According to a recent study attributed to the Professional Project Management Institute (PMI), project managers spend 90% of their time in communications (Rajkumar, 2010). According to the PMI book guide, any project goes through fixed steps (initiation - planning - executing - control - closing) (PMBOK® Guide, 2021). Although the communications plan occupies a small part of the second stage (planning), the communications carried out by project managers are the main factor in the success or failure of the project (PMBOK® Guide, 2021).
This paper will present a basic communication theory in the project management environment and a framework for integrating scholar and practitioner elements.
Theory: Projects can only succeed with a solid communication plan and superior communication skills by managers.
Basic framework: to incorporate elements of the scholar and practitioner into strengthening the communications plan and emphasizing the communication skills of project managers, I will suggest three components, which are as follows:
First: Definitions:
Communications plan: A project management plan explains how to coordinate, monitor, and control project communications (PMBOK® Guide, 2021).
Communication skills are the abilities used to present or receive various types of information, such as thoughts and feelings (Zulch, 2014).
Second: Principles of the theory: they are the academic part that takes care of understanding all the relevant theoretical factors such as: (the relationship between the sender and the receiver, the medium through which the message is transmitted, the content and quality of the message, the sender’s ability to send it, feedback of the message, variables and final results of the message) (Jubert, 2020).
Third: Practice tools: The practice lies in understanding how to use the appropriate tools to communicate and receive the message; this lies in the following:
- A record of stakeholders and information must be sent to each of them separately (Rajkumar, 2010).
- Appropriate ways to deliver the message include (direct meetings - telephone and video calls - e-mail - paper reports..etc) (Rajkumar, 2010).
- The content and form of the message are due to the extent to which the information is summarized or elaborated in the explanation and presentation of tables and data.
- Sender skills include language skills, openness to multiple cultures, and the ability to persuade and influence (Zulch, 2014).
Conclusion
The practitioner blends theory and skills to solve business problems (Lombardozzi, 2013). In a project management environment, managers use research as a tool for change (Morris & DeLapp, 1983). As an essential part of the project management process, project managers are busy planning and controlling their communications to get the most out of their projects.
References
Joubert, S. (2020). The Critical Role of Communication in Project Management, Northeastern University.
https://www.northeastern.edu/graduate/blog/communication-in-project-management/
Lombardozzi, C. (2013). The SMART Practice of Scholarly Practice. Advances in Developing Human Resources, 15(3), 243–251.Retrieved from the Presentations section of this course under Module 3
https://learningjournal.files.wordpress.com/2010/12/smart-practice-white-paper.pdf
Morris, P. W. G. & DeLapp, S. E. (1983). Managing change through project management. Project Management Quarterly, 14(2), 60–70.
https://www.pmi.org/learning/library/managing-change-through-project-management-1777
PMBOK® Guide. (2021). A Guide to the Project Management Body of Knowledge.
https://www.pmi.org/pmbok-guide-standards/foundational/PMBOK
Rajkumar, S. (2010). Art of communication in project management. Paper presented at PMI® Research Conference: Defining the Future of Project Management, Washington, DC. Newtown Square, PA: Project Management Institute.
https://www.pmi.org/learning/library/managing-change-through-project-management-1777
Zulch, B. (2014). Communication skills impact sustainable and green project management. University of the Free State, Bloemfontein, South Africa.
http://wsb14barcelona.org/programme/pdf_poster/P-182.pdf