10.3 Control Communications

The Control Communications process is managing the project communications process from project initiation to closure.  Making sure the right information is available to the right people at the right time.  Stakeholders communication needs are a top priority.  In controlling communication project team members must be aware of the most effective means of communicating with individuals as well as the type of information needed. The Input, Tools & Techniques and Outputs for Control Communication are illustrated in figure 43.

Figure 43. Manage Stakeholder Engagement: Inputs, Tools & Techniques, and Outputs. Reprinted from "A Guide to the Project Management Body of Knowledge (PMBOK Guide), 5th Edition" by Project Management Institute, 2013, p.303. Copyright 2013 by Project Management Institute, Inc. Reprinted without permission.

Process Definition

The Control Communications process is an iteration of the other project communications processes.  While communicating effectively you must plan and manage those communication therefor communication is said to be controlled.  However one step in this process does not spell out but my military back ground highlights is securing communication.  Some communication is not meant for everyone.  There are certain privileged discussions that should remain between the applicable stakeholder and the Project Manger; this should also be part of Control Communications.  

Process Assessment

The implication of failing to control communications would be missed opportunities, miss informed and unhappy stakeholders, chaotic schedule laps or lack of effective scheduling or budgeting.  Stakeholder decision and project success hinge on appropriate, complete, effective and timely communications.  Thus, communications must be controlled to include: assuring an appropriate message, in time for a response, assured reception of the information and return of appropriate feed back to complete the communication loop.

Artifacts

Input

For this artifact under project communication we had an exercise in PMGT611 where we were to over come communication difficulty with a team member and draw them back in to the team.  Part of the exercise was to relate a personal experience.  I just so happened as the Project Manager in recent class I had occasion to do just that.  The artifact fulfills the discussion on project communications.  See 10.3.1 

Tools & Techniques

The tool of project meetings is a great way to disseminate and acquire information.  The reason it is so affective is you not only get verbal or written information but can gauge the  teams non verbal's as well.  I've again included my blog on project meetings.  It covers everything from the kick off meeting through meetings to facility the project management plan.  Since we had few documented meetings between the students this artifact should meet the requirement.  See 10.3.2 

Output

This is my third and final use of my dashboard exercise.  It is such an effective tool to communicate with stakeholder and provide updates.  Many dashboard are base on real-time information, that is as soon as reports are entered into a data base the information is updated on the dashboard.  Dashboard can be customized to meet the users needs using the same data.  See 10.3.3