Connie Plowman - Project Communications: A Critical Factor for Project Success

Project Communications

A Critical Factor for Project Success

Connie Plowman, PMP
Jill Diffendal

Project Communications: A Critical Factor for Project Success
Copyright Business Expert Press, LLC, 2020.

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any meanselectronic, mechanical, photocopy, recording, or any other except for brief quotations, not to exceed 250 words, without the prior permission of the publisher.

First published in 2020 by
Business Expert Press, LLC
222 East 46th Street, New York, NY 10017
www.businessexpertpress.com

ISBN-13: 978-1-95152-772-3 (paperback)
ISBN-13: 978-1-95152-773-0 (e-book)

Business Expert Press Portfolio and Project Management Collection

Collection ISSN: 2156-8189 (print)
Collection ISSN: 2156-8200 (electronic)

Cover design by Aaron Roshong and interior design by S4Carlisle Publishing Services Private Ltd., Chennai, India

First edition: 2020

10 9 8 7 6 5 4 3 2 1

Printed in the United States of America.

Disclaimer

Project Management Institute Inc., A Guide to the Project Management Body of Knowledge (PMBOK Guide), 1996-2017. Copyright and all rights reserved. Material from this publication has been reproduced with the permission of PMI.

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Abstract

Communication is vital for project success. Experts know it. Industrywide research verifies it. Yet projects continue to fail because of poor communication. As a result, stakeholders and organizations dont realize the benefits of their projects and project teams.

This book presents a new way to look at communication within projects. It combines real-world examples and practical tips with theory, research, and professional standards you can apply to any size and type of project. Gain actionable insights into identifying your audience, choosing the right tools, managing change, and handling conflict. Expand your professional toolkit with templates, activities, and resources. Develop your project communications expertise with reflective questions and recommendations.

Whether you are a project manager, team member, project sponsor, or stakeholder, this book is for you. For educators, the book is ideal for students studying project management and related fields.

Make your project communications a critical factor in your project success!

Keywords

agile project teams; communication; project communication; project communications management plan; project communication tools; project risk; stakeholders; traditional project teams; uncertainty management theory; uncertainty reduction theory; virtual project teams

Meet Connie Plowman. Throughout her career she has traveled the road of project managementas a project manager, sponsor, team member, and in many other project roles.

Meet Jill Diffendal. Throughout her career she has traveled the road of communicationas a writer, editor, content contributor, and in many other communication roles.

Then our two roads met, and a project was launched to write a book about project communications. We were first connected by an introductory email from a mutual colleagueone of many different forms of communication that took place on this project. As we wrote this book, we found ourselves using, practicing, and experimenting with the same project communication practices that you will read about in these pages.

Like many project teams starting out, there was uncertainty, both about the project and with each other. We eliminated uncertainty by developing, and using, a project communications management plan. We made changes when the plan needed adjustment. We set clear expectations, listened to each others ideas, provided feedback, communicated with stakeholders, used many different tools and techniques to effectively communicateincluding our talents and strengthsand ultimately, built trust.

We do not present this book as the be all, end all in project communications. Rather, it is a resource to encourage you to broaden the way you look at communicating on projects, and to offer insights, tools, and techniques to bring that perspective into your projects.

Effective communication leads to project success. We know it. We experienced it. We completed the book on time, within scope, and under budget.

When it comes to project communications, we walk the talk. So can you!

To our terrific editor, Tim Kloppenborg, special thanks for bringing us together and encouraging us to put our project communications thoughts and experiences on paper. Thank you, Tim, for your ongoing support, guidance, and confidence in bringing this book to life.

To our awesome peer reviewers, Debbie Austin, Martha Buelt, Diane Cooney, Sara Webber, and Shannon Heizenrader, we cant thank you enough for giving us your precious time and valuable input.

To our amazing graphic designer, Aaron Roshong, thank you for lending us your exceptional talent in creating the graphics for this book and making it even better.

To our great colleagues, students, clients, and customers, sincere thanks for a lifetime of learning in how effective communications can truly make a difference in projectsand in life.

And finally, to our wonderful family and friendswe couldnt have done this without you!

As long as there is communication, everything can be solved.

Robert Trujillo, bassist for the rock band Metallica

Think about any time you have needed to work with another person to accomplish something. Did you coordinate with your spouse this morning to determine who would pack your childrens lunches or pick them up after soccer practice? Did you call the doctors office to schedule an appointment? Did you send or respond to a meeting invitation at work? Did you speak with your boss about a project assignment or to prioritize your workload?

Communication is how people work together to get things done. Without it, the kids would never get picked up from school (or get there in the first place). You would never see the doctor (or tell him what ails you). You would never meet with your colleagues (or discuss the tasks at hand with them). You would never understand your project assignment (or receive it in the first place).

Still not convinced? Try spending an hour at work without communicating. Do not read or respond to any e-mails, use the phone, attend a meeting, speak to coworkers. Youre probably thinking, Thats impossible!

Exactly.

In a project, communication is vital because the project is a new endeavor for every stakeholder involved. Even if every member of the team has worked together on dozens of projects before this one, every project is unique. Communication is how stakeholders understand what this project is about, how it will affect them, and what role they may be expected to play.