Importance of Communication in Project Management

This study explores the critical role of communication in project management. It examines the impacts of effective communication on project revenues, ways to present communication on project boards, and how to ensure transparent communication with stakeholders. The study adopts a structured interview method to collect primary qualitative data from ground-level staff. The data is analysed using a descriptive research design to arrive at in-depth findings. The study highlights the importance of selecting an appropriate research design and data collection method for successful research outcomes.

Importance of Communication in project
management
PRISM 2: MSc Project Management
Student Name: Student Number: 677610
Unit Name: Project Investigation and System Methods
Subject ID:
Date Due: Professor Name:
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Table of Contents
1.0 Summary of Research Question................................................................................................3
2.0 Justification of Data gathering method......................................................................................4
3.0 Structured systematic approach in Research Design.................................................................5
4.0 Justification of data gathering....................................................................................................6
5.0 Critical Reflection......................................................................................................................7
6.0 A Critical Discussion...............................................................................................................10
7.0 Literature to support Research Design....................................................................................11
8.0 Reference Lists........................................................................................................................13
9.0 Appendix: Ethical Opinion...................................................................................................................15
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1.0 Summary of Research Question
Communication has been regarded a critical aspect for any type of project management.
Communication in project management mostly deals with verbal form, aimed at
understanding a message and communicating back regarding the same. For a particular
project to progress efficiently, it becomes critical that such communication takes place at
each and every step. Any gap arising in communication can result in negative impacts for
the project. Negative impacts might include cost overrun project delays ineffective project
and so on. The scope of this current study incorporates ways in which communication can
entail effective project delivery with timely completion and quality compliance. The
following have been identified as some of the research questions for the study.
 Research Question 1: What are the impacts on revenues from effective communication
in project management?
 Research Question 2: In what ways communications can be presented on different
project boards and their developments ensured?
 Research Question 3: How can communication are ensured with every stakeholder in a
transparent, consistent and complete manner?
 Research Question 4: What ways project manager ensures communication within the
team and reporting on continuous progress to project board and
sponsors?
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2.0 Justification of Data gathering method
In order to conduct any study it becomes crucial to confirm to a data collection technique
(Bernard & Bernard, 2012). A research design sets a particular method and procedure for
undertaking a particular research problem. It allows analysing measures of variables as specific
in the research problem. In order to analyse communication effective in project management
varied types of procedures as correlation, descriptive, experiment review, semi-experimental and
meta-analytic can be used. A framework for attending the research question has to be designed
such that appropriate findings can be determined. For any type of research there are two distinct
types of data collection procedure is available, one being primary and other secondary (Williams,
2011). Primary data gathering method is first data collection technique, on the other hand
secondary data collection is data that has already been published somewhere and is being used
by the scholar. In order to conduct this study mostly data of primary nature has been collected.
Moreover, data can be quantitative and qualitative in nature, for this study only qualitative data
has been adopted. Qualitative or subjective data has been gathered and then subsequently
analysed in order to arrive at the research aims of the study (Bryman, 2015). Primary data of
qualitative nature has been gathered mostly by use of interview method. The scholar of the study
will conduct interviews on participants taking part in various projects and then subsequently they
will be analysed using an inductive technique. Interviews can be structured, unstructured and
semi-structured in nature. The interview will consists of structured questions open ended in
nature to allow participants answer to each one of them in a better manner (Erickson, 2012). The
subject matter of communication varies from individual to individual hence is viewed by various
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project stakeholders in a varied manner. Therefore, the structured however open-ended
methodology for collection of data has been undertaken. It will allow better understanding
related to communication that is taking place with a particular project. The research question
being defined according to the research problem, interview is the most suitable method that will
allow accomplishing aims of the study.
Once data has been collected from research interview then a descriptive method of
inductive analysis can be applied (Hennink, Hutter & Bailey, 2010). Such method will allow
arriving at in-depth findings for the research procedure. A descriptive research design mainly
makes use of interview or survey procedure to collect data and then diagnose the complex
research problem. For this study procedure communication is rather a complicated domain and
not many in the field of project management will be able to critically reflect regarding it. Hence,
a descriptive research design where lots of input will be available from participants will be
encouraged (Johnston, 2010). Participants for the study will comprise mainly of various
stakeholders who are directly or indirectly associated with the project. The participants will be
asked questions pertaining to communication methods and techniques that are used. They will
also be asked related to their understanding of efficiency in communicating.
3.0 Structured systematic approach in Research Design
The scope of the current research procedure will make effective use descriptive methods
from data collected in structured interview procedure. Research philosophy makes use of
research design and research instruments in a manner such that aims of the research are satisfied
(Qu & Dumay, 2011). Communication is a subjective field, it cannot easily be quantified.
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Though there are various measures that can be arrive at in case of effective and ineffective
communication, but the subject in itself cannot be quantifiable. Positivism research philosophy
states that reality being constant; it can be observed and described from a viewpoint with the
phenomenon’s interference. With manipulation of the phenomenon, the observation can be
repeated. In this case the single variable in the study involves communication that is analysed
from varied view points as that of project management. Through the process of structured open-
ended interview it is possible to arrive at different viewpoints regarding effectiveness of
communication that takes place (Lewis, 2015). In case of close-ended questions in an interview,
a participant is often faced with a limited number of choices that often makes it difficult to
express themselves. Primary research procedure has been adopted for the study as existing
communication can be directly understood from feedback obtained. In case of secondary data,
there is bound to be some certain limitations, therefore it has been avoided in totality. Moreover,
while collecting primary data from participants the scholar has adopted ethical procedure
(Marshall et. al., 2013). The scholar has first selected research philosophy of positivism, then
adopted research design of interview method and then conducted the study using participants.
The aim of the study was to obtain maximum possible qualitative data available from
participants, who were active stakeholders in varied projects.
4.0 Justification of data gathering
In order to conduct this study, the scholar has aimed at structured interview with
participants with a series of questions. All participants will be interviews separately only after
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obtaining ethical confirmation from them (Brinkmann, 2014). Once ethical confirmation has
been obtained, participants, who were part of project management team, were posed open ended
questions as highlighted below;
 Interview Question 1: What is your name? How long have you been employed in this
project?
 Interview Question 2: How were you told regarding your role in the project?
 Interview Question 3: What were the reporting techniques used?
 Interview Question 4: Did you interact regularly with the project supervisor? How?
 Interview Question 5: How did the team react in case of a new project aspect was
disclosed?
 Interview Question 6: Were you allowed to clarify doubts regarding roles in the project?
 Interview Question 7: Did the project sponsors ever interact with you? In what manner?
 Interview Question 8: Which are the languages in which you are proficient in?
Once data has been gathered from participants for the above questions, the scholar will aim at
analysis pertaining to the project.
5.0 Critical Reflection
Communication is a subjective field in project management. Collecting data relative to
communication is rather difficult and critical in nature (Neuman, 2014). In order to collect data
for this study, there needs to be active interviews taken from various participants of project
management. The scholar will aim at analysing 5 different projects that are going around in the
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city. Once the projects had been ascertained, then steps were undertaken to provide the project
proposal and aims to higher level managers for obtaining data from them. Amongst the four
project manager of higher hierarchy, who were approached for obtaining permission from, only 4
agreed to the project aims. Only 4 organisations were ready to allow their participants including
other stakeholders to reflect regarding communication that was present within their project
(Silverman, 2016). One organization was apprehensive regarding disclosure of their information
to competitors and clients hence they did not extend their participation in the project. From a
total of 4 organisation, smaller project proposal and research aims were given to individual
participants, such that they could indicate their acceptance to the study procedure. A total of 150
participants were approached from the total 4 projects that were selected for the purpose of the
study. These projects were into various types including constructions, software delivery, solar
panel installation and telephone tower set up. With such varied types of projects, the scholar was
ascertained to have collected data from a diversified set. As all the project participants read out
the project scope and procedure of the study, only 120 of them agreed to take out time and
participate in the study.
The participants who agreed to be a part of the research procedure was assured that their
names or their company names would not be disclosed in the study. Each of them would be
given certificates of appreciation at the end of the research procedure as well. A small workshop
was conducted for the participants prior to their participating in the study (Taylor, Bogdan &
DeVault, 2015). They were asked to come at the University Campus hall on a Saturday, where
they will be briefed regarding the study procedure. While explaining the study procedure,
participants were clearly instructed to provide their own point of view and to express their
opinions clearly. Participants were provided a handout where definition of communication,
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verbal communication, non-verbal communications, its barriers and other aspects were
explained. Participants mostly were ground level staffs and workers. They were 25 years to
maximum 40 years old male. They had limited education and their expertise was in technical
field only. They had high level of application skills; however the participants did not have much
knowledge regarding soft skills or importance of c communication. Post a brief interaction with
them, the scholar set another Saturday where each participant will be told regarding
communication, their benefits, and application in daily lives and so on. After the session
concluded the participants were asked various questions to ascertain they were fit to take part in
the interview.
The interview started on the following Sunday and was held in batches of 20 participants,
where each participant was interviewed separately. Participants were given appointments for the
interviews. The scholar carried a note book where feedback of interview procedure from each
and every participant was noted (Smith, 2015). Every participant was allowed 20 minutes in total
to think and revert regarding his answers. All feedback once was noted, data was jotted
according to answers and then they were analysed. Data from participants across 4 varied
projects were selected to get diversified outcomes regarding the research procedure. Data was
collected from male participants of age 25 years to 40 years of age, as they were the primary age
group surveyed to work across projects. The scholar had cross-checked age of participants that
performed in various projects in the UK, it was ascertained that the age group conformed to the
age group as indicated by participants. Ground level staffs were selected for the purpose of data
gathering as they have the first-hand experience of working with diversified sets of projects.
They are mostly contractual labor and have significant experience of working in different
projects. They have insights into working and challenges that are faced across varied projects.
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They are young and energetic and do not have fear in expressing their negative opinions about
any challenges faced in project management procedure. Hence they have been selected for the
purpose of this study. Open ended well-structured interview allows the participants not to be
limited in their opinion.
6.0 A Critical Discussion
Selection of an appropriate research design is critical for success of any study. In this
project, a comprehensive data collection from participants, especially ground level workers has
been adopted. Then the scholar will attempt at critical analysis of the data in order to arrive at the
research findings for the study (Ritchie et.al., 2013). Though ground level staffs or workers can
reflect regarding communication procedure well, but they alone cannot critically evaluate the
situation. As in some literatures it have been seen that some communications had been hidden
away from staffs purposely. They were not allowed to understand certain information that the
staffs or workers regarded to be critical in nature. Data collected was mostly qualitative in nature
as they had been collected form ground level workers. In case the scholar would have been
effective in collecting data from managerial or senior positions, then a wide variety of
information could have been made available. Managers or upper level management can
determine easily as they have versatile types of report available regarding the effective of
communications and reasons for overcoming any barriers to the same.
Data collected from upper level management could have been quantifiable data that they
have access to. Such data can reveal and directly link communication outcomes on revenues,
profitability, earning of shareholders of the project and so on. But in absence of consent the
scholar had to resort to collecting data from ground level staffs only. Therefore the data could
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have been more effective it was collected from broader perspective. Moreover, the scholar has
avoided secondary data due to its limitations totally. Secondary data on communications related
to project management is widely available but they have completely been ignored for the sake of
this study. The research design adopted for this study was interview, which was appropriate for
choice of participants. The scholar could have collected greater amounts of data in case he was
able to collect data from a questionnaire from the participants. Collecting data in closed ended
questionnaire from participants would reveal greater detailed information for conducting the
study procedure. However, questionnaire had been excluded for avoiding complexity within the
study.
7.0 Literature to support Research Design
Literature sources forms the guiding path in order to conduct any type of study. For the
scope of conducting this study along with adopting suitable theories and concepts from
literatures, the scholar has adopted research designs as well. Some of the literatures that have
made use of similar research designs have been included in this discussion. Burke (2013) in his
paper of project management evaluated importance of communication at every step of project
management (Burke, 2013). He asserted that most integral in project planning and controlling
technique is communications. Without effective and appropriate communications between
project stakeholders, who are actively engaged in the project it becomes nearly impossible to
ascertain direction of the project. While project related decisions takes place at the upper
management levels, the lower management remains in doubt regarding what should be done and
what should not be done. This study has used similar procedure of interviewing ground level
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workers in order to ascertain their understanding levels. Most importantly, this study was able to
analyse communication gaps that exists amongst various stakeholders in the project. Through
qualitative analysis of situations, the author aims at undertaking critical evaluations and hence
aims of this research.
Another integral literature in the works is of Pant & Baroudi (2008) wherein the authors
critically examine importance of human element within project management (Pant & Baroudi,
2008). An important aspect of communication of communication lies in its capability to
coordinate amongst human elements or human resources. Majority of project stakeholders
comprises of personnel who works hand on the project, they face significant challenges while
dealing with project outcomes and deliverables. In this research, the scholar has attempted to
analyse the basic of challenges faced that can upset project delivery. While evaluating multiple
factors the scholars had come to the conclusion that communications play a critical role in
dealing with humans. The scope of this study provided with useful insights into analytical
procedure and research design technique of qualitative data analysis.
Ika (2009) evaluates the factors that contribute to the success of project management (Ika,
2009). While some authors evaluate the role of project deadlines and other non-human
characteristics to be integral, this author critically evaluates the role of communication
effectiveness in project management. For any project to be successful it requires steady
communication between its various subjects. This project adopts positivism attribute in project
management technique for data collection and its subsequent analysis. Therefore this study has
been conducted on similar lines that depict the ways in which qualitative data can reveal
communications within project stakeholders.
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8.0 Reference Lists
Bernard, H. R., & Bernard, H. R. (2012). Social research methods: Qualitative and quantitative
approaches. Sage.
Brinkmann, S. (2014). Interview. In Encyclopedia of critical psychology (pp. 1008-1010).
Springer New York.
Bryman, A. (2015). Social research methods. Oxford university press.
Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA.
Erickson, F. (2012). Qualitative research methods for science education. In Second international
handbook of science education (pp. 1451-1469). Springer, Dordrecht.
Hennink, M., Hutter, I., & Bailey, A. (2010). Qualitative research methods. Sage.
Johnston, J. (2010). Qualitative research methods. Radiologic technology, 82(2), 188-189.
Qu, S. Q., & Dumay, J. (2011). The qualitative research interview. Qualitative research in
accounting & management, 8(3), 238-264.
Ika, L. A. (2009). Project success as a topic in project management journals. Project
Management Journal, 40(4), 6-19.
Lewis, S. (2015). Qualitative inquiry and research design: Choosing among five
approaches. Health promotion practice, 16(4), 473-475.
Marshall, B., Cardon, P., Poddar, A., & Fontenot, R. (2013). Does sample size matter in
qualitative research?: A review of qualitative interviews in IS research. Journal of
Computer Information Systems, 54(1), 11-22.
Neuman, L. W. (2014). Social research methods. Pearson Education Limited.
Pant, I., & Baroudi, B. (2008). Project management education: The human skills
imperative. International journal of project management, 26(2), 124-128.
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Ritchie, J., Lewis, J., Nicholls, C. M., & Ormston, R. (Eds.). (2013). Qualitative research
practice: A guide for social science students and researchers. Sage.
Silverman, D. (Ed.). (2016). Qualitative research. Sage.
Smith, J. A. (Ed.). (2015). Qualitative psychology: A practical guide to research methods. Sage.
Taylor, S. J., Bogdan, R., & DeVault, M. (2015). Introduction to qualitative research methods: A
guidebook and resource. John Wiley & Sons.
Williams, C. (2011). Research methods. Journal of Business & Economics Research
(JBER), 5(3).
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9.0 Appendix: Ethical Opinion
1. What are the objectives of the dissertation / research project?
The dissertation aimed at ascertaining importance of communication in project
management procedure. The research project aimed at understanding role of
communication in project management. Its effectiveness and other aspects that plays a
critical role is determined here.
2. Does the research involve NHS patients, resources or staff? YES / NO (please delete
as applicable).
No, the research involves ascertaining project staffs communication techniques and roles.
3. Does the research involve MoD staff? YES / NO (please delete as applicable).
No, the research involves ascertaining project staffs communication techniques and roles.
4. Do you intend to collect primary data from human subjects or data that are
identifiable with individuals? (This includes, for example, questionnaires and
interviews.) YES / NO (please delete as applicable)
If you do not intend to collect such primary data then please go to question 11.
If you do intend to collect such primary data then please respond to ALL the
questions from Q5 onwards. If you feel a question does not apply then please respond
with ‘n/a’ (for ‘not applicable’).
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Yes, the research project will include collecting primary level data from human subjects,
participants from various projects across UK.
5 How will the primary data contribute to the objectives of the dissertation / research
project?
Primary qualitative data once collected will be analysed using inductive techniques.
Descriptive data from all qualitative procedure once collected will be analysed to arrive at
the goals pertaining to the study.
6. What is/are the survey population(s)?
The research will attempt at collecting data from 150 participants from 4 different projects.
But only 120 participants will indicate their preferences in participating in the goals related
to the study.
7. a) How big is the sample for each of the survey populations, and b) how was this
sample arrived at? (Please answer both parts of this question.)
The scholar had aimed at collecting data from 5 firms from across various sectors in UK.
From amongst 5 companies, only 4 companies responded in a positive manner. Amongst
the company stakeholders in various projects 150 people in total were approached. Out of
which only 120 people responded.
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8. How will respondents be a) recruited and b) selected? (Please answer both parts of this
question.)
Respondents will be selected on basis of their job profiles, age and work criteria. Male
aged 25 years to 40 years will be selected for the purpose of this study. They were mostly
ground level employees selected across from these projects.
9. What steps are proposed to ensure that the requirements of informed consent will be
met for those taking part in the research? If an Information Sheet for participants is
to be used, please attach it to this form. If not, please explain how you will be able to
demonstrate that informed consent has been gained from participants.
Steps to ensure that participants are informed regarding the research procedure are as
follows;
A printed hand-out will be prepared and handed over to each participants as well as
senior management.
A brief explanation procedure will be conducted to highlight the major aspects of the
project. Followed a questionnaire sessions to test knowledge of participants
regarding communication.
Interview will be conducted at the end with separate appointments in batches of
participants.
10. How will data be collected from each of the sample groups?
Data will be collected in form of interview with sample group member consisting of 20
each.
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11. a) How will data be stored and b) what will happen to the data at the end of the
research? (Please answer both parts of this question.)
Data will be first collected using notebooks and then stored in laptop excel files with
specific answers.
Data towards the research end will be analysed to arrive at findings related to the study.
12. What measures will be taken to prevent unauthorised persons gaining access to the
data, and especially to data that may be attributed to identifiable individuals?
The data once collected will be stored in laptops using password protected key. All data
that has been collected in note books will be destroyed after uploading it in laptops. The
scholar will ensure all possible ways to ascertain that collected data remains inaccessible to
others. Moreover, all data that has been collected will not be recorded using names, rather
as participant one, participant 2 and so on to prevent reveal information regarding client.
13. What steps are proposed to safeguard the anonymity of the respondents?
Steps to ensure safeguard the anonymity of the respondents are to record data without
using their names. None of the data will be recorded using names of individuals in order to
maintain secrecy of information.
14. Are there any risks (physical or other, including reputational) to respondents that may
result from taking part in this research? YES / NO (please delete as applicable).
If YES, please specify and state what measures are proposed to deal with these risks.
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Though the respondents might feel that there are risks in taking part in the study procedure.
Yet, the scholar will take every possible steps to ensure that all possible risks are avoided
including reputational risks from results of this research.
15. Are there any risks (physical or other, including reputational) to the researcher or to
the University that may result from conducting this research? YES / NO (please
delete as applicable).
If YES, please specify and state what measures are proposed to manage these risks.
No, there are no such risks of the researcher while conducting this study. this study is
undertaken as a course fulfilment by the scholar.
16. Will any data be obtained from a company or other organisation? YES / NO (please
delete as applicable) For example, information provided by an employer or its
employees.
If NO, then please go to question 19.
Yes, the scholar might want to obtain data relative to company profitability, revenues or
earnings at the later stage to correlate findings of this study.
17. What steps are proposed to ensure that the requirements of informed consent will be
met for that organisation? How will confidentiality be assured for the organisation?
The scholar will first obtain permission and submit all possible documents such that
requirement of informed consent is met for the organization.
The scholar will ensure that all possible data obtained from the organisation is kept as
confidential and not revealed to anyone else.
18. Does the organisation have its own ethics procedure relating to the research you
intend to carry out? YES / NO (please delete as applicable).
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If YES, the University will require written evidence from the organisation that they
have approved the research.
In case the organization has its own procedure for conducting the research then the scholar
will aim at abiding by the same.
19. Will the proposed research involve any of the following (please put a √ next to ‘yes’ or
‘no’; consult your supervisor if you are unsure):
• Vulnerable groups (e.g. children and
adults unable to consent)? YES NO X
• Particularly sensitive topics? YES NO X
• Access to respondents via ‘gatekeepers’? YES NO X
• Use of deception? YES NO X
• Access to confidential personal data
(names, addresses, etc)? YES NO X
• Psychological stress, anxiety, etc.? YES NO X
• Intrusive interventions? YES NO X
If answers to any of the above are “YES”, please explain below how you intend to
minimise the associated risks.
20. Are there any other ethical issues that may arise from the proposed research?
No, the scholar will ensure to cover any possible ethical issues in case noted during the
research procedure.
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Print name Signature Date signed
Student
I / we grant a favourable ethical opinion:
Supervisor
Peer reviewer
(where applicable)
AMENDMENTS
If you need to make changes please ensure you have permission before recruiting any
participants and any primary data collection. If there are major changes, fill in a new form
if that will make it easier for everyone. If there are minor changes then fill in the
amendments (next page) and get them signed before the primary data collection begins.
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CHANGES TO ETHICS PERMISSION
VERSION: ____
Please describe the nature of the change and impact on ethics:
Print name Signature Date signed
Student
I / we grant a favourable ethical opinion:
Supervisor
Peer reviewer
(where applicable)
(please cut and paste the next section, together with the heading at the top of this page, as
many times as required)
VERSION: ____
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Please describe the nature of the change and impact on ethics:
Print name Signature Date signed
Student
I / we grant a favourable ethical opinion:
Supervisor
Peer reviewer
(where applicable)
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