK Guide, this process is concerned
with evaluation and controlling the impact messages may
carry and delivering the right message to the right people at
the right time.

PMBOK® Guide Fifth Edition

___

Control communications

PMBOK® Guide Fifth Edition

___

Control Communications
Tools and techniques

Information Management Systems

An information management system provides a set of standard tools for the project
manager to capture, store, and distribute information to stakeholders about the project’s
costs, schedule progress, and performance.
Type of distribution formats:
•Spreadsheet analysis
•Presentations
•Table reporting and
•Graphic capabilities

Expert Judgment
Expert judgment is often relied upon by the project team to assess the impact of the
project communications, need for action or intervention, actions that should be taken,
responsibility for taking such actions, and the timeframe for taking action.

Meetings
The Control Communications process requires discussion and dialogue with the project
team to determine the most appropriate way to update and communicate project
performance, and to respond to requests from stakeholders for information.
___

Control Communications
Outputs

Work performance information

Includes informaction you’ve gathered and analyzed about the progress of the project to
date. Typically documented in the work performance reports (an output of the Monitor
and Control Project Work process) and is distributed to the stakeholders.

Change requests
Come about as a result of actions taken to correct issues; to modify scope, schedule, or
budget; or other items. These acions and decisions are made as a result of reviewing
work performance information.
Project management plan updates

Project documents updates

•Project management plan
•Project documents
•Project baselines, and more

Organizational process assets updates

___

Differences between….

All are either inputs and/or outputs of various

processes in the Executing and Monitoring and
Controlling process groups.

They are similar but do have differences.

Understand the differences for the exam!!!!

PMBOK® Guide Fifth Edition
___

Control Communications Q&A

Q3. You are holding a regularly scheduled meeting for
your project. You know all of the following are true
regarding status meetings except which one?
a. Status meetings are a type of communication method,
which is a tool and technique of the Control
Communications procedure
b. Status meetings are a type of interactive communication.
c. Status meetings are a way to formally exchange
information and update the stakeholders regarding
project status.
d. Status meetings should be held throughout the project
and at regularly scheduled intervals.
___

Control Communications Q&A

Q3. You are holding a regularly scheduled meeting for your
project. You know all of the following are true regarding status
meetings except which one?
a. Status meetings are a type of communication method, which is
a tool and technique of the Control Communications procedure
b. Status meetings are a type of interactive communication.
c. Status meetings are a way to formally exchange information
and update the stakeholders regarding project status.
d. Status meetings should be held throughout the project and
at regularly scheduled intervals.

A. Communication methods are a tool and technique of the

Manage Communications process.
___

Control Communications Q&A

Q4. You are performing actions such as
collecting and reporting information
regarding the progress of the project and
ensuring that the right information is
delivered to the right people at the right time.
Which process are you performing?
a. Control Communications
b. Perform Integrated Change Control
c. Monitor and Control Project Work
d. Control Procurements
___

Control Communications Q&A

Q4. You are performing actions such as collecting and reporting
information regarding the progress of the project and ensuring
that the right information is delivered to the right people at the
right time. Which process are you performing?
a. Control Communications
b. Perform Integrated Change Control
c. Monitor and Control Project Work
d. Control Procurements

A. This question describes the Control Communications process,

which is concerned with collecting and reporting information
regarding project progress and project accomplishments to the
stakeholders.
Recomendaciones para
un Project Manager

Artículo - Recomendación. Harvard Business Review

ó
Video ProjectManager.com
Bonus

1. Kick-Off: Por que es importante?

2. Comunicación del Proyecto y Social Media.

___

Test prep questions

___

Exam Spot
1.All of the following are true regarding Plan Communication Management
except for which one?
a.The communications management plan is a subsidiary plan of the project
management plan.
b.This process should be completed as early in the project as possible
c.It’s tightly linked with entreprise environmental factors and all organizational
process assets are used as inputs for this process.
d. Communications requirements analysis, communication technology,
communication methods, and expert judgement are tools and techniques of this
process
___

Exam Spot
1.All of the following are true regarding Plan Communication Management
except for which one?
a.The communications management plan is a subsidiary plan of the project
management plan.
b.This process should be completed as early in the project as possible
c.It’s tightly linked with entreprise environmental factors and all organizational
process assets are used as inputs for this process.
d. Communications requirements analysis, communication technology,
communication methods, and expert judgement are tools and techniques
of this process.

D. Communications requirements analysis, communication technology,

communication models, communications methods, and meetings are the
tools and techniques of the Plan Communications Management process.
___

Exam Spot
2.You are preparing your communications management plan and know
that all of the following are true except for which one?
a.Decode means to translate thoughts or ideas so they can be understood by
others.
b. Transmits concerns the method used to convey the message.
c.Acknowledgement means the receiver has received and agrees with the
message.
d.Encoding and decoding are the responsibility of both the sender and receiver.
___

Exam Spot
2.You are preparing your communications management plan and know
that all of the following are true except for which one?
a.Decode means to translate thoughts or ideas so they can be understood by
others.
b. Transmits concerns the method used to convey the message.
c.Acknowledgement means the receiver has received and agrees with the
message.
d.Encoding and decoding are the responsibility of both the sender and receiver.

C. Acknowledgement means the receiver has received the message but

does not mean they agree with the message.
___

Exam Spot
3.Which of the following ensures that information is distributed but does
not acknowledge or certify that it was understood by intended receiver(s)?
a. Push communication
b. Interactive communication
c. Transmit
d. Message and feedback message
___

Exam Spot
3.Which of the following ensures that information is distributed but does
not acknowledge or certify that it was understood by intended receiver(s)?
a. Push communication
b. Interactive communication
c. Transmit
d. Message and feedback message

A.Push communication assures that information is distributed to specific

recipients but does not certify that it was understood by the intended
recipients.
___

Exam Spot
4.You need to communicate information in a multi-directional fashion with
several stakeholders. Which of the following is true?
a.This describes push communication, which is a communication model
b.This describes interactive communication, which is a communication method.
c.This describes communication requirements analysis, which is a
communication model.
d.This describes pull communication, which is a communicaction model
___

Exam Spot
4.You need to communicate information in a multi-directional fashion with
several stakeholders. Which of the following is true?
a.This describes push communication, which is a communication model
b.This describes interactive communication, which is a communication
method.
c. This describes communication requirements analysis, which is a
communication model.
d.This describes pull communication, which is a communicaction model

B. This describes interactive communication. It is a communication

method, which is a tool and technique of Plan Communication
Management.
___

Exam Spot
5.Communication technology takes into account all of the following
factors that can affect the project except for which one?
a. Urgency of the need for information
b. Project environment
c. Reasons for the distribution of information
d. Duration of the project
___

Exam Spot
5.Communication technology takes into account all of the following
factors that can affect the project except for which one?
a. Urgency of the need for information
b. Project environment
c. Reasons for the distribution of information
d. Duration of the project

C. Reasons for the distribution of information belong in the

communications management plan.
___

Exam Spot
6.You have accumulated project information throughout the project and
need to distribute some important information you just received. Which of
the following is not an information distribution tool?
a. Project reports
b. Electronic databases
c. Electronic mail
d. Manual filing system
___

Exam Spot
6.You have accumulated project information throughout the project and
need to distribute some important information you just received. Which of
the following is not an information distribution tool?
a. Project reports
b. Electronic databases
c. Electronic mail
d. Manual filing system

A.Project reports describe project status and are an item that is

distributed, not a distribution tool.
___

Exam Spot
7.You know that the next status meeting will require some discussion and
a decision for a problem that has surfaced on the project. To make the
most accurate decision, you know that the number of participants in the
meeting should be limited to:
a. 1 to 5
b. 5 to 11
c. 7 to 16
d. 10 to 18
___

Exam Spot
7.You know that the next status meeting will require some discussion and
a decision for a problem that has surfaced on the project. To make the
most accurate decision, you know that the number of participants in the
meeting should be limited to:
a. 1 to 5
b. 5 to 11
c. 7 to 16
d. 10 to 18

B. Group sizes of 5 to 11 participants make the most accurate decisions.

___

Exam Spot
8.You are holding end-of-phase meetings with your team members and
key stakeholders to learn what has hindered the project team’s
performance of the work. All of the following are true regarding this
situation except for which one?
a.These meetings are called lessons learned meetings. Lessons learned
documentation is part of the organizational process assets output of the Manage
Communications process. These meetings are also a good team-building
activity.
b.The information learned from these meetings concerns processes and
activities that have already occurred, so it will be most useful to document the
lessons learned and use it for future projects.
c.The project-reports component of the organizational process assets updates
output includes status meetings and lessons learned.
d.These meetings should be documented and should always include the cause
of the issue, the reasons for corrective actions, and other appropriate information
about the issues.
___

Exam Spot
|8.You are holding end-of-phase meetings with your team members and
key stakeholders to learn what has hindered the project team’s
performance of the work. All of the following are true regarding this
situation except for which one?
a.These meetings are called lessons learned meetings. Lessons learned
documentation is part of the organizational process assets output of the Manage
Communications process. These meetings are also a good team-building
activity.
b.The information learned from these meetings concerns processes and
activities that have already occurred, so it will be most useful to document
the lessons learned and use it for future projects.
c.The project-reports component of the organizational process assets updates
output includes status meetings and lessons learned.
d.These meetings should be documented and should always include the cause
of the issue, the reasons for corrective actions, and other appropriate information
about the issues.

B. Lessons learned (which is what this question describes) are useful for
activities and processes for the current project as well as future
projects.||
___

Exam Spot
9.You are working on a project and discover that one of the business users
responsible for testing the product never completed this activity. She has written an
email requesting that one of your team members drop everything to assist her with a
problem that could have been avoided if she had performed the test. This employee
reports to a stakeholder, not to the project team. All project team members and
stakeholders are co-located. Because your team also need her to participate in an
upcoming test, you decide to do which of the following?

a.You decide to record the issue in the issue log and bring it up at the next status meeting.
Everyone can benefit from understanding the importance of stakeholders fulfilling their
roles and responsibilities on the project.
b.You decide to record the issue in the issue log and then phone the stakeholder to
explain what happened. You know speaking with the stakeholder directly is the most
effective means for resolving issues.
c.You decide to have a face-to-face meeting with the stakeholder because this is the most
effective means for resolving issues with them.
d.You decide to email the stakeholder and explain what happened in a professional
manner so you can incorporate their response in the next status report.
___

Exam Spot
9.You are working on a project and discover that one of the business users
responsible for testing the product never completed this activity. She has written an
email requesting that one of your team members drop everything to assist her with a
problem that could have been avoided if she had performed the test. This employee
reports to a stakeholder, not to the project team. All project team members and
stakeholders are co-located. Because your team also need her to participate in an
upcoming test, you decide to do which of the following?

a.You decide to record the issue in the issue log and bring it up at the next status meeting.
Everyone can benefit from understanding the importance of stakeholders fulfilling their
roles and responsibilities on the project.
b.You decide to record the issue in the issue log and then phone the stakeholder to
explain what happened. You know speaking with the stakeholder directly is the most
effective means for resolving issues.
c.You decide to have a face-to-face meeting with the stakeholder because this is the
most effective means for resolving issues with them.
d.You decide to email the stakeholder and explain what happened in a professional
manner so you can incorporate their response in the next status report.

C. Face-to face meetings are the most effective means for resolving stakeholder
issues, provided these meetings are practical.
___

Exam Spot
10. Your project is progressing as planned. The project team has come up
with a demo that the sales team will use when making presentations to
prospective clients. You will do which of the following at your next
stakeholder project status meeting?

a.Preview the demo for stakeholders, and obtain their approval and sign-off.
b.Report on the progress of the demo, and note that it’s a completed task.
c.Review the technical documentation of the demo, and obtain approval and
sign-off.
d.Report that the demo has been noted as a completed task in the project
information system.
___

Exam Spot
10. Your project is progressing as planned. The project team has come up
with a demo that the sales team will use when making presentations to
prospective clients. You will do which of the following at your next
stakeholder project status meeting?

a.Preview the demo for stakeholders, and obtain their approval and sign-off.
b. Report on the progress of the demo, and note that it’s a completed task.
c.Review the technical documentation of the demo, and obtain approval and
sign-off.
d.Report that the demo has been noted as a completed task in the project
information system.

B. Status meetings are to report on the progress of the project. They are
not for demos or show-and-tell. Option C is not correct because
stakeholders are not concerned about the content of the technical
documentation; they need to know that a qualified technician has reviewed
the technical documentation and that the documentation task is accurate
and complete.
___

Exam Spot
11. All of the following are tools and techniques of the Control
Communications process except which one?

a. Records management system

b. Information management systems
c. Expert judgement
d. Meetings
___

Exam Spot
11. All of the following are tools and techniques of the Control
Communications process except which one?

a. Records management system

b. Information management systems
c. Expert judgement
d. Meetings

A.The tools and techniques of the Control Communications process,

which is concerned with collecting and reporting information regarding
project progress and project accomplishments to the stakeholders.
___

Exam Spot
12. Your project is progressing as planned. You are conducting a status
meeting and are reviewing items that need resolution. You have asked the
owners of these items to report their progress and are tracking the due
dates for their resolution. Which input of the Control Communications
process does this describe?

A. Information management systems

B. Issue log
C. Meetings
D. Work performance data
___

Exam Spot
12. Your project is progressing as planned. You are conducting a status
meeting and are reviewing items that need resolution. You have asked the
owners of these items to report their progress and are tracking the due
dates for their resolution. Which input of the Control Communications
process does this describe?

A. Information management systems

B. Issue log
C. Meetings
D. Work performance data

B. This question describes the issue log input of the Control

Communications process. It is used to track issues, assign owners, track
due dates, and more. Options A and C are tools and techniques of this
process, and Option D is an input.
___

Additional Support to this session

• Review for additional support to this session
• Project Communication Management, Link 
___

Assignments
• Read chapter 11 – PMBOK 5.0
• Review the diagrams PMBOK 5.0
• Project Management Process Groups Diagram P.80 ó 421
• Project Management Processes P.61