24- Project Communications - Project Communications...

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Project  Communications  Dr. Hesham A. Aziz 1 Dr. Hesham A. Aziz
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Key Points : - Key Points : - All lines of communication should pass through the project office – the project’s front door . Set up a schedule of progress meetings to plan and control your project . Set up a fully integrated information and control system to generate progress reports . Dr. Hesham A. Aziz 2
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For a project to succeed there is a continuous need for communication to issue instructions, solve problems, make decisions, resolve conflicts, and keep everyone supplied with the information they need . The project manager is in the key position to develop and maintain all the communication links, both inside the company and project team, and outside the company with the client, contractors, suppliers and other stakeholders. Communication enables the project manager to develop interpersonal relationships; inspire team members, handle conflict, negotiate with stakeholders, chair meetings, and make presentations . Dr. Hesham A. Aziz 3
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The Internet and mobile phones have enhanced the communication mediums – a Consider the facilities : - Email ( one-to-one, or one-to-many ) . Web sites . B2B procurement . Real time progress reports . Video conferences . Mobile email and internet connections . Mobile communication nationally and internationally Dr. Hesham A. Aziz 4
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1. Communication Theory 1. Communication Theory The key components of the communication process are : - Dr. Hesham A. Aziz 5 Communication Process ( showing the communication cycle as a closed loop )
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Sender : The sender is the originator of the message and the starting point of the communication cycle . Encoding : Encoding is the process of converting thoughts, feelings and ideas into ‘ code or cipher ’. In its broader sense code and cipher are the words and phrases we use to express ourselves . Medium : The medium is the vehicle or channel to convey the message. Consider the following : - Formal Written; letters, faxes, email, minutes, drawings, specifications and reports . Formal verbal; telephone, voice mail, meetings, video-conferencing . Informal verbal; casual discussion between friends . Non-verbal; body language . Dr. Hesham A. Aziz 6
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Non-verbal communication : As the phrases suggest; ‘ a picture is worth a thousand words’, and ‘ actions speak louder than words’ . This could be : - Body posture . Hand movements . Facial expressions . Eye contact . Use of interpersonal space . Receiver: The receiver is the person or persons the message is transmitted to their ability to receive will depend on their; hearing and listening skills, selective listening, eyesight and reading skills, visual activity, tactile sensitivity . Decoding : Decoding is the process of converting the message back into an readable format .
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