《 Summary of information system project manager 》 Chapter vii. Project communication management

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Ten management contents of information system project manager .
One 、 Project communication management
1、 Planning, communication and management
2、 Management communication
3、 Control communication

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One 、 Planning, communication and management

Planning communication management is based on the information needs and requirements of stakeholders and the available assets of the organization , The process of developing appropriate project communication methods and plans . The main function of this process is , Identify and document the most efficient and effective means of communication with stakeholders .

>>> Input ：

1、 Project management plan

2、 Stakeholder register

3、 Business environment factors

4、 Organizational process assets

>>> Tools and Technology ：

1、 Communication needs analysis

Through communication needs analysis , Identify the information needs of project stakeholders , Include the type and format of the required information , And the value of information to stakeholders . The project manager should also use the number of potential communication channels or paths , To reflect the complexity of project communication . The total number of potential communication channels is n*(n-1)/2, among ,n Represents the number of stakeholders .

2、 Communication technology

Communication skills ： Various technologies can be used to transfer information between project stakeholders . Factors that may affect the choice of communication technology include ：
（1） The urgency of information needs . The urgency of information transmission needs to be considered 、 Frequency and form , They may vary from project to project , It may also vary depending on the project phase .
（2） Availability of Technology . We need to ensure that communication technology is used throughout the project life cycle , For all stakeholders , Are compatible 、 Effectiveness and openness .
（3） Ease of use . Need to ensure that communication techniques are appropriate for project participants , And formulate a reasonable training plan （ if necessary ）.
（4） Project environment . It needs to be confirmed that the team will work face-to-face or in a virtual environment , Members will be in one or more time zones , Whether they use multiple languages , And whether there are other environmental factors that affect communication .
（5） Sensitivity and confidentiality of information . It is necessary to determine whether the relevant information is sensitive or confidential , Whether special safety measures need to be taken , And on this basis, choose the most appropriate communication technology .

3、 Communication model

4、 Communication methods

A variety of communication methods can be used to share information among project stakeholders . These methods can be roughly divided into ：
（1） Interactive communication . A multidirectional exchange of information between two or more parties . This is the most effective way to ensure that all participants reach a consensus on a specific topic , Including meetings 、 Telephone 、 Instant messaging 、 Video conference, etc .
（2） Push communication . Send the information to the specific receiver who needs to receive the information . This method can ensure the transmission of information , But there is no guarantee that the information will reach or be understood by the target audience . Push communication includes letters 、 Memorandum 、 The report 、 E-mail 、 Fax 、 Voice mail 、 journal 、 Press releases, etc .
（3） Pull communication . It's used when there's a lot of information or a lot of audience . The receiver is required to access the information content independently . This approach includes intranet 、 Electronic online courses 、 Lessons learned database 、 Knowledge base, etc .

5、 meeting

>>> Output ：

1、 Communication management plan

Is part of the project management plan , Describe how project communication will be planned , Structuring and monitoring . The plan includes the following information .
（1） Generic glossary
（2） Stakeholder communication needs
（3） Information to be communicated , Including language 、 Format 、 Content 、 Level of detail
（4） The reason for the information
（5） Release information and inform receipt or response （ If applicable ） The time limit and frequency
（6） The person responsible for communicating the relevant information
（7） Person authorized to release confidential information
（8） The person or group who will receive the information .
（9） A technique or method of transmitting information .
（10） Resources allocated for communication activities , Including time and budget .
（11） Problem escalation program , It is used to specify the reporting time limit and reporting path when lower level employees cannot solve problems .
（12） As the project progresses , Update and optimize the communication management plan
（13） Project information flow chart 、 Workflow （ Both authorization sequence )、 Report list 、 Meeting plan, etc
（14） Communication constraints , Usually from specific laws and regulations 、 Technical requirements and organizational policies, etc .
The communication management plan may also include meetings on project status 、 Project team meeting 、 Guidelines and templates for online meetings and e-mail messages . The communication management plan shall also include instructions for the use of the website and project management software used in the project .

2、 Project file update

Two 、 Management communication

Management communication is based on the communication management plan , Generate 、 collect 、 distribution 、 Store 、 The process of retrieving and finally disposing of project information . The main function of this process is , Promote effective and effective communication among project stakeholders .

>>> Input ：

1、 Communication management plan

2、 Work performance report

3、 Business environment factors

4、 Organizational process assets

>>> Tools and Technology ：

1、 Communication technology

2、 Communication model

3、 Communication methods

4、 Reporting performance

Reporting performance refers to collecting and publishing performance information , Including status reports 、 Progress measurement results and prediction results . Baseline and actual data should be collected regularly , Make a comparative analysis , To understand and communicate project progress and performance , And make a prediction of the project results . A more detailed report may include ：
（1） An analysis of past performance .
（2） Project forecast analysis , Including time and cost .
（3） Current status of risks and problems .
（4） Work completed during the reporting period .
（5） Work to be completed in the next reporting period .
（6） Summary of approved changes in the reporting period .
（7） Other relevant information that needs to be reviewed and discussed .

5、 mis

>>> Output ：

1、 Project communication

Managing the communication process includes creating 、 distribution 、 receive 、 Inform the activities required to receive and understand information .

2、 Project management plan update

3、 Project file update

4、 Organizational process asset update

3、 ... and 、 Control communication

Control communication is the process of monitoring and controlling communication in the whole project life cycle , To ensure that the information needs of project stakeholders are met . The main function of this process is , Ensure the optimization of information flow among all communication participants at all times .

>>> Input ：

1、 Project management plan

2、 Project communication

3、 Problem log

Problem logs are used to record and monitor the resolution of problems .

4、 Performance data

5、 Organizational process assets

>>> Tools and Technology ：

1、 mis

2、 Expert judgment

3、 meeting

>>> Output ：

1、 Job performance information

2、 Change request

3、 Project management plan update

4、 Project file update

5、 Organizational process asset update