BG007 : Project Management : Project Development Program
Question:
1. Communication is an important aspect of project management as it helps in circulation of the important information associated with an ongoing project. Poor communication in project is considered one of the most significant reasons behind the failure of a project. It is needed for a project manager to ensure accurate communication between the project team and the stakeholders of the project. Thus inefficient or poor communication might result in project failure. One of the major ways by which a project manager can mitigate different operational risks associated with a project, is by ensuring effective communication among the team (Kerzner & Kerzner, 2017). It is the responsibility of a project manager to design and develop an appropriate project communication plan so that an effective communication among the team members and stakeholders of the project can be realised. Effective communication will ensure timely dispersion of the project progress and status of the project including the risk and the issues in the project. In the execution phase of the project, the project stakeholders might need necessary information about the project progress and for that focused communication is necessary. Regular and focused communication can prevent misunderstanding among the project team and delays in the project (Lock, 2017). It is the responsibility of the project manager to ensure that clear communication exists among the team so that reporting the project progress and the status of the project becomes easier. There are several communication channels that a project manager can make use of such as face to face meetings, video conference, telephonic conference and so on."
Based on the above Paragraph/post and cases of poor communication that you know of, what role could technology play in enhancing the quality of communication?
2. Can you please elaborate on verbal and nonverbal communication in the context of project management with an emphasis on their role in securing project success?
3. When it comes to keeping certain stakeholders out of the communication circle, what are some of your recommendations to a project manager for making this elimination decision?
Answer:
1. The performance of the project development program depends on the successful implementation of the communication tools and procedures which should be laid down in managing the project complexities. The real issues of the project which exists with the internal and external team members can be effectively resolved by managing the communication process through the effective utilization of the communication tools such as round table discussion, face to face interactions, emails, and telephonic conversation (Halls, 2012). The articulation of the stakeholder engagement program and the clear vision of project scope, goal, and mission helps in improving the performance of the project. The technology advancement in the communication process helps in improving the flow information and decision making capabilities of the project manager. The delivery of the project can be effectively managed within the given period of time and complexities. The poor communication between the working parties of the project will results in the failure of the project due to improper flow of information and required data for managing the quality of the task and activities undertaken. The study of the case studies helps in analysing the impact of communication on improving the performance of the business units (Lindh, 2012). The following diagram shows that the study of cases helps in analysing the cause of project failure and success. From the analysis we can find out that only one of the project fails due to the poor communication tools and technologies used in the enterprise.
2. The efficiency and effectiveness of the project depends upon the articulation of the verbal and non-verbal communication tools for the successful development of the project. The emphasis should be given on the communication procedures for transmitting the messages in an effective manner so that it can easily understood by the receiver in the similar format as send by the sender. 55% of the messages can be retrieved by the non-verbal communication i.e through the body language of the sender. The tone of the voice and facial expression had a greater impact on the message delivery system. The verbal communication is comprised of only 7% of the message transmission (Rajkumar and Sivasankari, 2010). The consistency in presenting the messages with the non-verbal communication have a greater impact on the performance of the stakeholders and in turn project. The project can be successfully completed by having clear and concise communication between the stakeholders. The impact of the non-verbal communication practices stays much longer period of time than the verbal communication. The efficiency of the non-verbal and verbal communication is affected by the stress level and distraction among the working employees. The success of the project depends on the level of security used in preserving the confidentiality of the information. The confidentiality and integrity of the business information can be effectively secured by using the non-verbal communication because it is difficult by the hackers to retrieve the information through the facial expressions and other body language gestures (Anantmula, 2008).
3. The elimination of thee stakeholder is the pre-requisite of the communication process so that the confidentiality and integrity of the information can be effectively maintained. The efficiency of the project can be improved by developing the effective communication plan which gives the clear description of the following?
- Who: Means sender of the information
- What: Means the information and the document which has to be send
- How: Means the communication procedures which are used for sending the messages
- When: Means the time period at which the information has to be delivered to the receiver
- Whom: Means the identification of the receiver who is going to receive the information.
The systematic analysis of the information flow helps in preserving the confidentiality of the information be delivering the right information to the right person at right time. It is recommended to the project manager to keep a clear understanding of the project requirement, vision, and scope. The communication process should be developed for the transmission of information from sender and receiver (Otieno, 2014). The correct medium should be chosen for delivering the information. The focus should be given on managing the flow of information through the verbal and non-verbal communication so that the receiver should understand the information clearly in the right format. The message should be simple so that it could not be misinterpreted by the third party and increases the effectiveness of the project delivery process.
References:
Anantmula, V. (2008).”The role of technology in project manager performance model”. International journal of project management, 39(1) 1st ed. [ebook]. Retrieved from https://www.pmi.org/learning/library/technology-project-manager-performance-model-5586
Halls, N. (2012). Project Management recent development and research opportunities. International journal of system science and system engineering, 21(2), pp.129-143. 1st ed. [ebook]. Retrieved from https://link.springer.com/article/10.1007/s11518-012-5190-5
Lindh, C. (2012). How does information technology impact on business relationships? The need for personal meetings. 1st ed. [ebook]. Retireved from https://www.impgroup.org/uploads/papers/6732.pdf
Otieno, F. (2014). The role of monitoring and evaluation in projects. 1st ed. [ebook]. Retrieved from: https://www.irbnet.de/daten/iconda/CIB8942.pdf
Rajkumar and Sivasankari. (2010). “Art of communication in project management”. International conference on future of project management. Retrieved from https://www.pmi.org/learning/library/effective-communication-better-project-management-6480
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