1) Explain three project management communication methods. For each method explain how it can be used within a project. ?

2. Explain three types of project management communication media. For each media explain how it can be used within a project.

3.                 Explain how a project management information system is used within a project. 

4.                 Explain three features of an effective project information management system.

5.                 Identify two types of project information management systems that can be used in projects. Explain why each system you have chosen is effective.

6.                 Explain how you would evaluate the effectiveness of a project's information systems and communication processes.

Answers:

1.                  Explain three project management communication methods. For each method, explain how it can be used within a project.

Interactive communication: Where in real-time, all parties involved will respond to one another and. Examples of this approach are face-to-face sessions, video conferencing, conference calls, and messenger talks. These methods are more popular and more useful than other approaches, mostly used for any project. Face-to-face discussions are the most successful, and they allow you to see all the body language as well as the facial expressions of both the stakeholders that interact.

Push Communication: This strategy is about to transfer the information to the receivers and there is no urgent need for input. Project managers can also send faxes, messages, emails, memos, status updates that use this form, because it can be used for submitting meeting notes. The project managers are not aware if the data has been collected, they only get acknowledgment of the letter being sent.

Pull Communication: This approach is ideal for a wide population would want to view data at their own convenient time. In the data archive on the organization cloud, project managers store all the data whereby team members and partners can view it.

2.                  Explain three types of project management communication media. For each media explain how it can be used within a project.

Contemporary communication channels, through email, teleconferencing, phone calls, physical document, internet forums and several other forms of communication, enable interaction and data sharing among a large number of people over long distances.

Written communication: formal or casual communication may be formal. A main contrast between written with face-to-face correspondence is that the receiver's input cannot be instant. As a document of what has been decided, it can also be used in a project to explain concepts as well as avoid misunderstandings. Letters, addresses, contracts, SMS, reports including content on the intranet, for example.

Teleconferencing: Contemporary communication channels, through email, teleconferencing, phone calls, physical document, internet forums and several other forms of communication, enable interaction and data sharing among a large number of people over long distances.

Communication on Social Media: This is becoming a very popular method of communication. With such a recorded log of what was shared, it provides for real-time feedback. To project managers, this is so helpful nowadays with the way it makes team coordination

3.                  Explain how a project management information system is used within a project.

A PMIS is used by project managers to keep their tasks coordinated. A project management information system is a compilation of protocols, services, information processing, review, storage and reporting tools that define the success of the project. It could be used for correspondence with each other by upper and lower management.

It also allows to schedule, execute and close deadlines for project management. It is used during the planning period for the expenditure system, such as cost forecasting, to establish a clear timeline and to identify the reference scope. It is used during execution of a project to equate the baseline with the real results of each operation, gather financial reports and to analyze the targets during the termination to verify whether the activities have been accomplished. It is then used to construct a final project closure report.

4.                  Explain three features of an effective project information management system.

Improve Collaboration: is linked to staff retention and efficient completion of the project. While all project team members possess access to the appropriate details, they can function together and minimize delays and additional expenses by supporting a more unified strategy to finish the project.

Enable Agile Processes: as project team members will also see the details involved within the project, they may be more capable of acting between various tasks to ensure that the plan will fulfill the needs of the project. Be better able to handle risk and adjust strategies.

Support the project continue on schedule: it allows project management process to reach the deadline by making all members of the team mindful of recent progress. However, we ought to understand how individual assignments and events will affect the overall timetable.

5.                  Identify two types of project information management systems that can be used in projects. Explain why each system you have chosen is effective.

Pyramid Diagram Organizational level and knowledge requirements: it's also important for any project to consider the different levels of the organization, as well as the information needed by users working at their different levels. This method involves financial operations, carrying out day-to-day company activities. Tactical management, governed by managers or heads of divisions, typically manages the actions of users, and ultimately, at the strategic management level, this is the highest level of the organisation, with users making unstructured decisions at this stage.

Management Information System (MIS): this process is used to track the actual success state of the enterprise. It analyzes feedback with routine algorithms, compares and summarizes the outcomes of the reports generated, used by tactical managers to track, control and forecast future success. Examples throughout this system are: revenue control systems, budgeting systems and human capital management systems.

6.                  Explain how you would evaluate the effectiveness of a project's information systems and communication processes.

Completeness: monitors if the distribution of data meets all the requirements allocated to the transmission with no loss of both the relevant data.

Timing: monitors if the information is actually transferred within the timeframe assigned to it.

Accuracy: monitors if the transfers to and from the receiver are in effect, simple, legible, readable and correct.

Volume: controls the transmission of all needed information, while refusing unwanted and obsolete information that could obstruct the device.