Communication Strategies in Project Management: A Report

This report delves into the critical role of effective communication in project management, emphasizing its importance between project managers and team members. It begins by highlighting the need for structured communication, supported by relevant theories like Diffusion and Communication Accommodation Theory, and practical examples. The report then critically evaluates three prominent project management methodologies: Agile, Waterfall, and PRINCE2, assessing their strengths and weaknesses. Agile is presented as a methodology that prioritizes customer satisfaction and flexibility, PRINCE2 as a methodology that provides better control over resources, and Waterfall as a traditional methodology suitable for straightforward projects. The report concludes that effective communication is essential for project success and suggests adopting Agile methodologies for greater customer satisfaction and adaptability. The report references various books and journals to support its findings, providing a comprehensive overview of the subject.

REPORT

Contents
INTRODUCTION...........................................................................................................................................3
Need of effective and structured communication between project manager and member of team......3
Critically evaluate different project management methodology.............................................................4
CONCLUSION:..............................................................................................................................................6
REFERENCES................................................................................................................................................7

INTRODUCTION
Communication is the best way that helps to share the views and ideas to others and in
the same way, current study also assists to realize the importance of communication between
project manager and its team members. Moreover, report describe the need of effective and
structured communication using relevant theory and examples. Further, report critically evaluate
different project management theory such that Agile, Waterfall and PRINCE2 methodology.
Need of effective and structured communication between project manager and member of team
According to Chen and et.al., (2020) project success is only depending upon the effective
communication and as a result, it helps to minimize risk as well. Or else, if a project manager can
develop an effective communication with its member of team then the chances of having project
are also increases. That is why, a successful project manager must be a great communicator. In
the context of current project of A Trip of Uganda, project manager and project team should also
determine the communications which is needed. Therefore, proper communication management
plan should be organized in proper manner which helps to deliver the project in right manner
(Communication in project management, 2019). So, to communicate ideas and delegate
authorities to its team, project manager may use e-mails, reports which assist to attain defined
goals and objectives. Thus, it reflects that having an effective and structured communication
between project manager and its team will assist to maintain long term relationship.
Diffusion theory is considered best theory of communication which is used by the
project manager. This theory state that human is creatures of habits and it is quite difficult to
change how individuals change their thinking instantly. Further, many people easily adapt
changes while some take time. Therefore, project manager should keep this theory in mind
during planning stage. It is so because sudden change in plans may confuse team members and
as a result, they cannot help project manager to complete the task (Silvius and et.al., 2017). Thus,
this theory state that plans need to be concrete and make sure that ideas are shared to team
members in effective manner. For example, project manager is planning for a trip of Uganda,
therefore there may be chances of facing risk i.e. communication. That is why, Project manager
should make sure that hey use written communication method to their team members in order to
deliver accurate results.

Communication Accommodation theory is another theory that provide the importance
of communication between project manager and team members. This theory explains that when
people accommodate or adjust their own communication styles to others, in two forms i.e.
divergence and convergence. In which, divergence is used to focus on group activity by identify
the difference between group members. On the other side, convergence is used by powerless
individual for the social approval and mainly focus on matching own communication style to
speaker (Uhl and Gollenia, 2016). In addition to this, the theory also argues that when any person
interacts with others, then that person tries to accommodate other by changing own pattern of
speech, body language as well as gestures. In the same way, it is the duty of project manager to
communicate well with the team members and apply communication accommodation theory to
understand each other and also avoid over- accommodation.
For example, In UK, there are top IT project which clearly reflect that the information
should be shared with project team members in order to deliver project in perfect manner.
Reports show that among 133 projects, 29 are based on information and communication
technologies project that are directly linked to deliver improved digital services in UK
government. Moreover, it is also realized that sometimes, project manager also faces issues with
regards to language and this language gap in project management lies in the distance, which in
turn hinder the understanding of benefits (Pecherskaya and et.al., 2016). Therefore, through
effective communication method, project manager may easily contribute their best efforts in
order to make project successful.
In the context of a trip of Uganda, project manager may also develop effective
communication plan, also use written communication method that assist to minimize risk and
also deliver the best outcomes. Hence, this is clearly reflected that project success depends on the
effective communication and thus, improving communication maximizes success and also
minimizes risk. Or else, in order to deal with project problems, fish bone diagram is also helpful
in order to solve the causes and realize the importance of communication in project management
(Chen and et.al., 2020). Moreover, using written form of communication will also assist project
manager to deliver the exact information to its team members, which in turn assist to attain
objectives in better manner.

Critically evaluate different project management methodology
Project management methodology is referring to the combination of logically related
practice, methods as well as process which is used to determine how best to plan, develop and
deliver the project with a continuous implementation process. There are three main types of
project management methodologies which are as mention below:
Agile Methodology: One of the most recognized project management methodology that
involves the customer in the development process. This methodology is assisting to react within
the system, instead of obtaining fixed goals that may no longer be relevant when the project
moves along (Kuehne, Hamilton and Brueggemann, 2020). This method is working under four
values, i.e. Individuals and interaction over tools and process, software with detail
documentation, proper interaction with team members and responds to change over
implementing plan.
The strength of the Agile methodology is that it results in customer satisfaction, they
satisfy the needs of the customer in high ratio and also this method is flexible to use. By applying
this methodology, it results in having the continuous quality assurance (Malik, Ahmad and
Hussain, 2019). The weakness is that it carries the long-term planning to initiate the project.
PRINCE2 Methodology: Another project methodology which enforce the need to split
project accountability between team and project manager. This method also assists to offer better
control over the resource and increase risk management by defined proper roles and
responsibility to the team members. When project manager uses this method, then it increases the
chances of getting positive outcomes with proper justification (Esteki, Gandomani and Farsani,
2020). This method also assists to deliver the project on time with proper cost estimation by
delegating exact roles and responsibilities to team members.
The strength is that this method is easily predictable and also deliver the quality services
to the customers. As to use the PRINCE2 Methodology resulting in carrying no licensing charge
to avail this methodology (Hinde, 2018). The weakness of this methodology is that
unexperienced person cannot use this methodology. It also not covers any soft skills in respect of
undertaking the project in right manner.

Waterfall Methodology: It is the traditional methodology and used in construction sector.
This methodology refers to carrying the activities step by step so that every stage is covered
under the single things and also consumer is given accurate results (Steinke, Al-Deen and
LaBrie, 2018). This method is mainly adapted in case of having straight forwards plan and also
there is no such changes occurs in near future. As once the projects are started, there is no
chances to make any changes in the existing plan.
The strength of the waterfall methodology is that the work is to be completed in speedy
bases. The outcome of the result is crystal clear. If the company is choosing the waterfall
methodology, they can manage the time in better way (Poe, Seeman and Greenville, 2019). The
weakness of this methodology is that the needs of the customer are difficult to examine. By
applying this methodology resulting in getting lack of flexibility in adapting new things.
By referring the study of all the three methodology, it indicates that project manager
adapts the Agile methodology, in which they work in a system and also deliver the quality
services to their customers. As customer demand flexible and timely services which results in
retaining their needs and interest towards the services, thus in such manner by applying this
methodology resulting in gaining longer term gain. In these aspects, the face to face
communication is to be undertaken in which the changes are easily made and design as per the
customer demands (Nigam and Gupta, 2017). Another main reason of choosing this
methodology by the project manager is that it results in taking the feedback from the customer
and then respond to changes as per their own demands and needs.
CONCLUSION:
From the above study, the report concludes the matters relating to examining the
usefulness of the communication. It is necessary that project manager and customer build the
strong connectivity between them so that they can easily make changes which retain the
customer needs for longer way. In this report, various theories are discussed which helps the
project manger to plan the trip as per the customer demands. As it is necessary in recent times,
that customer interest is fulfilled and for that project manager are applying various methodology
to retain their interest in the company. In this aspects, Agile methodology is one of the best
methodologies which resulting in providing the quality and standards services to the customers.

REFERENCES
Books and Journals
Chen, C. C. and et.al., 2020. Increasing Project Success in China from the Perspectives of Project
Risk, Methodology, Tool Use, and Organizational Support. In Start-Ups and SMEs:
Concepts, Methodologies, Tools, and Applications (pp. 1267-1287). IGI Global.
Esteki, M., Gandomani, T. J. and Farsani, H. K., 2020. A Risk Management Framework for
Distributed Scrum using PRINCE2 Methodology. Bulletin of Electrical Engineering and
Informatics. 9(3).
Hinde, D., 2018. PRINCE2 Study Guide: 2017 Update. John Wiley & Sons.
Kuehne, U., Hamilton, C. and Brueggemann, S., 2020, January. Introducing agile Methodology
into advanced Systems Engineering Training. In 10th European Congress on Embedded
Real Time Systems (ERTS 2020).
Malik, R. S., Ahmad, S. S. and Hussain, M. T. H., 2019. A Review of Agile Methodology in IT
Projects. Available at SSRN 3351064.
Nigam, C. and Gupta, S., 2017. Agile Methodology for Software Development. Institute of
Innovation in Technology & Management-Journal of Information Technology. 3. pp.54-
64.
Pecherskaya, E. P. and et.al., 2016. Methodology of contract managers’ project competency
formation in CPE. International Electronic Journal of Mathematics Education. 11(8).
pp.3066-3075.
Poe, L. F., Seeman, E. and Greenville, N. C., 2019. An Empirical Study of Post-Production
Software Code Quality When Employing the Agile Rapid Delivery Methodology.
In Proceedings of the Conference on Information Systems Applied Research ISSN (Vol.
2167. p. 1508).
Silvius, A. G. and et.al., 2017. Considering sustainability in project management decision
making; An investigation using Q-methodology. International Journal of Project
Management. 35(6). pp.1133-1150.
Steinke, G. H., Al-Deen, M. S. and LaBrie, R. C., 2018, September. Innovating Information
System Development Methodologies with Design Thinking. In Titel: Proceedings of the
5th Conference in Innovations in IT, Volume Nr. 5. Bibliothek, Hochschule Anhalt.
Uhl, A. and Gollenia, L. A. eds., 2016. A handbook of business transformation management
methodology. Routledge.
Online

Communication in project management. 2019. [Online]. Available through: <https://project-
management.com/communication-theories-applied-on-project-management/>.