In PRINCE2 7, the Communication Management Approach is a vital management product established during the 'Initiating a Project' process. It serves as the definitive guide for how information flows between the project management team, the Project Board, and wider stakeholders. Within the specific co…In PRINCE2 7, the Communication Management Approach is a vital management product established during the 'Initiating a Project' process. It serves as the definitive guide for how information flows between the project management team, the Project Board, and wider stakeholders. Within the specific context of the PRINCE2 7 'People' element, this document is essential for fostering a collaborative culture, managing expectations, and ensuring appropriate engagement.
The approach details the means, frequency, and format of communication. It is based on a thorough stakeholder analysis, which identifies interested parties, their influence, and their specific information requirements. Instead of a 'one-size-fits-all' strategy, the Communication Management Approach ensures that the Project Board receives high-level data for decision-making, while suppliers or technical teams receive the granular detail necessary for delivery.
Crucially, it assigns specific responsibilities for communication activities, ensuring accountability. It also defines the methods of communication—ranging from formal highlight reports and end-stage reports to informal emails, workshops, or dashboard access. By setting these ground rules, the Project Manager minimizes the risk of misunderstandings and conflict, which are common sources of project failure.
Furthermore, PRINCE2 7 emphasizes that this approach is dynamic. It includes feedback mechanisms to verify that messages are understood and allows the strategy to evolve at management stage boundaries as stakeholder interests change. Ultimately, the Communication Management Approach ensures the right information reaches the right people at the right time, acting as the nervous system of the project structure.
Communication Management Approach in PRINCE2 Practitioner v7
What is the Communication Management Approach? In PRINCE2 v7, the Communication Management Approach describes the means and frequency of communication to parties both internal and external to the project. It acts as the rules of engagement for how information flows to and from the project. Created during the Initiating a Project process, it forms a vital part of the Project Initiation Documentation (PID). It ensures that the project management team communicates effectively with stakeholders, rather than just broadcasting information without purpose.
Why is it Important? Communication is the lifeblood of any project. Without a defined approach, stakeholders may receive too much information (noise), too little information (uncertainty), or information in a format they cannot access or understand. A solid approach ensures: 1. Stakeholder engagement is maintained throughout the lifecycle. 2. Expectations are managed regarding what information will be provided and when. 3. The project aligns with corporate or programme communication standards.
How it Works: Key Components The approach is developed by the Project Manager, often with input from Project Assurance. It typically includes: 1. Stakeholder Analysis: Identification of interested parties, their relationship to the project, and their influence/interest levels. 2. Information Needs: Defining what specific information each stakeholder requires (e.g., Highlight Reports, End Stage Reports). 3. Timing and Frequency: Establishing when communication occurs (e.g., weekly, monthly, or event-driven). 4. Methods and Formats: How the data is delivered (e.g., email, dashboard, face-to-face meetings). 5. Responsibilities: Who is responsible for creating, approving, and distributing the communication.
Exam Tips: Answering Questions on Communication Management Approach When facing PRINCE2 Practitioner scenario questions regarding this document, apply the following logic:
1. Identify the 'Who' and 'How': If a question asks whether a specific entry belongs in the Communication Management Approach, ask yourself: Does this define a rule for sending information? If it describes a specific calendar date for a meeting, it might belong in a Plan. If it describes the method (e.g., 'All Highlight Reports will be sent via email'), it belongs in the Approach.
2. Differentiate from the Quality Management Approach: Do not confuse quality reviews with general communication. While quality reviews involve talking, the Communication Management Approach is specifically about stakeholder engagement and information dissemination, not product verification.
3. Look for Stakeholder Analysis: Practitioner questions often test if you have correctly identified a stakeholder's needs. If a stakeholder prefers high-level summaries but the approach schedules detailed technical logs for them, the approach is incorrect. The method must suit the audience.
4. Check for Tailoring: Ensure the approach is appropriate for the project's scale. A small internal project does not need a press release strategy; a large public project definitely does.
5. Privacy and Sensitivity: Watch out for scenarios involving sensitive data. The approach should define if encryption or specific security protocols are needed for communication.