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10 - PROJECT COMMUNICATIONS MANAGEMENT

• Ease of use. There is a need to ensure that the choice of communication technologies is suitable for
project participants and that appropriate training events are planned for, where appropriate.
• Project environment. There is a need to determine if the team will meet and operate on a face-to-face
basis or in a virtual environment; whether they will be located in one or multiple time zones; whether
they will use multiple languages for communication; and finally, whether there are any other project
environmental factors, such as culture, which may affect communications.
• Sensitivity and confidentiality of the information. There is a need to determine if the information
to be communicated is sensitive or confidential and whether or not additional security measures need
to be taken. Also, the most appropriate way to communicate the information should be considered.

10.1.2.3 communication Models

The communication models used to facilitate communications and the exchange of information may vary from
project to project and also within different stages of the same project. A basic communication model, shown in
Figure 10-4, consists of two parties, defined as the sender and receiver. Medium is the technology medium and 10
includes the mode of communication while noise includes any interference or barriers that might compromise the
delivery of the message. The sequence of steps in a basic communication model is:
• Encode. Thoughts or ideas are translated (encoded) into language by the sender.

• transmit Message. This information is then sent by the sender using communication channel (medium).
The transmission of this message may be compromised by various factors (e.g., distance, unfamiliar
technology, inadequate infrastructure, cultural difference, and lack of background information). These
factors are collectively termed as noise.

• decode. The message is translated by the receiver back into meaningful thoughts or ideas.
• Acknowledge. Upon receipt of a message, the receiver may signal (acknowledge) receipt of the message
but this does not necessarily mean agreement with or comprehension of the message.

• Feedback/response. When the received message has been decoded and understood, the receiver
encodes thoughts and ideas into a message and then transmits this message to the original sender.

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