As a project Manager either you are communicating work to your team or creating reports for stakeholders. In fact, a Project Manager spends almost 90% of time communicating! That's why knowing how to manage communication is very important.
Communication can be best defined as a two way process of exchanging information between two entities.
So, if you think of your Project as an Entity. Your Project needs to communicate with other entities in the Organization like, other Project Managers, Senior Management of the Organization, any other stakeholder of the Project. Similarly, these entities may also have to communicate with the projects and it's a two way process.
The Project Manager is responsible for ensuring proper communication to and from the Project. In fact, a Project Manager spends almost 90% of his /her time on communication. So now must be realizing how important it is for a Project Manager to plan this activity well.
There are basically two ways to communicate. Either it can be done by written means or it can be done by verbally talking to the other person. Both, written as well as verbal communication can either be formal or it can be informal.
There are 4 different communication Methods. They are:
Informal Written, and
Communication Technology basically means what are the different media used for communicating. For example, Email, Fax, Telephone are popular communication technologies.
The sender encodes the message, sends it to receiver, who should know to decode the message and send his response back, which sender should know how to decode.
For example, A Japanese person makes a call to book a hotel in Dubai and the receptionist at Dubai hotel responds in Arabic.
Now in this case, you can think of Japanese person encoding his message in Japanese language, using Telephone as a medium to send his message, but at the receiver end, it's not being decoded as the person does not understand Japanese.
Similarly, at the receiver end, she is sending the feedback message in Arabic, which is not being decoded back at the sender's end.
However, if both of them communicate in English….the communication can happen normally.
Some time, people communicate through their body language. It's again a kind of encoding and the communication can only happen, if the person at the receiver end knows how to interpret the body language, which is similar to decoding the message.
Understanding of this model helps in identifying communication problems. If the Project has communication problems, by analyzing the communication model, you can pin point where the problem lies. So, you can identify, whether the problem is with encoding and decoding or there is a problem with the medium itself.
Project Communication management includes the processes required to ensure that information about the Project is prepared and it's circulated to all project stakeholder. Now, when it is circulated to all the stakeholders, care should be exercised to ensure that every stakeholder gets the information that he or she requested for.