The Communication Management Approach is a vital component within the Project Initiation Documentation (PID) in PRINCE2 7. This approach defines how the project will manage and execute all communication activities throughout its lifecycle, ensuring that stakeholders receive appropriate information …The Communication Management Approach is a vital component within the Project Initiation Documentation (PID) in PRINCE2 7. This approach defines how the project will manage and execute all communication activities throughout its lifecycle, ensuring that stakeholders receive appropriate information at the right time and through suitable channels.
The Communication Management Approach establishes the framework for effective information flow between the project team, stakeholders, and interested parties. It addresses several key elements that are essential for project success.
Firstly, it identifies all stakeholders and their specific communication needs. This includes understanding what information each stakeholder requires, how frequently they need updates, and their preferred communication methods. Different stakeholders have varying levels of interest and influence, requiring tailored communication strategies.
Secondly, the approach defines the communication methods and tools to be used. This might include formal reports, meetings, emails, dashboards, or collaborative platforms. The selection depends on the project environment, organizational culture, and stakeholder preferences.
Thirdly, it establishes the timing and frequency of communications. Regular reporting cycles, checkpoint meetings, and milestone updates are scheduled to maintain consistent information sharing. This ensures stakeholders remain informed about progress, issues, and decisions.
Fourthly, the approach outlines roles and responsibilities for communication activities. It clarifies who is responsible for creating, reviewing, approving, and distributing various communications.
The Communication Management Approach also considers how to handle sensitive information, manage confidentiality requirements, and address communication barriers such as language differences or geographical distribution of team members.
By establishing clear communication protocols from the outset, the project creates a foundation for stakeholder engagement and trust. Effective communication supports decision-making, manages expectations, and helps resolve issues promptly. Poor communication often leads to misunderstandings, missed deadlines, and stakeholder dissatisfaction, making this approach critical for delivering successful projects within the PRINCE2 framework.
Communication Management Approach (PID) - Complete Study Guide
Why is the Communication Management Approach Important?
The Communication Management Approach is a critical component of the Project Initiation Documentation (PID) in PRINCE2. Effective communication is often cited as one of the primary factors determining project success or failure. This document ensures that all stakeholders receive the right information, at the right time, in the right format, enabling informed decision-making and maintaining engagement throughout the project lifecycle.
Poor communication can lead to misunderstandings, missed deadlines, scope creep, and stakeholder dissatisfaction. The Communication Management Approach provides a structured framework to prevent these issues.
What is the Communication Management Approach?
The Communication Management Approach is a management product that describes how the project will communicate with parties both internal and external to the project. It forms part of the PID and is created during the Initiating a Project process.
Key elements typically included:
• Communication procedures - How communication will be handled • Tools and techniques - Methods for communication (meetings, reports, emails) • Records - What communication records will be maintained • Reporting - Frequency and format of reports to stakeholders • Timing of communication activities - When communications occur • Roles and responsibilities - Who is responsible for what communications • Stakeholder analysis - Information needs of different stakeholders
How Does it Work?
The Communication Management Approach works by establishing clear guidelines before the project begins its delivery stages. The Project Manager creates this document during initiation, considering:
1. Stakeholder Identification - Determining who needs to receive or provide information 2. Information Requirements - Understanding what each stakeholder needs to know 3. Communication Methods - Selecting appropriate channels for different messages 4. Frequency - Establishing how often communications should occur 5. Responsibility Assignment - Clarifying who sends and receives each communication
The approach is then used throughout the project to guide all communication activities, ensuring consistency and completeness.
Exam Tips: Answering Questions on Communication Management Approach (PID)
Remember these key points:
• The Communication Management Approach is created during the Initiating a Project process • It is the Project Manager's responsibility to create this document • It forms part of the PID (Project Initiation Documentation) • It covers both internal and external communications • It should be tailored to the project's specific needs and environment
Common exam question types:
• Questions asking when the document is created - Answer: During Initiating a Project • Questions about who creates it - Answer: The Project Manager • Questions about what it contains - Remember the key elements listed above • Questions about where it sits - Answer: Part of the PID
Watch out for:
• Confusing this with the Benefits Management Approach or other management approaches • Questions that test whether you know this is a management product not a baseline product • Scenarios asking you to identify which document addresses stakeholder communication needs
Key Phrase to Remember: The Communication Management Approach defines how, when, and by whom information will be communicated to stakeholders throughout the project.