It is time for another weekly update for my learning project.
Last week I blogged about some of the concepts/knowledge I learned about project communication methods. I tried all of last week to apply these concepts in choosing the best ways to communicate with project stakeholders ( Instructors). I used different means of communication based on the instructor’s location. For example, if the instructor were at home, I would call his phone/ use zoom; while if the instructor was travelling, I would only use email to avoid any time difference issues. Also, I tried to be more curious and ask as many questions as I can to get the information needed to carry out the task at hand.
This week I recorded the video to explain two parts of the communication management planning process: 1) communication technology and 2)the output of the communication management planning process. After trial # 35 of recording the video, I decided to give up and let it go even with grammar mistakes or unclear pronunciation of words. I used the iPad pro with apple pencil, which is so handy when trying to annotated while talking. My son created the sketch note I used in the video all by himself with me giving directions.
Below is (kind of) the transcript I used in the video
Of utmost importance are the factors that affect/control Communication technology, these include:
- The urgency of the information required: This implies more frequent updates to project team members or stakeholders.
- The availability of a specific technology for a limited time: For example, if video conferencing is the chosen method at one point, the project manager has to book it in advance in the scheduled times.
- Who is supporting the technology tool: Again, in the video conferring example, the staff hired to manage this kind of communication tool has to have the experience and knowledge needed to troubleshoot and work with this type of technology
- Communication environment of the project is a factor that determines if team members and the project manager should communicate face to face or virtually
The analysis of the above factors dictate methods of communication to be used to transfer information among project stakeholders. These methods include:
- Push communication: where information if forwarded/sent to specific stakeholders who need to receive it. (e.g., letters, memos, reports, emails, faxes, voice mails).
- Pull communication: where stakeholders request/ try to access information on their own (e.g., intranet sites, e-learning module, information systems, or other databases).
- Interactive communication: where multiple project stakeholders are engaged in a multi-directional exchange of information. This method is the most efficient way to ensure all participants understand the information (e.g., meetings, phone calls, instant messaging, and video conferencing).
The primary output to the project communications planning process is a “communications plan.” This plan describes how to manage and monitor communications processes. Effective communication helps stakeholders have a better understanding of how the project is performing and whether any issues need to be resolved. With so many methods for communicating, the hard part is really deciding which ones to use.