Saturday, June 16, 2012

The Tools of Communication - Part 1

Wikipedia defines communication as the activity of conveying information. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender's intent to communicate at the time of communication. Thus, communication can occur across vast distances in time and space.

Well, this definition can also describe documentation from a Project Management Office (PMO) because in a Professional Services Organization (PSO), communicating to our clients is the ultimate responsibility of the Project Manager (PM). The communication between a PM and the customer is extremely important. However, what is more important is that whatever communication is provided, that it is documented. There is an old axiom of project management: “If it is not written, it was not said.” If it is stated, even if the customer or another project team member disagrees with certain statements that may be amended or not, the conversation must be documented.
The issue that arises is how much documentation is enough? We do not want to burden a PM with so much documentation that the PM has no time but for documentation. However, one must define which documents are necessary and which documents are “nice to have.”  I believe there are some critical documents that communicate essential project information and each have their place during a project.

In my next several blog articles, I will discuss the tools that are necessary to have a good and proper line of communication, not only with the project team and project sponsor, but also with the PM’s management.  I look forward to your comments in regards to this and my next blog articles.

1 comment:

  1. Benny,

    This article will be useful to a lot of people. Documentation is important, but no project manager should be doing so much documentation that the project isn't getting done. Great discussion about the need for balance.