Project Communication Management: How To Ensure Success? Edureka (2023)

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According to a survey report by PMI, it was discovered that because of ineffective communications, one out of every fiveprojects is unsuccessful. To ensure aproject’s success, a project manager must curate effective project communication management. In this Project Communication Management article, I will be giving you a complete walkthrough of how systematic communication is established in a project and what are the various processes involved in it.

Below are the topics that I will be discussing in this project time management article:

  • What is Project Communication Management?
  • Communication Management Benefits
  • Project Communication Management Processes

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What is Project Communication Management?

Project Communication Management, according toPMBOK®Guide – Sixth Edition,

Project Communications Management includes the processes necessary to ensure that the information needs of the project and its stakeholders are met through the development of artifacts and implementation of activities designed to achieve effective information exchange.

Project Communication Management: How To Ensure Success? Edureka (1)It is one of the ten key Knowledge Areas that lays the foundation of Project Management framework and plays a major role in keeping the entire project team on the same page. Without proper communication management, the entire project management framework can crumble down, as a lack of communication may result in the breakdown in various processes. This can further have a negative effect on the final deliverable and thus result in an unsuccessful project.

Project Communications Managementcovers variousprocesses which ensure that the correct project information is delivered to the correct teams and at the correct time. Effective communication helps in establishing a healthy relationship between diverse stakeholders with varying cultural and organizational backgrounds, expertise levels, interests, and perspectives. Altogether they can influence the project execution and the final product.The complete process of project communicationsmanagement is an aggregation of two parts:

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  1. Thefirst partdeals with the development of a strategy that ensures an effective communication system for stakeholders.
  2. Thesecond partaims to perform the activities which are required for implementing the communication strategies.

On average, a project manager spends approx 85-90% of his total project time in communicating. Thus for aproject manager, maintaining an effective communication flow becomes very important. In order to do so, he must decide on a project strategy at the very beginning of the project and follow it throughout the project lifecycle. Some of the highly recommended skills for a project manager that help in establishing effective communication are listed below:

  • Strong active listening
  • Proficient writing
  • Fluent speaking ability
  • Questioning and exploring ideas
  • Establishing and managing expectations
  • Motivating team to become and stay engaged
  • Guide team to enhance performance
  • Conflict resolution
  • Ability to Summarize and reiterate
  • Identify the next most efficient step

Along with the above-listed skills, a project manager must also follow the5 C’sof communication that will help in creating an uninterrupted and systematic communication throughout the project. These five C’s are:

Project Communication Management: How To Ensure Success? Edureka (2)

In terms ofproject management, communication can be of various types:

  1. Written Communication:It is one of the most precise forms of communication that is transmitted via a correspondence medium. It can be further segregated into two forms:
    1. Written Formal:Project charter, scope statement, project plan, WBS, project status, complex issues, contract related communications, Memos etc.
    2. Written Informal:email, notes, letters, regular communication with team members etc.
  2. Oral Communication:This type of communication has a high degree of flexibility is done through the medium of personal contact, the team meets, telephonic etc. It can be further categorized into two forms:
    1. Oral Formal:Presentations, speeches, negotiations etc.
    2. Oral Informal:Conversation with team members, project meetings, break-room or war-room conversations etc.
  3. Non-Verbal Communication:It is the most basic form of communication and approx 55% of communication is done in this form.General examples of this type of communication are facial expressions, hand movements, the tone of voice while speaking, etc.

I hope now you have a better understanding of what project communication management is. In the next section, I will be talking about how communication management benefits an organization.

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Communication Management Benefits

  • Expectations:Project communication plan helps in setting standards for how and when communication should take place.This aids a manager in maintaining the project control and ensuring that all the stakeholders receive the required information.
  • Consistency:With a proper communication plan, a project manager becomes more consistent in handling project activities. Also, it gives the team members a direction following which they can communicate with the rest of the team and stakeholders consistently.
  • Productivity:Efficient project management plan keeps all the team members well informed about the project happenings. This way they are always equipped with the information that they need instead of halting the work and look for missing information.
  • Outcome:It establishes a proper and clear communication channel between the team and the stakeholders which ensures that the team knowsexactly what the stakeholders want, need and expect from the project output.
  • Controlled Communication:Communication management also ensures that the right information is delivered to the right people and at the right time. This leaves no space for ambiguity or confusion and provides a smooth flow of communication.
  • Project Team Collaboration:Good communication often results in better collaboration among the team members and enhances focus on the whole.
  • Effective Kickoff Session:A well-organized communication management plan gives a good kick off to the projects as itensures that the project and methodologies are discussed and reviewed at a high-level. Once this is ensured further communication processes are expressed and agreed upon by the team members which gives them a clear picture of what will happen next and what their role in the project.

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Project Communication Management Processes

The project communication management Knowledge Area is made up of the following three processes:

Project Communication Management: How To Ensure Success? Edureka (3)

1. Plan Communications Management

Plan Communication Mangement is the initial process of project communication management knowledge area. In this process, a systematic and effective plan is developed for the activities involved in project communication. It majorly makes use of the information like the requirement of each and every stakeholder and teams, organizational assets available and the project needs. Plan communication management process is performed in periodic intervals throughout theproject life cycle. It primarily helps in the timely presentation of the relevant data through a documented approach that keeps the stakeholders engaged in an efficient manner.

Plan communication management involves various inputs, tools & techniques and outputs which I have listed in the below table:

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InputsTools & TechniquesOutputs
  1. Project Charter
  2. Project Management Plan
    • Resource Management Plan
    • Stakeholder Engagement Plan
  3. Project Documents
    • Requirements Documentation
    • Stakeholder Register
  4. Enterprise Environmental Factors
  5. Organizational Process Assets
  1. Expert Judgment
  2. Communication Requirements Analysis
  3. Communication Technology
  4. Communication Models
  5. Communication Methods
  6. Interpersonal and Team Skills
    • Communication Styles Assessment
    • Political Awareness
    • Cultural Awareness
  7. DataRepresentation
    • Stakeholder Engagement Assessment Matrix
  8. Meetings
  1. Communications ManagementPlan
  2. Project Management PlanUpdates
    • Stakeholder EngagementPlan
  3. Project Documents Updates
    • Project Schedule
    • Stakeholder Register

2.Manage Communications

The second process of project communication management isManage Communications which mainly aims to collect, create, distribute, store, retrieve, manage, monitor and finally dispose of the project information in an appropriate and timely manner. It is performed throughout the project lifecycle in order to provide an effortless and efficient flow of information from the project team to stakeholders and vice-versa. This process also helps in identifying different aspects of effective communication along with the most suitablemethodologies, technologies, and techniques. Furthermore, it allows the entire communication system to be more flexible by providing space for any adjustments in methods and techniques. It helps in accommodating the changing demands and needs of the stakeholders without disrupting the communication flow.

In the below table I have listed down the complete list of inputs, tools & techniques and outputs involved in the process of Manage Communications:

InputsTools & TechniquesOutputs
  1. Project Management Plan
    • Resource Management Plan
    • CommunicationsManagement Plan
    • Stakeholder EngagementPlan
  2. Project Documents
    • Change Log
    • Issue Log
    • Lessons Learned Register
    • Quality Report
    • Risk Report
    • Stakeholder Register
  3. Work Performance Reports
  4. Enterprise Environmental Factors
  5. Organizational Process Assets
  1. Communication Technology
  2. Communication Methods
  3. Communication Skills
    • Communication Competence
    • Feedback
    • Nonverbal
    • Presentations
  4. Project Management Information System
  5. Project Reporting
  6. Interpersonal and Team Skills
    • Active Listening
    • Conflict Management
    • Cultural Awareness
    • Meeting Management
    • Networking
    • Political Awareness
  7. Meetings
  1. Project Communications
  2. Project Management Plan Updates
    • Communication Management Plans
    • Stakeholder Engagement Plan
  3. Project Document Updates
    • Issue Log
    • Lessons Learned Register
    • Project Schedule
    • Risk Register
    • Stakeholder Register
  4. Organizational Process Assets Updates

3. Monitor Communications

Monitor Communications is the final process of the communication management knowledge area. This process ensures that all the information needs and requirements of the project and the involved stakeholders are met by its completion. It is performed throughout theproject lifecycleand helps in optimizing the flow of the information as per the communication management and stakeholder engagement plan.

Below table contains the list of various inputs, tools & techniques and outputs involved in the final process of project communication management:

InputsTools & TechniquesOutputs
  1. Project Management Plan
    • Resource Management Plan
    • Communications
      Management Plan
    • Stakeholder Engagement
  2. Project Documents
    • Issue Log
    • Lessons Learned Register
    • Project Communications
  3. Work Performance Reports
  4. Enterprise Environmental Factors
  5. Organizational Process Assets
  1. Expert Judgement
  2. Project Management Information System
  3. Data Analysis
    • Stakeholder Engagement Assessment Matrix
  4. Interpersonal & Team Skills
    • Observation/Conversation
  5. Meetings
  1. Work Performance Information
  2. Change Requests
  3. Project Management Plan Updates
    • Communication Management Plans
    • Stakeholder Engagement Plan
  4. Project Document Updates
    • Issue Log
    • Lessons Learned Register
    • Stakeholder Register

So, this was all about Project Communication Management.If you wish to learn more aboutproject management methodologiesorproject management certifications,you can check myother articlesas well.

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If you found this “Project Communication Management” article relevant, check out thePMP certification Sydneyby Edureka,a trusted online learning companywith a network of more than250,000satisfied learnersspread acrossthe globe.

Got a question for us? Please mention it in the comments section of thisProject Communication Management articleand we will get back to you.


How can I be successful in project communication management? ›

How to be successful at project communication management
  1. Strong active listening skills.
  2. Proficient writing skills.
  3. Excellent speaking ability.
  4. Asking questions and probing for more information.
  5. Setting and managing expectations.
  6. Motivating people to become and stay engaged.
  7. Conflict resolution skills.

What are the 5 effective communication methods in project management? ›

The main five communication types in project management are verbal, non-verbal, writing, visual, and listening. These types transform into five efficient project communication methods: emails, instant messages, meetings, voice calls, and request tickets.

What does project communication management ensure? ›

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.

How does a project manager ensure that the project team is effectively communicating? ›

A communications management plan can organize and document the process, types, and expectations of communications. It provides the following: The stakeholder communications requirements in order to communicate the appropriate information as demanded by the stakeholders. Information on what is to be communicated.

What are the 7 C's of effective communication project? ›

According to the 7 Cs, communication needs to be:
  • Clear.
  • Concise.
  • Concrete.
  • Correct.
  • Coherent.
  • Complete.
  • Courteous.

What are the 5 key components of an effective project communication plan? ›

In this article, we will cover the key components of a project communication plan, including identifying stakeholders, defining communication goals and strategies, determining communication channels, establishing a communication schedule, and assigning communication responsibilities.

What are the 3 W's of project communication? ›

Three important elements make up that foundation: why, what and who. Why are you taking on a project? What are you hoping to accomplish?

What are the 5 C's of effective communication? ›

Conversational, Clear, Concise, Connected, and Correct.

What are the 4 essential keys to effective communication? ›

The four keys all refer to empathetic skills: Awareness, Listening, Speaking and Dialogue.

What are the six key points of communication plan in project management? ›

Preparing a communication plan in Project Management involves six key points, which are defining the audience, defining the requirements, building a communications schedule, finding a responsible team member for preparing and scheduling the piece of communication, defining the medium of communication, and finally ...

Why is project communication important for project success? ›

A productive communication tool will prevent confusion and conflict from bogging your project down. It will help you keep your key players aligned with the project goals and what is expected of them. With effective communication in place, it's easy to maintain transparency across all parts of project management.

Which tools are best for communicating in project management? ›

Communication tools are the software or hardware that you use to facilitate your communication channels and techniques. They include email, phone, video conferencing, instant messaging, social media, project management software, document sharing platforms, or presentation software.

What is the most important communication skill for project managers? ›

Research among project managers indicates that active listening, non-verbal communication, friendliness, trust, and respect, open-mindedness, and feedback and collaboration are the top communication skills for leading project teams.

How do you ensure accurate communication in project teams? ›

6 proven project team communication strategies
  1. Meet regularly. Hold regular strategy meetings for the entire team. ...
  2. Be inclusive. ...
  3. Be transparent, clear and concise. ...
  4. Show some respect. ...
  5. Recognize that being right may be wrong. ...
  6. Use online collaboration tools.

What are the 4 ways in which a project manager communicates? ›

As such, it is important for project managers to be well versed in different methods of communication, including interactive, push, pull, face-to-face, written, and synchronous communication.

What are the principles of effective communication? ›

Seven Principles
  • Comprehensive. People shouldn't be left wondering if there is more to come. ...
  • Clarity. The purpose of messages should be clear; worded in such a way that the receiver understands the same thing which the sender wants to convey. ...
  • Attention and Style. ...
  • Coherency. ...
  • Timeliness and Urgency. ...
  • Importance of Feedback.
Jan 22, 2023

What is an example of effective communication? ›

Effective communication examples can be stated as active listening, giving and taking feedback, empathy, and respectfulness, responding to messages, having volume and clarity in messages, understanding non-verbal data, building friendliness and confidence, adapting your communication style to the audience, and so on.

What are the 7 C's of effective communication for successful leadership? ›

Clear, concise, complete, considerate, correct, courteous, and concrete content can take your business to the next level.

What are the 3 P's of effective communication? ›

Home Communication Skills Computer Applications

Effective presentations are sometimes created around a three-step process, sometimes called the 3-P Approach: Plan, Prepare, and Present.

What are the 3 R's of project management? ›

Project Management 3 R's – Reduce, Reuse, Revise.

What are the five 5 essential elements of a good communication? ›

Successful Communication Strategy: Five Elements
  • Target audience(s)
  • Context.
  • Intended outcomes.
  • Key messages.
  • Appropriate medium.
  • Preferred messenger(s)
Mar 21, 2017

What are the 6 effective communication? ›

Listening and comprehension skills – how well we understand others. Verbal skills – how well we can be understood in speech. Writing skills – how effectively we can convey our ideas through writing. Interpersonal skills – how effectively we can 'read the room' and adapt our communication style to our audience.

What are the 6 C's of effective communication? ›

They are, Clear, Concise, Correct, Contextual, Concrete and Caring. Becoming adept at harnessing the Six C's also makes you a more compelling individual and not just a compelling communicator.

What are the 4 pillars of communication skills? ›

Every charismatic leader is an excellent communicator and every excellent communicator communicates across the four channels of communication: Reading, Writing, Listening and Speaking.

What are the four 4 barriers to effective communication? ›

Common Barriers to Effective Communication
  • Dissatisfaction or Disinterest With One's Job. ...
  • Inability to Listen to Others. ...
  • Lack of Transparency & Trust. ...
  • Communication Styles (when they differ) ...
  • Conflicts in the Workplace. ...
  • Cultural Differences & Language.
Jul 18, 2018

What are the 5 steps in communication planning? ›

The five steps involved in creating a communications plan are: (1) establishing goals; (2) defining key audiences; (3) identifying key messages; (4) creating a tactical outreach plan; and (5) specifying a timeline for moving forward. We will discuss each of these steps in turn.

What are the four factors that can positively affect communication in the project? ›

Team factors, technical factors, organizational factors, and environmental factors are four variables that can be described as indicators of improving the performance of projects through effective communication channels between project stakeholders.

Why is it difficult to ensure good communication on projects? ›

Critically, another of the key causes of poor communication is information silos. Information is often separated by different tools or relegated to specific projects, teams, and departments. This siloing of information makes it impossible to see the big picture.

What are the two parts of project communication management? ›

Project Communications Management consists of two parts. The first part is developing a strategy to ensure communication is effective for stakeholders. The second part is carrying out the activities necessary to implement the communication strategy.

What is the most powerful tool in communicating information? ›

Some might even think of speaking or writing as basic, essential tools for communication. But in reality, the most important tool we have for communication is our ears. Listening is the key to effective communication.

What is the best way to communicate project status? ›

The way you communicate your project status can have a significant impact on how your message is received, understood, and acted upon. To ensure effective communication, use clear, concise, and consistent language and format. Avoid jargon, acronyms, or technical terms that may confuse or alienate your audience.

How can I be a better communicator project manager? ›

Five Ways to Improve Project Communication
  1. Practice active listening.
  2. Keep your project management teams small.
  3. Use more interactive communication.
  4. Focus on your nonverbal skills.
  5. Plan your project meetings.

What are important communication skills for project managers? ›

8 Communication skills for project managers
  • Listening. Project managers with strong listening skills give their full focus and attention to a conversation. ...
  • Written communication. ...
  • Verbal communication. ...
  • Nonverbal communication. ...
  • Public speaking. ...
  • Empathy. ...
  • Leadership communication. ...
  • Organization.
Feb 3, 2023

What strategies can a project team use to improve communications? ›

6 proven project team communication strategies
  • Meet regularly. Hold regular strategy meetings for the entire team. ...
  • Be inclusive. ...
  • Be transparent, clear and concise. ...
  • Show some respect. ...
  • Recognize that being right may be wrong. ...
  • Use online collaboration tools.

How to solve communication problem in project management? ›

4 Ways to Improve Communication On Your Projects
  1. Have a plan. As noted above, communication plans increase project success. ...
  2. Engage stakeholders. Following from the previous point, take some time to align your communication plan with project stakeholders. ...
  3. Encourage team communication. ...
  4. Use project management software.
Jan 25, 2021

What are the four 4 fundamental types of communication project management? ›

After reading this guide, you will better understand the four main types of communication: Verbal, non-verbal, written, and visual. You will be able to use this information to improve your own communication and make sure that you are promoting effective communication skills within your organisation.

What are the three main processes in project Communications Management? ›

There are 3 primary steps in the communications management process:
  • Plan communications.
  • Manage communications.
  • Control communications.
Mar 18, 2022

What are the 6 essential steps in developing an effective communication strategy? ›

Six Steps In Effective Communication
  • Assess the emotional state of your audience. ...
  • Validate the emotions of your audience. ...
  • Express your gratitude or appreciation or, at least, acknowledge the circumstances. ...
  • Explain the context. ...
  • Deliver the message. ...
  • Be open for feedback or discussion.
Dec 18, 2017


1. PMP Communication Management | PMP® Training Videos | Project Management Tutorial | Simplilearn
2. Project Communications Management Overview | PMBOK Video Course
(David McLachlan)
3. Project Management: Communication | Successful project communication
(Association for Project Management)
4. Project Communication Management
(Project Management)
5. Project Management Full Course [2023] -10 Hours | Project Management Tutorial for Beginners |Edureka
6. Create a Project Communication Plan | Google Project Management Certificate
(Google Career Certificates)


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