University of Arizona Week 3 Informal Communication Discussion

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Business Finance

University of Arizona

Description

Discussion: Due 03/17

According to your textbook, project communication can be formal or informal. Compare and contrast these two types of project communication. Then, provide one example of each type of project communication and explain when and how each could be most useful to the project team. Your initial post must be a minimum of 200 words, and be supported by at least one professional or academic source.

Assignment: Due 03/21

Using the information in Week 2 - Assignment scenario, assume you are the Project Manager and create the communications plan for this project. Create a communications plan addressing each of the following items (refer to Table 10-1 on page 399 in the Schwalbe text for an example):

Stakeholders: Stakeholders who should be included in project communications. Include at least 8 specific categories that includes at least 3 external and 5 internal. Be creative and apply critical thinking.

Document Name: Information to be communicated (e.g., content, and level of detail)

Document Format: How information will be delivered (e.g., meetings, hard copy, email)

Contact Person: The individual or individuals who should be contacted in escalation procedures

Due: Frequency (e.g., Every Monday) and/or deadline of communication (e.g., June 1)

Create your plan in table format within an MS Word document. Must include a separate title page with the following:

Unformatted Attachment Preview

Guided Response: Respond to at least two of your peers with constructive feedback on the examples they listed for each type of project communication. Describe additional ways that their examples could benefit the project team, and/or provide a best practice for delivering each of their communication examples most effectively, as supported by your readings. Your responses should each be 100-150 words. ------------------------------------------------------------------------------------------------------------------------First Post: Schwalbe (2016) mentions majority of users prefer informal communication methods rather than professional. This could be based on the fact that many people are not professionally educated in technical roles (Schwalbe, 2016). Formal communication is the process of sharing information for business matters in a documented and polished format. Formal communication methods may become confusing for users who may not know the technical jargon if not involved in the project or have experience in the field. Project charters, proposals or external stakeholder communication reports would be considered a formal type of communication. Informal communication typically would include daily emails, in person conversations, chats, daily standup reports or one on one meetings between colleagues. Both styles of communication are essential and most beneficial for projects at different points in time. Professional communication is best used for project proposals or status updates that include management and upper level clients where stakeholder buy in is needed in gaining approval and funding. Informal communication within the project would be best used for the day to day operations within the project team in coordinating schedules, tasks and conducting routine responsibilities. Schwalbe, K. (2016). Information technology project management (8th ed.). Retrieved from https://redshelf.com/ ------------------------------------------------------------------------------------------------------------------------- Second Post: Project Managers spend approimately 90% of their time communicating. These communications are in a wide variety of ways, depending on the project and the project team, but there are a number of standard communications. Formal communication are things like Status Reports, Email Project Updates and emails discussing the project. Informal communications are another form and those are things like Microsoft Teams messages and conversations around the water cooler or informal drive by's in your bosses office to complain about a certain project-- which I tend to do frequently. Whatever path you choose with the communication, the important part is keeping everyone on the project team in the loop. I find that frequent updates and discussions pertaining to the project workload are really important overall, but using both informal and formal communications are the most effective. Making sure that the project team is talking with one another is also VERY important -- lead by example and the rest of the team will communicate with one another because they see their PM doing the same thing. Some organizations frown on the informal communications because they want/need everything on the record-- you find this in highly functional organizations that ensure that all communications are official and vetted appropriately. I think this is a risky venture because people might not share information like would if the organization simply encouraged more discussion and collaboration-- and I think you are starting to see that more and more. References: Schwalbe, K. (2016). Information technology project management (8th ed.). Project Management Institute. (2013). Communication: The message is clear
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Explanation & Answer

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1

Project Communication

Student’s name
Institution affiliation
Course
Date

2
The two key forms of project communication are formal and informal. The former
involves passing information through different channels of communication in the organization,
whereas the latter is the form of communication that moves freely throughout the organization.
Formal communication is often utilized when conveying organizational information from the
top executive to the employees and other departments (Schaeffer et al. 2020). There are
considerable differences between the two methods. Firstly, while the formal is mainly utilized
during official communication, informal, on the other hand, is known by the name of grapevine.
Information communication does not follow a chain of command and thus moves freely,
whereas the formal a specified chain of command (Schaeffer et al. 2020). Unlike formal
communication, where full secrecy has to be maintained, maintaining secrecy has always
proved tough; informal communication is oral, whereas formal communication is written. ...

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