Communication Management Approach
The Communication Management Approach is a vital strategy document within PRINCE2's Organization Theme that defines how communication will be planned, managed, and controlled throughout the project. It outlines communication objectives, procedures, tools, and timing for engaging with stakeholders. This document recognizes that effective communication is not merely about distributing information but ensuring the right information reaches the right people at the right time in the most effective format. The approach includes identifying all stakeholders, assessing their communication needs, determining the most appropriate communication methods and frequency for each stakeholder group, and establishing feedback mechanisms. It also clarifies reporting lines and information flows between the different levels of the project management team and external stakeholders. The Communication Management Approach must align with organizational communications policies and consider any special requirements such as security classifications, legal constraints, or cultural and language differences. PRINCE2 emphasizes that poor communication is often cited as a major reason for project failure, making this document crucial for project success. The approach should be developed early in the project and regularly reviewed and updated as stakeholder needs evolve. It serves as both a planning tool for the Project Manager and a reference for the entire project team, ensuring all members understand their communication responsibilities and how information should flow throughout the project.
Understanding the Communication Management Approach in PRINCE2
What is the Communication Management Approach?
The Communication Management Approach is a key document within the PRINCE2 methodology that defines how project communication will be planned, managed, and controlled. It is a baseline document created during the initiating a project process and approved by the Project Board.
Why is it Important?
Effective communication is critical to project success. Studies consistently show that poor communication is one of the leading causes of project failure. The Communication Management Approach ensures that:
- All stakeholders receive the right information at the right time
- Communication channels are clearly defined
- Communication is appropriate for different stakeholder needs
- Information flows efficiently throughout the project
- There is clarity on who needs to know what and when
Key Components of the Communication Management Approach
1. Communication procedure: Defines the steps for effective communication
2. Tools and techniques: Specifies what communication methods will be used (meetings, reports, emails, etc.)
3. Records: Details how communication records will be maintained
4. Timing of communication activities: Establishes when regular communications will occur
5. Roles and responsibilities: Clarifies who is responsible for which communications
6. Stakeholder analysis: Identifies all stakeholders and their communication needs
7. Information needs: Determines what information each stakeholder requires
How it Works in Practice
The Project Manager develops the Communication Management Approach during the Initiating a Project process, with input from the Project Board and other key stakeholders. Once approved, it becomes the baseline for all project communications.
The approach is then used throughout the project to:
- Guide the creation and distribution of management products
- Ensure stakeholders are kept informed appropriately
- Facilitate decision-making based on accurate, timely information
- Support effective engagement with all parties involved in the project
It is reviewed and potentially updated at stage boundaries to ensure it remains fit for purpose.
Exam Tips: Answering Questions on Communication Management Approach
1. Remember its purpose: The primary purpose is to define HOW project communication will be planned, executed, and controlled.
2. Know who's responsible: The Project Manager creates it, but the Project Board approves it.
3. Understand when it's created: It's developed during the Initiating a Project process, not during Starting Up a Project.
4. Focus on stakeholder needs: Remember that communication should be tailored to different stakeholders based on their information needs and influence.
5. Link to other management products: Questions may test your knowledge of how the Communication Management Approach relates to other documents like the Configuration Management Strategy.
6. Recall the format: Know that the approach includes communication procedures, tools, timing, roles, and responsibilities.
7. Apply in scenarios: Be prepared to identify appropriate communication methods for different project scenarios.
8. Connect to principles: Particularly the 'Tailor to suit the project environment' principle, as communication needs vary by project.
When faced with exam questions, first identify whether they're testing your knowledge of what the Communication Management Approach is, who creates/approves it, when it should be created, or how it should be applied in specific situations.
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