Importance of Communication in Project Management

This article discusses the importance of communication in project management and how it helps in sharing data and information among team members. It explores the different methods of communication, such as formal and informal, and their role in project success. The article also provides insights into the different project management methodologies, including Waterfall and Agile, and their pros and cons. It concludes with a discussion on the selection of the appropriate methodology based on the type and nature of the project.

Project management

Table of Contents
PART A 3
Introduction 3
Importance of communication 3
PART B 4
Introduction on methodologies 4
REFERENCES 5

PART A
Introduction
In project management, communication plays a vital role. It
helps in sharing data and info about various things to all team
members working in project (Kidd, 2020). Communication is a two
way process of exchanging data and information and sending and
receiving messages from one person to another through use of
device. In project it is necessary to communicate frequently with
one another so that all tasks are done in effective way. It also
helps in sharing data about current status of project. Along with
it, there are two ways of communication that are formal and
informal. In that the direction of information flows from one way
to another (Sanz-Llopis and Ostermann, 2020).
Importance of communication
There is significant role of communication in project. It is
useful in sharing data and information about current status of
project. Moreover, according to data project manager is able to
take effective decision and make changes in it. Alongside, there
are two methods of communication that is verbal and non verbal.
Verbal is type of spoken or oral communication. Here, message is
exchanged in writing, report, etc. on contrary in non verbal
communication there is use of signs and symbols, gestures, body
movement, etc. in project, both types of communication is useful
in sharing data and information with project manager and other
team members. Furthermore, reports are prepared and shared with
stakeholders to provide them details about status of project.
Moreover, project manager gather data and then analyse it. He
develop strategies and assign roles to all members in writing.
Besides that, with help of non verbal communication project
manager direct and guide members (Reed and Angolia, 2020). Along
with it, bottom up and top down are communication is also
important in project management. Here, in top down method all
crucial detail and info about project that is resources allocated,
start and end date of activities, and other things are
communicated by project manager to team members. Here, flow of
info is from top to down. It means all details are shared by top
management to staff who is working in project. This ensure that
who will perform what role, who is accountable to whom, etc.
besides that, any change in plan or strategies is also informed to
them. So, it enables in changing way of working and taking
effective decisions. In addition the members also got to know
about what are the needs of stakeholders. Likewise, the bottom up
communication method is crucial as well. In this data and info
process flows from bottom to up. Here, team members interact with
project manager and management. They share data about current
status of project, progress of each project activity, additional
resources required and in which area, etc. this makes it easy for
management to analyse project progress and make changes in it
accordingly (Kozak-Holland and Procter, 2020). Other than this,
members share brief detail about time required to complete task,

tools and software required, etc. there are various tools which is
used in both approaches of communication. They are e mail,
meetings, smart phones, etc..
similarly, in current project there will be a proper and
systematic communication method implemented. Here, the project
manager will communicate to team members via bottom up approach.
For that he will conduct meetings with them and discuss progress
of project. Besides, members will share details of project in
meeting. Likewise, project manager will verbally communicate with
top management and stakeholders of project. For that he will
prepare a report and use e mail method. In this he will
communicate it by providing essential info and currents status of
project. In addition, smart phones can also be used in project for
effective communication. Thus, in this way project manager can
easily communicate with use of e mail, reports, etc to interact
with members as well as top management (Lu, Huang and Li, 2020).
It will enable in effective and systematic communication process.
Hence, the project activities will be completed in efficient way
and goals and objectives are achieved.
PART B
Introduction on methodologies
In project there are different types of methods that is used
in its completion. It is necessary to select proper and
appropriate method so that project is completed within specific
time. Alongside, the selection of method depends on type and
nature of project. This is because selected method must be
suitable for project otherwise it may result in delay in its
completion. Project methodologies is a framework of defined
practices and method of planning, executing, delivering of
project. It is applied on continuous basis till project is been
completed (Johnson, Crawford, and Misra, 2020).
Waterfall- it is a methodology in which customer and stakeholders
requirements are collected and then analysed. It is a linear
sequential method of completing a project. It was firstly used by
Winston royce in 1970. There are usually 5-7 stages in this. They
are requirements, design, implementation and maintenance. The
completion of next stage is not possible until first one is
completed. It means that next stage varies on previous one.
Moreover, failure of one stage result in overall delay of project.
There are some pros and cons of this method which is as follows.
Pros
As there is clear insight of project requirements so overall
planning and scheduling is simple. This makes it easy to proceed
in systematic way.
Also, schedule is developed at beginning so it gives clarity about
project cost, resources required and start and end date of each
activity. Hence, it becomes easy to prepare further plans and
strategies (Bjelica, Mihic, and Petrovic, 2020).
The progress of project is easily measured and evaluated as each
stage is described briefly along with milestones specified in it.

Stakeholders are not perpetually add any new requirement in
project which can result in its delay.
Cons
It is difficult to analyse and determine all the requirements of
project at initial stage.
If stakeholder is not satisfied with verification stage then again
designing and coding is done of entire project, this leads to high
rise in cost. Furthermore, it also result in delay of project.
This methodology lacks flexibility as any change in stage makes it
difficult to change it.
Agile- it is a methodology where entire project is broken down
into different stages and continuous improvement is done at each
stage by communicating it with customers and stakeholders.
Generally, it is a iterative process where changes are made
easily. Here, it is briefly described about how the end product
will be used and what problem is solved through it. So, it gives a
clear view about client needs to project team. The stages are
broken down as planning, executing, evaluating and delivering
(Albuquerque, Torres, and Berssaneti, 2020). Its pros and cons
are mentioned below as
Pros
It is easy to respond to change in this as it focus on customer
needs and improvements. Hence, customer problem are solved in
effective way by making changes in project.
Another advantage is that uncertainty is accepted quickly. As
project proceed more info is obtained and issues are resolved.
The fast review cycle help in reviewing uncertainty that whether
it is suitable within project or not.
Agile method is having high flexibility than others. This enables
in making quick changes in it.
cons
Its major drawback is due to lack of understanding among people
several assumptions are made into it. So, it create a high impact
on project.
Higher flexibility can result in ineffective outcomes. Team
members can blame on agile method itself for getting those
results.
Usually, this method do nit fit into the culture of organization.
It is because it requires huge changes within organization.
In order to work with this method, employees require high and
interactive skills. They must know about principles of agile
method and how it is applied (Shirley 2020).
Therefore, in present project agile methodology will be used. It
is because if there occurs any change in needs of customer then it
can be easily implemented into project. Moreover, as it is complex
project thus this method is suitable for it. Besides that, by
making certain improvements in indoor games. Also, if there occurs
a critical situation then venue as well as time of organising

games can be shifted. It will be useful in saving cost of project.
Furthermore, proper and effective monitoring can be done of it.
REFERENCES
Books and journals
Albuquerque, F., Torres, A.S. and Berssaneti, F.T., 2020. Lean
product development and agile project management in the
construction industry. Revista de Gestão.
Bjelica, D., Mihic, M. and Petrovic, D., 2020. Enhancing IT
Project Management Maturity Assessment. In Advances in Operational
Research in the Balkans (pp. 221-236). Springer, Cham.
Johnson, F., Crawford, B. and Misra, S., 2020. A Framework to
Reduce the Human Factors for Analysis of Constraint Solvers in
Project Management. In Handbook of Research on the Role of Human
Factors in IT Project Management (pp. 69-84). IGI Global.
Kidd, T., 2020. Handbook of research on technology project
management, planning, and operations. Learning, p.318.
Kozak-Holland, M. and Procter, C., 2020. Adapting Project
Management to Meet This Challenge. In Managing Transformation
Projects (pp. 13-25). Palgrave Pivot, Cham.
Lu, Q., Huang, J. and Li, J., 2020. Evaluation on visualization
methods of dynamic collaborative relationships for project
management. The Visual Computer, pp.1-14.
Reed, A.H. and Angolia, M.G., 2020. Risk management usage and
impact on information systems project success. In Start-Ups and
SMEs: Concepts, Methodologies, Tools, and Applications (pp. 1065-
1084). IGI Global.
Sanz-Llopis, J. and Ostermann, M., 2020. Innovation in project
management through framing and challenge
redefinition. International Journal of Managing Projects in
Business.
Shirley, D., 2020. Project management for healthcare. CRC Press.