Process: Monitor Communications
Process Group: Monitoring and Controlling
Knowledge Area: Project Communications Management
Purpose
The Monitor Communications process involves ensuring that stakeholder communication needs are met by monitoring and evaluating the flow of project information. It assesses whether the right information is reaching the right people in the right format at the right time, and takes corrective action if necessary.
Inputs
- Project Management Plan – Especially the communications management plan and stakeholder engagement plan.
- Project Documents – Includes issue log, lessons learned register, project communications, and stakeholder register.
- Work Performance Data – Raw data on communication events and delivery status.
- Enterprise Environmental Factors (EEFs) – Organizational communication infrastructure and feedback mechanisms.
- Organizational Process Assets (OPAs) – Communication policies, reporting procedures, and templates.
Tools and Techniques
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Expert Judgment – Applied to assess communication effectiveness and recommend improvements.
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Project Management Information System (PMIS) – Used to track communication delivery and stakeholder engagement metrics.
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Data Representation
- Stakeholder engagement assessment matrices
- Communication dashboards
- Feedback summaries
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Interpersonal and Team Skills – Observation, active listening, and relationship management.
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Meetings – Used to review communication effectiveness with the team and stakeholders.
Outputs
- Work Performance Information – Analysis of communication effectiveness, delivery compliance, and stakeholder responsiveness.
- Change Requests – Initiated when gaps or failures in communication require updates to plans or procedures.
- Project Management Plan Updates – Revisions to the communications or stakeholder engagement plans.
- Project Document Updates – Updates to issue log, stakeholder register, and lessons learned register.
Role in the Process Group and Knowledge Area
- As part of the Monitoring and Controlling Process Group, Monitor Communications ensures that communication strategies remain effective and adaptive throughout the project.
- Within Project Communications Management, it provides the feedback loop necessary to validate and refine the communication approach.
Why It Matters
- Validates Communication Effectiveness – Confirms whether the information provided is useful and timely.
- Improves Stakeholder Satisfaction – Ensures that communication meets evolving needs and expectations.
- Supports Proactive Adjustment – Enables timely interventions to resolve miscommunications or disconnects.
- Drives Continuous Improvement – Captures lessons to enhance future communication strategies.