PMBOK ® Guide: Tools for Competent and Proficient Management

(Project Management Institute, 2013)

As an Embry-Riddle Aeronautical University course project, I have to develop a professional portfolio to showcase my competency and proficiency within the PMBOK® Guide knowledge area/process group matrix. Focusing on the Project Communications Management knowledge area, I will discuss Plan Communications Management, Manage Communications, and Control Communications within the Process Groups.

So why did I choose Communications Management, besides the obvious fact that I am in a Project Management Communication course? The main reason, communications is the key to project success! Just look at the definition of Project Communications Management: The Project Communications Management knowledge area includes “the processes that are required to ensure  timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information” (Project Management Institute, 2013 pg. 287). This encompasses all the important, vital, critical aspects of the project. Without accurate and continuous communications, the project is assured to fail.

So let’s look at what the Communications Management knowledge area contains.

 Plan Communications Management

The PMBOK® definition of Plan Communications Management states that this is “the process of developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements, and available organizational assets” (Project Management Institute, 2013 pg. 287).

This was an easy choice. The Plan Communications Management outlines the full communications spectrum. What better way to show competency in project management than to expertly craft a well-developed Communications Management Plan, which is the output of Plan Communications Management. “The devil is in the detail”.

So what are some of the tools and techniques available under this process? Here is a list with brief description.

-          Communications Requirements Analysis- determine the needs of the project stakeholders.

-          Communication Technology- the type, extent, and frequency of communications.

-          Communication Models- understanding how the message (communication) is sent and received. Have to verify message receipt and understanding.

-          Communication Methods-  will the communications be interactive, push, pull, or a combination.

-          Meetings- The holy grail of information sharing. This is where all details, updates, and other reports are hashed out and/or shared.

The Project Charter Document

In my earlier blog, I discussed the Business Case. For those that missed it (or just glossed over it), here is the link for reference. The Business Case is one powerful document. In addition, just as powerful is the Project Charter.

The Project Charter includes the project’s purpose, scope, goals, budget, timeliness, resources, critical success factors, and expected benefits (Dow & Taylor, 2015). This information provides the answers and information the project team (and stakeholders) need to start the project. A well-researched and crafted charter can motivate a team, and keep stakeholders engaged, giving everyone details like WHY they are doing the project and what they hope to ACCOMPLISH.

This, I chose, because working on a team, I like to know the details of why I’m doing something and what we hope to achieve. Motivation and sense of accomplishment are what keep me engaged in any project.

The Project Kick-Off Meeting

Okay, I’m sure I’m getting some eyes rolls on this one. Though not an absolute requirement, this is an industry best practice. However, the reason I chose this to be added on my list is, in one word, FUN! What better opportunity way to showcase competency and proficiency than to motivate a team to success! “Kicking off a project, forming a project team, and coming together to perform a goal is exciting” (Dow & Taylor, 2015 pg. 445).

The Project kick-Off Meeting allows the project manager to bring everyone together and provide details such as the scope, goals, objectives, and project background. Here is the opportunity to create excitement and enthusiasm. A project manager is a leader. A leader has to be knowledgeable, respected, and be charismatic! The leader has to convey confidence and, in reality, a little showmanship.

That is my short list for now readers. As always, I want to thank you for reading and appreciate all feedback.

References

Dow, W., & Taylor, B. (2015). Project management communication tools. Renton, WA: Dow Publishing LLC.

Project Management Institute. (2013). A guide to the project management body of knowledge (PMBOK guide) (5th ed.). Newtown Square, PA: Project Management Institute, Inc.