{"id":228972,"date":"2023-04-19T14:41:27","date_gmt":"2023-04-19T20:41:27","guid":{"rendered":"https:\/\/rmcls.com\/?p=228972"},"modified":"2025-10-31T08:59:37","modified_gmt":"2025-10-31T12:59:37","slug":"5-strategies-manage-project-communication","status":"publish","type":"post","link":"https:\/\/rmcls.com\/learn\/blog\/5-strategies-manage-project-communication\/","title":{"rendered":"5 Strategies to Manage Project Communication\u00a0\u00a0"},"content":{"rendered":"<p>How you manage project communication is one of, if not the most important aspects of project management. Poor communication has been cited as the biggest problem impacting projects. A great deal of a project manager\u2019s time is spent communicating with management, the team, the customer, and other stakeholders. Proper project management requires a process to define, plan, manage, and control communication which makes it a top skill needed by everyone on projects.<span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The project manager is key in establishing and maintaining an environment that allows the project team to communicate, according the <\/span><a href=\"https:\/\/a.co\/d\/aaaT9Yc\">PMBOK Guide, Seventh Edition<\/a><span data-contrast=\"auto\">,\u00a0\u00a0 Project managers set the tone for success by modeling behaviors such as transparency, respect, and positive disclosure and following a process to manage communications on their projects.\u00a0 Following are 5 strategies you can use today to manage your project communications. management.<\/span><\/p>\n<p><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2>Strategies to Manage Project Communication<\/h2>\n<ol>\n<li>Identify &amp; Analyze Stakeholders <span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Plan Project Communications\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li>Send &amp; Receive Information to Manage Project Communication<span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Manage Stakeholder Engagement<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<li>Monitor &amp; Control Communication<span data-ccp-props=\"{}\">\u00a0<\/span><\/li>\n<\/ol>\n<h2><\/h2>\n<h2><span data-contrast=\"auto\">Strategy 1: Identify and Analyze Stakeholders\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Start by identifying the people and organizations involved in or impacted by the project or the product being developed.\u00a0 These individuals or entities can positively or negatively impact outcomes over the course of the project. This step is important to help manage project communication. <\/span><span data-contrast=\"none\">You can read more about stakeholder identification <\/span><a href=\"https:\/\/rmcls.com\/identifying-project-stakeholders-in-project-management\/\">here<\/a><span data-contrast=\"none\">.\u00a0<\/span><span data-ccp-props=\"{&quot;201341983&quot;:2,&quot;335559740&quot;:390}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"none\">Project managers must also <\/span><span data-contrast=\"none\">understand all their stakeholders\u2019 requirements and expectations their level of influence, extent, and length of their involvement, as well communication needs and preferences.\u00a0\u00a0 <\/span><\/p>\n<p><span data-contrast=\"none\">Managing stakeholder expectations \u2014 the belief or mental image of the future \u2014 can differ by stakeholder.\u00a0 That\u2019s why project managers need to talk through all expectations, to make sure that everyone shares the same desired outcomes. This sets the stage for communication planning.\u00a0<\/span><span data-ccp-props=\"{&quot;201341983&quot;:2,&quot;335559740&quot;:390}\">\u00a0<\/span><\/p>\n<h2><span data-contrast=\"auto\">Strategy 2: Plan Project Communications\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Armed with the information from our stakeholders, it\u2019s time to start planning project communications. Planning is about considering the project\u2019s overall communications approach. It begins by defining what actions deliver the desired outcomes such as:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\"> The right information gets to the appropriate stakeholder, is clear and understandable, and arrives in the appropriate format at the right time.\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\"> Communications are measured and analyzed on a regular basis and changed as needed.\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\"> Stakeholders understand what communication is expected of them and the communication they receive meets their needs on the project.<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">There are <\/span><a href=\"https:\/\/rmcls.com\/5-reasons-care-project-communication\/\">several benefits<\/a><span data-contrast=\"auto\"> to having a communication plan in place including improved stakeholder engagement and a decrease in communication problems, conflict, and rework.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">As a result of planning communications, the project manager should have a document description of the communication needs of the stakeholders and a strategy to meet them. Plan components may include:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\"> What needs to be communicated, why and between whom?<\/span><\/li>\n<li><span data-contrast=\"auto\"> What is the preferred method of communication?<\/span><\/li>\n<li><span data-contrast=\"auto\"> Who is going to provide what information, the level of frequency and detail?<\/span><\/li>\n<li><span data-contrast=\"auto\"> Who has access to what communications, who can impart information, and who can edit?<\/span><\/li>\n<li><span data-contrast=\"auto\"> How to tailor communication based upon language and culture?<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Once the plan is in place, we can determine how to send and receive information.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2><span data-contrast=\"auto\">Strategy 3: Send &amp; Receive Information to Manage Project Communication<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">The most basic communications only ensure the message has been delivered.\u00a0 Excellent project communications require a more comprehensive approach that includes the sender, the receiver, and confirmation that the message is correctly understood.\u00a0 Both the sender and the receiver are responsible for ensuring the message has been properly interpreted and understood.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Reports, information radiators, and individual communications are the artifacts of project communications.\u00a0 While these artifacts are updated on a regular basis, it is important to look at how each of these documents are part of and are influencing the project communication plan.\u00a0 In addition to communication plan\u202fupdates on project status, issues and issue resolutions, here are some other communication plan artifacts:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\"> Issue status or log<\/span><\/li>\n<li><span data-contrast=\"auto\"> Project reports and presentations<\/span><\/li>\n<li><span data-contrast=\"auto\"> Updated project records<\/span><\/li>\n<li><span data-contrast=\"auto\"> Lessons learned documentation<\/span><\/li>\n<li><span data-contrast=\"auto\"> Project document updates<\/span><\/li>\n<li><span data-contrast=\"auto\"> Risk and stakeholder registers\u00a0<\/span><\/li>\n<\/ul>\n<h2><span data-contrast=\"auto\">Strategy 4: Manage Stakeholder Engagement<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">At this point, stakeholders have been identified and analyzed. You have planned and are using key artifacts that help you communicate with your stakeholders at the right time with the right information. Another strategy to manage project communications has to do with stakeholder engagement.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">The key is to establish and maintain a common understanding of the project, its objectives, constraints and how they all interact to deliver the desired value throughout the project. Each stakeholder\u2019s needs have been planned so when changes are needed, the project manager is able to adjust and maintain high levels of engagement with each stakeholder.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2><span data-contrast=\"auto\">Strategy 5: Monitor &amp; Control Communication<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">While the project manager is effectively communicating on the project, they are at the same time monitoring communication to ensure information is getting to where it is needed, is clear and allows stakeholders to act as necessary. The key to monitoring and controlling our communication is to make sure that that the information being communicated is being understood, and that it&#8217;s being understood in the intended way.<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">When monitoring and controlling communications, there are several ways to identify and measure compliance to the communication plan.\u00a0 For example, you can review the data of the project&#8217;s status, known as work performance information. Work performance data includes:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"none\"> Performance<\/span><\/li>\n<li><span data-contrast=\"none\"> Metrics captured in various control processes<\/span><\/li>\n<li><span data-contrast=\"none\"> Changes, risks, and issues<\/span><\/li>\n<li><span data-contrast=\"none\"> Forecasts<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"none\">Reviewing this information allows you to validate that the team is being productive and achieving the project goals.\u00a0 Work performance information can be organized into project management plan updates or project document updates, each of which allow you to identify and communicate information that stakeholders need.\u00a0\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<h2><span data-contrast=\"auto\">Learn More About How to Manage Project Communication<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"none\">If you\u2019re interested in learning how to manage project communications, check out RMC\u2019s eLearning course, <\/span><a href=\"https:\/\/store.rmcls.com\/project-communication-stakeholder-engagement-elearning-course\"><em>Project Communications and Stakeholder Engagement<\/em><\/a><span data-contrast=\"none\"> shows you how to manage project communications and engage your stakeholders.\u00a0<\/span>You may also be interested in our <a href=\"https:\/\/store.rmcls.com\/leading-with-emotional-intelligence-elearning-course\"><em>Leading with Emotional Intelligence and Organizational Awareness<\/em><\/a>\u00a0<span data-contrast=\"none\">eLearning course to elevate your leadership skills.\u00a0<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Sources:<\/span><span data-ccp-props=\"{}\">\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/rmcls.com\/communications-management-plan-in-project-management\/\">https:\/\/rmcls.com\/communications-management-plan-in-project-management\/<\/a><\/p>\n<p><a href=\"https:\/\/www.teamgantt.com\/blog\/why-communication-is-important-in-project-management\">https:\/\/www.teamgantt.com\/blog\/why-communication-is-important-in-project-management<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>How you manage project communication is one of, if not the most important aspects of project management. Poor communication has been cited as the biggest problem impacting projects. A great deal of a project manager\u2019s time is spent communicating with management, the team, the customer, and other stakeholders. Proper project management requires a process to [&hellip;]<\/p>\n","protected":false},"author":3,"featured_media":228983,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[147,49,35,44,37],"tags":[],"class_list":["post-228972","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-communications-management","category-pmp","category-project-management","category-project-management-professional-pmp","category-view-all-posts"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>5 Strategies to Manage Project Communication\u00a0\u00a0 - RMC Learning Solutions<\/title>\n<meta name=\"description\" content=\"Manage project communication gets the right information to the appropriate stakeholder, that is clear and understandable and arrives in the appropriate format at the tight time.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/rmcls.com\/learn\/blog\/5-strategies-manage-project-communication\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"5 Strategies to Manage Project Communication\u00a0\u00a0 - 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