In some cases, you would find that organizations are stressing the importance of appropriate communication management. It is very significant that organizations have proper control of communication. At the point when this is achieved, the organization becomes very close to making other achievements such as attaining the objectives of the business. Communication management always refers to a systematic plan, which carries out the implementation, monitors the content as well as the channels of communication. The manager of any particular project must be familiar with the contingency approach while conducting the management of the employees.
The team in charge of the project should create an effective communications management plan. Such an arrangement has stakeholder’s information as well as the desires and guides that govern communication during the project process. There are several challenges that the project faces, but the major problem is that of communication. Several projects dictate that a group of people come together to handle it. These could come into play as functional groups, and these groups could have their difficulties (Jusoh, 2018). There are no similar projects, and therefore they share no stakeholders. The long term result of communication is cooperation which results in coordination, leading to harmony and thus the success of the project.
There are several considerations which need to be made and kept in mind while creating the communication plans. A project team can successfully develop a good project plan utilizing communication. There are several elements that one should consider while taking into account the essence of communication in a project. The first consideration is the essential information that is necessary for the project. The second consideration is the person who needs the data and the kind of information that is required by that particular individual.
It is equally important to check the duration of time that the particular information requires and what format the communication can take. The directly responsible persons for transmitting the information should equally be considered in the process of settling for the right form that the conversation should take. The primary objective of communication is to see to it that there is a smooth flow of information between a group and people (Jusoh, 2018). The process of communication has three main subsections; a sender transmits the data through a channel to the receiver. The receiver should be at a position to translate the information and understand it.
Process of Plan
A project manager is obliged to use effective communication to manage and set the expectations of the stakeholders and to see to it that the project is completed in some good time. Proper connection made to the stakeholders is necessary to aid them in creating the perfect decisions while seeing to it that they understand the progress of the projects. The other function of communication is to manage and plan the issues of escalation. When an organization has established communication structures, then it should adequately make good use of them. However, these systems of communication should be elementary and can be followed quickly.
Methods of communication are also very important, and the organization should be meticulous in selecting these methods. These can be electronic or paper methods. The interactive techniques of communication see to it that information flows in multiple directions (Pivec, 2019). An elaborate project plan will use these methods. Connections are in most cases delivered according to the timing schedules. The first one is the lifecycle of the project where the communications are to have some significant step at the end of a vital stage of the project development. The following structure for timing has a more formal organizational structure.
The third timing scheme is based on the need of the organization. In most cases, the stakeholders would wish some facts concerning a project, and they keep the needs of the organization handled as they come. The need for communication for every project is unique in several ways. The assignments of communication roles will, therefore, be varying from one project to the next. If a company is involved in some extensive project work and is using the project management capability as the strength of the organization, then it is essential to develop expertise in it always.
Managing communications involves all the works that are associated with the communication plan of the project which begins with making a plan for it, generating the information and sharing the information. This management process also includes storing and disposing of the information. All the data which are needed to develop the project communications should be assessed and obtained (Pivec, 2019). As the project is still underway, the manager of the project is supposed to determine any information that is not yet covered and reveal the data as well as the distribution system and collect the information on the work that is executed and then makes a report of the same to the stakeholders.
The information needs of the project can be determined and identified in the process of communications and planning. The project team should communicate accurately by being factually honest and presenting information that is likely to be interpreted correctly. Prompt communications are also proper, and it implies providing the information as soon as it is required to facilitate timely decisions. Effective communication ensures that the receiver opens, understands and also acts properly upon the connection. Project information is supposed to be retrieved from various sources.
Performing Knowledge Area in Agile
The managers of communications should put into consideration the target communications. They should also know that there are several methods available and the choices that are made are prone to rapid changes. Projects also have many stakeholders who need to get access to particular information. Understanding communication only is not likely to guarantee the success of the managers or the organization (Pozin, 2018). The managers are supposed to be fully aware of the methods that are used in the process of communication so that they can make them adaptable to the agile methodologies.
The standard methods of communication that are used by the managers’ worldwide are either written or oral means. In as much as these methods are still in much use, the utilization of the emails and other electronic mediums as a method of communication has limited the face to face communication so much. However, the managers of the projects should, however, see to it that they meet the stakeholders regularly and address them face to face to make an emphasis of some points which might not be very clear without face to face communications. This mode of communication will ensure that both parties win the trust of each other.
There is a more significant overlap between the communication management of the project and the management of the stakeholders. The plan for project management is supposed to aggregate plans from the ten areas of PMBOK which is inclusive of the communications management plan as well as stakeholders management. Communication is critical in achieving such an objective. There are usually several stakeholders involved in a particular project (Yap, 2018). These stakeholders could not know precisely what they want, but the project managers should ensure that there is a productive work relationship developed among these stakeholders.
People of God have always done very well with the projects because of the effective communication between the project managers and the stakeholders. When King David desired to put up the temple, God told him that he could not do so, but his son would be able to put up the temple of God. In the book of 2 Chronicles Chapter 29 when he was close to his death, the bible says that “King David said to all the assembly: “My son Solomon whom alone God has chosen, is young and inexperienced; and the work is great, because the temple is not for man but the Lord God.”
In the succeeding verses, the King explains the level of preparation he has for the construction of the temple. He states how much he has put in place for the project and implored his hearers to chip in with some contributions also. In response to this, verse 9 states that “Then the people rejoiced, for they had offered willingly because with a loyal heart they had offered willingly to the Lord; and King David also rejoiced greatly.” This is a perfect example of proper communication for the project managers (Testament, 2018).
In conclusion, communication management is very fundamental for any organization regardless of the size of the organization. Proper communication management contributes significantly to the overall objectives of the company and it at the same time also creates a positive and fair friendly environment. An appropriate and effective communication process with the organization leads to increased profits, increased satisfaction of the employees and recognition of the brand (Yap, 2018). The managers should consistently seek to create good relationships between the stakeholders, and the sure way to achieve this is through effective communication.
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