Project Communication Management: What’s it all about?

What is project communication management?
How much communication should there be?
Why communication is important
Communication is key to a successful project.
The communication management process1. Plan
2. Do
3. Monitor
4. Change

How much does project communication cost
Communication skills for project managers
Next steps

Poor communications could put at risk 56% of your project budget.
You might be surprised at the number, but I’m sure that you’re not surprised by the fact communication management is key to project success.
We all know that projects require finite resources to achieve their objectives. The people (developers and engineers, subject matter specialists, etc.) are one of the most valuable resources in any project. It is the people who support it.
How can a project manager make sure that work is done in a predictable, efficient, and less stressful manner?
Although project managers may use many tools and techniques at different times to manage their projects, project communication management is the one that is used throughout a project.
This article will provide guidance on project communication management. This article will explain why it is important, give you an overview of the communication process, and show you some examples of how it might be applied to your own projects.
What is project communication management?
Project communication management is at the top of the chain. It ensures that key information flows in a predetermined manner between all those involved in a project or working on it. The information they use varies. Some may only need to be aware of the information while others may take specific actions based on it. To ensure project success, it is important to have a plan for how information will be shared throughout the project’s lifecycle.
How much communication should there be?
Depending on the person you ask, project managers can spend anywhere from 60% to 90% of their time communicating with the different people involved in their projects. That is quite a lot of time!
Communication is crucial. Consider the PMBOK(r), Guide formula to determine the number of communication channels.
n (n-1 / 2)
This formula uses n to indicate the number of people involved in the project.
This formula would allow a 10 person team to have 10 (9) / 2, or 45 communication channels. Communication takes up so much of our time, it’s no wonder!
Why communication is important
I am reminded of a story about a project manager who was involved in an international consulting project. He assumed responsibility for the project from the former project manager.
He made sure that the transition was smooth for the project team at home. One thing that was not mentioned was the need to reestablish regular communications with key stakeholders in other countries.
This oversight led to a project complaint (escalation), which was filed after the transition. It focused on concerns about project communication. Communication was taking place, but the stakeholder felt that communication was not being managed properly. He felt unintentionally “left behind”.
This concern was finally addressed, along with a plan update that included all key stakeholders. During the project’s lessons learn session, it was identified that managing communication updates during and following a team member’s transition was an area that needed improvement.
The main takeaway is that project communications management should be done throughout the project’s lifecycle, particularly when there is a transition.
Communication is key to a successful project.
These are some of the most common meetings that occur during a project’s communication phase:
Kickoff meeting for the project
Presentations for customers, clients, and other stakeholders
Executive updates, written briefs, and presentations
The daily standup or weekly or monthly status meeting in person, via Teams, Zoom, or video chat
Milestone meetings to discuss project progress and risks