INF30029 - Information Technology Project Management Assignment - Literature Review, Swinburne University of Technology, Australia
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Task - Write a literature review on: What is the role of communication in managing projects? How can communications be managed? What communication approaches / tools / skills are needed to effectively keep a project team engaged and informed.
Answer - COMMUNICATION
A team working on a project is normally a group of people from varied parts of the world and bringing diversity in the group. Project teams are normally considered as thrust combined to offer a bespoke and distinct advantage to a company, with something different to routine functions undertaken. Such kind of diversity gives an added challenge in communication for the project executive. Leadership in a project asks for clear communication focused on objectives, accountability, feedback, expectations and many more.
Successful management of the project through communication is related to being there for people, stay in touch with actual challenges associated with the project, gaining clarity over actual challenges of the present sponsors which are delivered by the team for the project. The important thing is being present, engaged and be visible with each and every person is vital especially at the ideal time along with the challenging times.
Communication plays a significant role in the success of any kind of projects. A successful project is the one where the management of the project seems to be done, the capacities of communication are the crucial factors for the success of the project. Moreover, communication is crucial in the case of medium level complications, maintaining projects along with required innovation. The concept of communication can be explained as a live form of communicator dealing with other and gaining help then the communication can inspire workforces as well as audience along with right access (Carvalho and Rabechini Junior, 2015). External and internal level of communication is crucial for the overall success of the projects. External communication is associated with the management of the flow of data as well as also the management of communication to meet the demand of many external shareholders, whereas the internal level of communication is interacting with workforce internally the project.
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Role of communication in managing projects
The concept of projects and its management is growing in a rapid manner that concentrate on discipline within the number of companies as well as business ventures, but search for an optimal method of working and constant management of projects is one of the main challenges. The concept of projects has been a major concern in any company whether it can be found private of many public companies. One of the signals here can be each and every person in their professional life come across diverse projects indirectly as well as directly. The study also shows that projects are temporary companies and mandate project managers in order to lead projects until it is closed when the complete project is actually finished (DuBois et al., 2015). Studies show that the idea behind the core of each project work is to develop a result, as well as outcomes must be achieved by people, diverse expenses, specific boundary focused on time and associated hindrances. This is why, projects can be focused as the company of diverse resources consist of people for the achievement of particular result with a signalled start as well as end date, but projects stay in the company in a permanent manner. A same kind of study says that project management is an endeavour with a particular goal and restricted time frames.
The concept of project management can be explained as a system and formal methods to manage transformations in a rigorous manner. It is utilised to accomplish its objectives by, specific time to explain quality, at a certain stage of resources so that the planned advantages along with results can be accomplished. The other definition of the word project management institute in a form of guide to project management book which works as the application of diverse skills set, tools, knowledge and techniques to address the needs of specific projects (Ferrús et al., 2016). Moreover, studies explain project management in five diverse procedure and nine distinct knowledge areas. These procedures are initiation, plan, executing, control and closing, at the time of nine forms of knowledge areas focusing on integration, time, cost, quality, scope, communication, resources, challenges as well as procuring goods. The studies also argued that the success of the project relies on encouraged project members of the team. One of the proposals to raise the level motivation is by letting them an option to rightly improve and grow people, among others it can be developing a strong base of knowledge, reputation and authority. There is a number of studies that highlight that communication can play a crucial role in the overall success of any specific projects. As a part of any successful projects, where the management of the project seems to be done, the abilities of interaction are the important element for the success of the project (Hannington, 2016). Moreover, communication is crucial in the case of medium complications, maintaining project as well as the process of innovation. The studies further explain the process of communication motivating workforces and the audience along with accessibility. Moreover, communication is based on key competency for leaders of projects in much concentrated in IT and organization change based projects. It is the way that helps communication in project executive build association with the shareholders. Communication may not just be the interaction as forwarded by the project executive, it at times is the sponsor involved into the board as well as other senior and important stakeholders (Moore and Morton, 2017).
The communication network is featured by a number of correlated or related elements, consisting of the amount and ways of communication, level of centralization and the overall distribution of interaction clusters. The reports and studies have also discussed that social communication structure can be part of crucial role in the procedure of data from external level of the environment to accomplish better decision-making procedure (Nicholas and Steyn, 2017). Project interaction is actually a measure of the whole amount of technical level of communication as a part of the project per individual.
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Ways to manage communication
There are approx. three kinds of different phases of communication in the growth of a project. The initial level is in the external project, with or without the linking it with the project, second being the inception phase of the project, at the time of specifying of the project and third and last is the project, at the time of deciding the project. Communication techniques play a crucial role in diverse stages of project growths. The main objective of any strategy of communication process is to develop awareness or right kind of reputation of the organization so that the current target group will have ideal picture associated with the project, because it is challenging to interact on a four particular good or services as each good are diverse from the other (Noe et al., 2017).
Required communication approaches to effectively keep a project team engaged and informed
The most common kind of six and exclusive measures as a part of any project are interaction as a part of the project, interaction to other phases within a project section, communication to the different external form of operational phased and communicate to many external professionals externally the parent company. Sharing of knowledge is the result of informal as well as a formal form of communication. The formal kind can be any formal form of technology-focused fairs, programmed meeting or requesting data. On the contrary, informal methods can be standards level of research and product demonstration. On the contrary, in the present international work where companies strongly and majorly depend on interorganizational as well as functional growth teams, socialization methods are very crucial to share knowledge as well as overcoming the culture as well as attitude restriction (Polonsky and Waller, 2018). The concept of socialization can be part of crucial roles in facilitating while sharing data as well as data across many companies and their boundaries. By giving a common kind of clarity, developing a shared level of language, socializing methods, facilitating method helping in the transfer of coding as well as tacit based knowledge between many teams and their partners. Also, socialization further plays a crucial role in the written form of communication by helping many incentives in order to construct interpersonal confidence as well as the exchange of knowledge. The important knowledge that has been part of all the sharing can be rightly assessed by focusing on the quality, time, stages and different kind of communication of the company as it is discussed in a number of reports (Ramazani and Jergeas, 2015).
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The significance of management of project and communication procedure towards the success of any kind of projects has been gaining clarity by many project executives and companies. The current network of communication can be further started from a diverse form of sources of the organization, consisting externally or internally of the company as it is discussed in the report (Rezvani et al., 2016). There is a number of studies that proves that such areas constantly focus on the significance of communication as well as management of different kind of projects. The research gap in the stages of communication and its influence on internal as well as the external level of communication in the culture establishments projects. This is why the research can further contribute to see the methods of communication which can be found in project management discussing culture office which can be found internally as well as externally.
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