From communicating with the project team to negotiating with contractors and clients, communication plays an important role in project management. There are different types of communication used at different levels for projects. A project manager should make sure that project communication planning includes communication in all directions. Communication can be:
- Internal – Internal communication takes place within the organization. It can be upward or downward and electronic or face to face. Example: communication between employee and employer, with PMO, among peers
- External – External communication takes place with stakeholders outside the organization or project through meetings, telephone calls or video conferencing. Example: communication with customers, competitors, or vendors
7 Cs of Communication
These are the principles of communication which helps in ensuring that the receiver understands what the sender wants to say. There are three methods of communication used for project management:
Interactive communication: Interactive communication is reciprocal, and it is between two or more persons. Information is provided by one person, received by the other and then responded accordingly. Phone calls, meetings, video calls and instant messaging are examples of interactive communication.
Push communication: Push communication is one – way communication of information. The sender sends information but doesn’t expect any information /feedback in return from the recipient. Blogs, email updates, status reports, organisation memos are examples of this mode.
The project communication plan is a tool that allows you to present your project to the client and other stakeholders in an effective manner. It outlines the criteria for disseminating information as well as the roles and duties required for the project’s success. It also contributes to the project’s status being more visible. If you’ve been given the task of creating a project communication plan, you might want to follow the steps below.
Pull communication: In pull communication, information is placed at one central location by the sender. Recipients retrieve information from that central location. This method is used to provide information to a group, a large number of people and to distribute company or large documents.
To choose a communication method, you need to decide if you require feedback or not. Involve the stakeholders in choosing communication methods which will help stakeholder efforts while working on the project.
Types of communication in Project Management are:
- 1) Verbal
- 2) Non- Verbal
- 3) Written
- 4) Listening
- 5) Visuals
You may come across various project management certifications in the market, but a PMP certification offered by PMI is one of the best and globally recognized certifications in project management. To prepare yourself for acquiring a PMP certification, you can explore the PMP Certification Training Course offered by Techcanvass, which is conducted by PMI authorized instructors.
Communication is very important for a Project Manager. A project manager needs to understand the flow of information well for the success of the project. The effectiveness of communication increases if the stakeholders are aware of the stages of communication. The most important components of communication are sender, receiver, and confirmation that message is understood properly.
1) Encoding: Encoding is done by the sender where he/she not only transmits the message but also defines the means by which the message is sent. Here the sender provides meaning to the message. It includes different types of communication. Sender defines the factors on which communication depends.
2) Decoding: The message is decoded by the sender. Decoding means the sender interprets the message and tries to understand the meaning of the message by listening / by visuals.
3) Noise: Noise is the physical limitation which inhibits the message. Sender needs to take into consideration the surroundings while listening and the mental state of the sender and the target audience.
4) Feedback: It includes both verbal and non- verbal communication. In feedback the sender ensures if the receiver is interpreting the correct message. It again includes encoding and decoding of feedback messages. Feedback provides validation that what is sent by the sender is understood by the receiver.
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