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10 - PROJECT COMMUNICATIONS MANAGEMENT

Additionally, when planning communications management for a software project, it is important that the
characteristics of software and knowledge work are recognized and incorporated. These include:

• Software projects are often novel undertakings for their customers and host organizations; therefore, 10
communication may be needed to explain the tools and techniques that will be used when managing
the project, especially for managing ambiguity during the initiating and planning processes of a software
development project.
• Software project life cycles are often complex, therefore significant communication may be needed to
explain the development process that will be used and the roles that various stakeholders will play.
• Software projects often experience high rates of change as the project evolves and product requirements
emerge, so it is important that frequent communications are provided to keep stakeholders up to date.
Communication mechanisms may include planning meetings, demonstrations of the evolving software
product, and retrospective meetings.

• Geographically dispersed teams often undertake software projects; in these cases, electronic communication
tools such as VOIP (voice over internet protocol), instant messaging, video conferencing, and project websites
are often utilized.

• Both push (publish) and pull (subscribe) communication mechanisms are used to accommodate the high
rate of information exchange often seen in software projects.
Adaptive life cycles for software projects address these characteristics of project communication by frequently
demonstrating the evolving features and functionality and regularly delivering functionality into the users’ environment,
when desired, to provide higher project visibility for key stakeholders. A major attribute of adaptive life cycles is the
elimination of long periods of internal project activity, which make it difficult for external stakeholders to understand
what is happening.

Adaptive life cycle techniques facilitate the planning of software project communication because project
information is a byproduct of the development processes (this is a major feature of adaptive software project life
cycles). However, reliance on face-to-face interaction requires participation by the appropriate project stakeholders
(customer, users, users’ representatives, and others). Stakeholder attendance at planning meetings and iterative
demonstrations of the evolving product is crucial. Other communication techniques will be required when face-to-
face communication is not possible.

Also, ongoing engagement of and communication with stakeholders is important throughout the entire project
life cycle because requirements, assumptions, and constraints often change as a software project evolves. It is
also important to ensure that project stakeholders receive the information they need during planning meetings,
product demonstrations, and project retrospectives. Stakeholders should be encouraged to actively participate
in these meetings. Stakeholders should be asked what information they need, and it should be provided as
expediently as possible.

©2013 Project Management Institute. Software Extension to the PMBOK Guide Fifth Edition 181
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