Intro to Project Management: Project Communications Management Communication Methods Interactive Push Pull

What This Is

Effective communication is crucial for project success. It involves choosing the right communication method to reach stakeholders, team members, and other project participants. Consider a software development project where the project manager needs to inform the team about changes in the project scope. If the project manager uses a push communication method, such as sending an email to the entire team, it might not be effective, as team members might not be available to receive the message or might not be interested in the update. In contrast, using an interactive communication method, such as a team meeting, allows for real-time discussion and clarification, ensuring that everyone is on the same page.

Key Terms & Formulas

• Push Communication: One-way communication where the sender transmits information to the receiver without expecting a response.
• Pull Communication: Two-way communication where the sender transmits information and expects a response or feedback from the receiver.
• Interactive Communication: Real-time communication where the sender and receiver engage in a conversation, often through face-to-face meetings or video conferencing.
• Stakeholder Analysis: Identifying and categorizing stakeholders based on their level of interest and influence on the project.
• Communication Plan: A document outlining the communication strategy, including the communication methods, frequency, and channels to be used.
• Information Distribution: The process of disseminating project information to stakeholders, team members, and other project participants.
• Communication Matrix: A tool used to identify the communication needs of stakeholders and team members.
• CPI = EV ÷ AC (Cost Performance Index = Earned Value ÷ Actual Cost)
• SPI = EV ÷ PV (Schedule Performance Index = Earned Value ÷ Planned Value)
• CV = EV ÷ BAC (Cost Variance = Earned Value ÷ Budget at Completion)
• SV = EV ÷ BAC (Schedule Variance = Earned Value ÷ Budget at Completion)

Step-by-Step / Process Flow

1. Identify Stakeholders: Determine who needs to be informed about the project, including team members, sponsors, customers, and vendors.
2. Analyze Stakeholder Needs: Categorize stakeholders based on their level of interest and influence on the project.
3. Develop a Communication Plan: Outline the communication strategy, including the communication methods, frequency, and channels to be used.
4. Choose Communication Methods: Select the most appropriate communication method based on the stakeholder's needs and the project requirements.
5. Implement the Communication Plan: Execute the communication plan, ensuring that all stakeholders receive the necessary information.
6. Monitor and Control Communication: Continuously monitor and control the communication process to ensure that it is effective and efficient.

Common Mistakes

• Mistake: Assuming that all stakeholders have the same communication needs.
• Correction: Conduct a stakeholder analysis to identify and categorize stakeholders based on their level of interest and influence on the project.
• Mistake: Using a single communication method for all stakeholders.
• Correction: Choose the most appropriate communication method based on the stakeholder's needs and the project requirements.
• Mistake: Not updating the communication plan as the project progresses.
• Correction: Continuously monitor and control the communication process to ensure that it is effective and efficient.

Exam Tips

• Tip: Be aware of the differences between push, pull, and interactive communication methods.
• Tip: Understand the importance of stakeholder analysis and communication planning in project management.
• Tip: Be able to calculate CPI, SPI, CV, and SV using the given formulas.

Quick Practice Questions

1. If the CPI is 0.8, is the project under or over budget? Answer: Under budget. Explanation: A CPI of 0.8 indicates that the project is performing better than expected, resulting in a cost savings.
2. If the SPI is 1.2, is the project ahead or behind schedule? Answer: Ahead of schedule. Explanation: An SPI of 1.2 indicates that the project is performing better than expected, resulting in a schedule advantage.
3. If the CV is -10%, is the project under or over budget? Answer: Over budget. Explanation: A CV of -10% indicates that the project is performing worse than expected, resulting in a cost overrun.

Last-Minute Cram Sheet

• Push Communication: One-way communication where the sender transmits information to the receiver without expecting a response.
• Pull Communication: Two-way communication where the sender transmits information and expects a response or feedback from the receiver.
• Interactive Communication: Real-time communication where the sender and receiver engage in a conversation, often through face-to-face meetings or video conferencing.
• Stakeholder Analysis: Identifying and categorizing stakeholders based on their level of interest and influence on the project.
• Communication Plan: A document outlining the communication strategy, including the communication methods, frequency, and channels to be used.
• Information Distribution: The process of disseminating project information to stakeholders, team members, and other project participants.
• Communication Matrix: A tool used to identify the communication needs of stakeholders and team members.
• CPI = EV ÷ AC (Cost Performance Index = Earned Value ÷ Actual Cost)
• SPI = EV ÷ PV (Schedule Performance Index = Earned Value ÷ Planned Value)
• CV = EV ÷ BAC (Cost Variance = Earned Value ÷ Budget at Completion)
• SV = EV ÷ BAC (Schedule Variance = Earned Value ÷ Budget at Completion)
• ⚠️ Push communication is not suitable for all stakeholders, especially those who require real-time feedback.
• ⚠️ Interactive communication is not always possible, especially in remote or virtual teams.
• ⚠️ Stakeholder analysis is a critical step in developing a communication plan.
• ⚠️ Communication planning is an ongoing process that requires continuous monitoring and control.