Process: Manage Communications
Process Group: Executing
Knowledge Area: Project Communications Management
Purpose
The Manage Communications process involves creating, collecting, distributing, storing, retrieving, and monitoring project information according to the communications management plan. It ensures timely and appropriate information flow among project stakeholders, enabling informed decision-making and effective collaboration.
Inputs
- Project Management Plan – Especially the communications, stakeholder, and resource management plans.
- Project Documents – Includes change log, issue log, lessons learned register, and stakeholder register.
- Work Performance Reports – Summarized data and analysis used to communicate project status and performance.
- Enterprise Environmental Factors (EEFs) – Communication tools, organizational culture, and geographic distribution of teams.
- Organizational Process Assets (OPAs) – Communication templates, historical project reports, and knowledge repositories.
Tools and Techniques
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Communication Technology – Email, collaboration platforms, video conferencing, dashboards, and shared drives.
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Communication Methods –
- Interactive (meetings, calls)
- Push (status reports, emails)
- Pull (intranet, self-service tools)
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Communication Skills – Presentation skills, writing skills, active listening, and public speaking.
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Project Management Information System (PMIS) – Platforms used to centralize, track, and share project communications.
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Interpersonal and Team Skills – Emotional intelligence, conflict management, and cultural awareness.
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Meetings – Used to deliver, exchange, and clarify information with stakeholders.
Outputs
- Project Communications – Delivered messages such as status updates, formal reports, dashboards, and feedback summaries.
- Project Management Plan Updates – Revisions to communication strategies or stakeholder engagement approaches.
- Project Document Updates – Adjustments to stakeholder register, issue log, lessons learned register, or change log.
- Organizational Process Assets Updates – New templates, tools, or communication records archived for future use.
Role in the Process Group and Knowledge Area
- Within the Executing Process Group, Manage Communications facilitates active and intentional information flow during project execution.
- In Project Communications Management, it ensures that communication occurs according to plan and adapts as stakeholder needs evolve.
Why It Matters
- Promotes Transparency – Keeps stakeholders aligned and aware of progress and issues.
- Builds Trust and Engagement – Fosters better relationships through timely, relevant, and respectful communication.
- Reduces Risk – Prevents misunderstandings, delays, and conflict by ensuring clarity.
- Enables Responsive Decision-Making – Provides the right information at the right time to the right people.