Monitor Communications in project Management (PMP) is the process of making sure that everyone involved in the project gets the information they need. The best flow of information, as planned in the communications management plan and the stakeholder involvement plan, is the main benefit of this process. The project as a whole goes through this process. Figure below shows the process’s sources, how it works, and what it produces.

Monitor Communications checks to see if the planned communications materials and activities have had the desired effect of gaining or keeping the support of stakeholders for the project’s deliverables and expected results. It is important to carefully consider and keep an eye on the effects and results of project communications to make sure that the right message with the right content (meaning the same thing to both sender and listener) gets to the right people at the right time and through the right channel. Monitor Communications may need a number of different approaches, including polls of customers to find out how satisfied they are, lessons learned logs, views of the team, data from the issue log, or changes in the stakeholder engagement assessment matrix.

The Monitor Communications process can start a new round of the Plan Communications Management and/or Manage Communications processes. These processes aim to improve communication by adding to or changing existing communication plans and actions. These kinds of versions show how the Project Communications Management processes are always going. Problems or KPIs, risks, or disagreements could lead to a change right away.

Monitor Communications: Inputs

Project Management Plan

The following are some of the parts of a project management plan:

• Through the project organization models and roles and responsibilities, the resource management plan can help you figure out how the project is actually set up and if there have been any changes.
• The current plan for gathering, making, and sending out information quickly is in the communications management plan. It lists the people on the team, the people who have a stake in the communication process, and the work that needs to be done.
• The communication plans that are meant to involve stakeholders are laid out in the stakeholder engagement plan.
  

Project Documents

It’s possible to use the following project documents as inputs for Monitor Communications process in project management (PMP) :

• Issue log
• Lessons learned register
• Project communications

Work Performance Data

There is information in work performance data about the types and amounts of messages that have been sent.

 Enterprise Environmental Factors

Aside from the Monitor Communications in project management (PMP) method itself, the following business environment factors can also have an effect on it:

• organizational culture, the state of politics, and the structure of government;
• Set up tools, channels, and methods for communication;
• habits, practices, or trends that are global, regional, or local; and
• the spread out locations of buildings and resources.

Organizational Process Assets

The following are some examples of Organizational process assets that could have an effect on the Monitor Communications process:

• Social media, ethics, and security policies and processes for the company;
• Communication needs within an organization;
• established rules for creating, sharing, storing, and getting information;
• There is a repository for historical information and lessons learned from past projects,
• as well as data and information on stakeholders and interactions from past projects.

Monitor Communications: Tools And Techniques

Expert Judgment

People or groups with specialized knowledge or training in the following areas should be considered: communications with the public, the community, and the media; communications and project management systems; and communications with virtual groups in a foreign setting.

Project Management Information System (PMIS)

Project management information systems give the project manager a standard set of tools to gather, store, and send information to internal and external partners so that they can get the information they need according to the communication plan. People keep an eye on the information in the system to make sure it is correct and useful.

Data Representation

The stakeholder engagement assessment matrix is one way to show data, but it’s not the only one. It can tell you how well the communication efforts are working. One way to do this is to look at how things have changed between desired engagement and present engagement and make any necessary changes to communications.

Interpersonal And Team Skills

You can use observation and talk as interpersonal and team skills in this process, but they are not the only ones. Talking and discussing with the project team helps figure out the best way to keep stakeholders up to date on the project’s progress and answer to their requests for information. The project manager can find problems within the team, disagreements between people, or problems with individual performance by watching and talking to people.

Meetings

People make decisions, react to stakeholder requests, and talk with suppliers, vendors, and other project stakeholders in person or online meetings.

Monitor Communications: Outputs

Work Performance Information

You can find out how well project communication is working by comparing the messages that were carried out to those that were planned in work performance information. It also looks at feedback on communications, like poll results on how well communications work.

Change Requests

An important part of the Monitor Communications method is making changes to the communications activities outlined in the communications management plan. It is the Perform Integrated Change Control method that handles change requests.

Project Management Plan Updates

People in the company have to fill out a change request for any changes they want to make to the project management plan. The following parts of the project management plan may need a change request:

• Communications management plan
• Stakeholder engagement plan

Project Documents Updates

Because of Monitor Communications in project management (PMP), project documents like, but aren’t limited to, the following may be updated:

• Issue log
• Lessons learned register
• Stakeholder register

References :

PMBOK^® Guide – Seventh Edition 

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