8.3 Control Communications - 8.3 Control Communications - 8.3 Control Communications
Control Communications is a critical process in Project Communications Management that involves ensuring that project communications are effectively managed and monitored. This process ensures that information is delivered to the right stakeholders at the right time, in the right format, and with the right content.
Key Concepts
1. Communication Monitoring
Communication Monitoring involves tracking and reviewing the flow of information within the project. This includes ensuring that all communications are timely, accurate, and relevant. Monitoring helps in identifying any gaps or issues in the communication process and taking corrective actions.
Example: In an engineering project, communication monitoring might involve tracking the status reports submitted by team members, reviewing meeting minutes, and ensuring that all stakeholders receive the necessary updates and information.
2. Communication Audits
Communication Audits are systematic examinations of the project's communication processes to ensure they are effective and compliant with the communication management plan. Audits help in identifying best practices, areas for improvement, and ensuring that the communication processes are aligned with project objectives.
Example: For a construction project, a communication audit might involve reviewing the communication channels used, assessing the effectiveness of stakeholder meetings, and evaluating the quality of written reports. The audit would identify any gaps and recommend improvements.
3. Feedback Mechanisms
Feedback Mechanisms are processes for gathering and incorporating stakeholder feedback on the project's communications. This includes surveys, feedback forms, and regular check-ins with stakeholders to ensure that their communication needs are being met.
Example: In a software development project, feedback mechanisms might include sending out surveys to users after a product update, conducting regular stakeholder interviews, and setting up a feedback portal for continuous input.
4. Communication Metrics
Communication Metrics are specific measures used to assess the effectiveness of the project's communication processes. These metrics provide quantitative data that can be used to evaluate performance and identify areas for improvement. Common communication metrics include response times, meeting attendance rates, and stakeholder satisfaction scores.
Example: For an engineering project, communication metrics might include the average time it takes to respond to stakeholder inquiries, the percentage of stakeholders who attend project meetings, and the satisfaction scores from stakeholder surveys.
5. Corrective Actions
Corrective Actions are measures taken to address any issues or gaps identified in the communication process. This includes adjusting communication methods, improving the content of communications, and enhancing the frequency of updates to ensure that stakeholders are well-informed and engaged.
Example: In a project to design a new product, corrective actions might involve changing the format of status reports to make them more concise and actionable, increasing the frequency of team meetings, and providing additional training on effective communication techniques.
Examples and Analogies
Think of controlling communications as managing a well-oiled information machine. Just as you need to regularly check, maintain, and adjust the components of a machine to ensure it runs smoothly, you need to monitor, audit, and improve your project's communication processes to ensure information flows efficiently and effectively.
For instance, in an engineering project to design and build a new product, controlling communications would involve regularly monitoring the flow of information, conducting communication audits, gathering and incorporating stakeholder feedback, measuring communication effectiveness, and taking corrective actions as needed. By effectively controlling communications, the project manager ensures that all stakeholders are well-informed, engaged, and aligned with project goals.