"Critical role that timely and accurate communications have in
project management"
Matriculation No: 20011979
Subject: Project Management
Subject code: B3149
Word count: 2912 (Main Content)
Ace International Business School
In the partial fulfillment of the requirements for the degree of
Bachelor of Business Administration
Queen Margaret University
21st March 2024
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Table of Contents
1 Introduction.................................................................................................................................2
1.1Project and Project management..........................................................................................2
1.2 Structure of Report...............................................................................................................2
2. Communication In project Management....................................................................................3
2.2 Value of communication in project Success........................................................................3
2.3 Real Life Examples of Project success Due to Effective Communication...........................5
The Sydney Opera House's Success through Effective Communication..................................5
The construction of the Burj Khalifa...........................................................................................6
3. Formal Project management framework and tools for effective Communication......................7
4 .Communication’s practices can help a project team in accommodating project scope change9
5 Conclusion................................................................................................................................11
References..................................................................................................................................11
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1 Introduction
1.1Project and Project management
Cultivating effective communication serves as the cornerstone that fortifies the cohesion of any
project. When team members synchronize their understanding and efforts, it significantly
mitigates the risk of project derailment. Effective communication acts as the adhesive, binding
every aspect of the project into a unified and resilient whole. Smith and Brown's (2019) study
underscores the pivotal role of timing and accuracy in communication within project
management. It transcends mere avoidance of mix-ups; instead, it fosters an environment
where the team synergizes effectively, elevating productivity to new heights.
It has been observed that tools such as routine team meetings, project management software,
and comprehensive documentation play pivotal roles in facilitating effective communication
within project management contexts. (Jones et al., 2020). Basically, it's about making sure
everyone's getting the message and catching potential issues.
During project setbacks, effective communication emerges as vital. Anderson and Miller's
(2021) research highlights its role in distinguishing successful projects. Hence, proficient
communication is not merely a soft skill but a powerhouse driving project success, supported by
suitable tools and models.
1.2 Structure of Report
This report dives into why communication is so crucial in project management. It gathers
information from various sources to explain how good communication can make or break a
project. By looking at different ideas and examples, shows why having clear ways to talk with
each other is critical for getting projects done right. It talks about different ways people have
thought about communication in projects and how researcher can use those ideas in real life. It
also talks about the problems researcher might face when trying to communicate in projects and
how researcher can fix them. By looking at real-life stories of projects that worked well,
researcher can learn some important lessons about what works and what doesn't in project
communication. Finally, this report gives some good advice on how to make communication
better in projects, like by encouraging people to talk openly and always trying to get better at it.
Overall, this report is a useful guide for project managers and anyone involved in projects,
showing just how important good communication really is.
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2. Communication In project Management
Communication is defined as the process of exchanging information, ideas, thoughts, and
feelings between individuals or groups through verbal, nonverbal, or written channels. It
encompasses both the transmission and reception of messages, with the aim of conveying
meaning and understanding. Effective communication is considered indispensable for
successful collaboration, problem-solving, and relationship building within diverse contexts,
including interpersonal relationships, organizational settings, and societal interactions (Adler,
Rosenfeld, & Proctor II, 2018).
However, communication holds significant importance beyond mere updates, particularly in the
realm of risk management. It serves as a vital tool for identifying and addressing potential issues
before they escalate. Moreover, amidst project transitions, proficient communication serves as a
guiding mechanism, facilitating the team in navigating through changes and establishing
appropriate expectations. The strategic utilization of various communication tools, technologies,
and feedback mechanisms empowers project managers to enhance teamwork, decision-making
processes, and ultimately, achieve project success.
2.2 Value of communication in project Success
Good communication is essential for project management to work well. It helps people work
together better, makes sure everyone understands what's going on, and reduces the chances of
things going wrong during the project. The Project Management Institute (PMI) recognizes
communication as one of the key knowledge areas in project management, emphasizing its
critical contribution to project success (PMBOK Guide, PMI, 2017).
Communication significantly contributes to the success of a project in numerous ways, including
but not limited to:
1. 1.Clarity of Objectives and Expectations:
Communication enhances clarity of objectives and expectations in project management
by ensuring that project goals, tasks, and desired outcomes are clearly communicated
and understood by all team members and stakeholders. This helps minimize
misunderstandings and errors, leading to improved project performance.
2. Stakeholder Engagement and Management:
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Effective communication in project management facilitates stakeholder engagement and
management by ensuring stakeholders are informed about project goals, progress, and
changes (Larson & Gray, 2019). It builds trust, transparency, and positive relationships,
enabling stakeholders to provide valuable feedback and contribute to decision-making
processes. Addressing concerns promptly helps mitigate risks and misunderstandings,
leading to smoother project execution
3. Team Collaboration and Coordination:
Good communication fosters team collaboration and coordination in project
management by facilitating information sharing, active participation, and transparency
(Larson & Gray, 2019). Clear communication channels ensure everyone understands
project objectives and tasks, reducing errors and misunderstandings. Open
communication encourages team members to contribute ideas, solve problems together,
and adapt plans as needed. Transparent communication builds trust among team
members, fostering a positive work environment conducive to collaboration and
innovation (Larson & Gray, 2019).
4. . Risk Identification and Mitigation:
Effective communication is crucial for identifying and mitigating risks in project
management. It enables early detection of potential issues, fosters shared
understanding among stakeholders, facilitates timely updates on project progress,
promotes collaboration in devising mitigation strategies, and fosters transparency to
address risks openly. Overall, communication serves as the linchpin for successful risk
management in projects, ensuring smooth progress and minimizing disruptions.
5. Decision-making Processes:
Communication is critical for decision making in project management as it ensures that
relevant information is exchanged among stakeholders, enabling informed decisions to
be made promptly. Effective communication fosters collaboration, clarifies goals, and
mitigates misunderstandings, thereby enhancing the quality of decisions. According to
the Project Management Institute (PMI), Effective communication ensures that
stakeholders share a common understanding of project goals, objectives, requirements,
expectations, and performance (PMI, 2017, p. 2).
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2.3 Real Life Examples of Project success Due to Effective Communication
The Sydney Opera House's Success through Effective Communication
The issue surrounding the construction of the Sydney Opera House stemmed from a significant
midway design change initiated by architect Jørn Utzon. Originally, Utzon had envisioned the
roof shells of the opera house to be constructed using precast concrete panels. However, as
construction progressed, Utzon encountered structural challenges and realized the limitations of
the precast concrete approach.
To address these challenges and achieve his vision for the iconic roof design, Utzon proposed a
radical change in construction methodology. He envisioned a more intricate and innovative
design involving a series of individual concrete ribs, creating the distinctive sail like appearance
that defines the Sydney Opera House.
Implementing this midway design change posed several challenges. It required substantial
revisions to the construction plans, resulting in delays and cost escalations. Additionally, the
change introduced complexities in engineering and construction, as the new ribbed structure
required precise coordination and meticulous craftsmanship.
Moreover, the decision to deviate from the original design plan caused tensions between Utzon
and the project stakeholders, including government officials and construction teams. There were
concerns about the feasibility of the revised design, as well as apprehensions regarding the
additional time and resources required for its implementation.
However, through transparent communication and collaboration, Utzon was able to garner
support for his revised design concept. He effectively communicated the technical and aesthetic
advantages of the new approach, emphasizing its potential to realize his vision for the opera
house as a groundbreaking architectural marvel. Despite the initial challenges and resistance,
Utzon's innovative design change proved to be a resounding success. The snaillike roof shells
of the Sydney Opera House not only captured the imagination of the world but also became an
enduring symbol of architectural excellence and innovation. The resolution of the midway design
issue underscores the importance of effective communication, collaboration, and adaptability in
overcoming challenges and achieving extraordinary feats in construction projects.
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The construction of the Burj Khalifa
The construction of the Burj Khalifa in Dubai serves as a prime example of how effective and
timely communication contributed to the success of an immensely complex and ambitious
project. The project involved a multitude of stakeholders, including architects, engineers,
contractors, subcontractors, and governmental bodies. The project management team, led by
Skidmore, Owings & Merrill (SOM), recognized the importance of clear communication from the
project's inception.
The issue encountered during the construction of Burj Khalifa centered on unforeseen
geological challenges related to the site's foundation. Initially, the construction team had
planned to build the tower's foundation on solid bedrock. However, during the excavation phase,
engineers discovered the presence of soft and porous limestone beneath the proposed site.
This discovery posed a significant challenge because soft limestone could compromise the
stability and structural integrity of the building's foundation. The porous nature of the limestone
also raised concerns about its ability to support the immense weight of the skyscraper
effectively. These unexpected geological conditions necessitated a reevaluation of the
foundation design to ensure the safety and stability of the structure.
To address this issue, engineers implemented innovative solutions, including the use of an
extensive pile foundation system. Pile foundations involve driving deep concrete or steel piles
into the ground to transfer the building's weight to more stable soil or rock layers below the soft
limestone. This approach provided the necessary support and stability for the towering
structure, mitigating the risks posed by the challenging geological conditions.
Despite the complexity and urgency of the situation, effective communication among project
stakeholders was crucial in navigating the issue. Engineers communicated the geological
findings to architects, developers, and construction teams promptly, facilitating collaborative
problem-solving and decision-making. Transparent communication ensured that all parties were
informed of the challenges and actively involved in devising and implementing solutions.
In conclusion, the geological issue encountered during the construction of Burj Khalifa
underscored the importance of adaptability, innovation, and effective communication in
overcoming obstacles in largescale construction projects. Through collaborative efforts and
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clear communication, engineers successfully addressed the challenges posed by the site's
geological conditions, allowing the project to proceed and ultimately culminate in the successful
completion of the world's tallest building.
3. Formal Project management framework and tools for effective
Communication
Project management involves various models and methodologies, each tailored to different
project types, sizes, and requirements. Here are some popular project management models
along with the tools commonly used with each, along with examples:
1. Waterfall Model:
The Waterfall model is a traditional, sequential approach to project management,
characterized by distinct phases such as requirements gathering, design, implementation,
testing, deployment, and maintenance (Royce, 1970).
Tools: Common tools used in Waterfall projects include Microsoft Project for project
scheduling, Gantt charts for visualizing timelines, and tools like Wrike or Trello for task
management.
Example: NASA has historically employed the Waterfall model for its space missions,
including the Apollo program, where each stage of spacecraft development was meticulously
planned and executed (Royce, 1970).
2. Agile Model:
Agile is an iterative and flexible approach to project management, focusing on delivering value
to customers through collaboration, adaptability, and continuous improvement (Beck et al.,
2001).
Tools: Agile teams often use tools like Jira for task tracking, Scrum boards for visualizing
work, and VersionOne for managing Agile projects.
3. Scrum:
Scrum is a specific agile framework that organizes work into fixed-length iterations called
sprints, emphasizing transparency, inspection, and adaptation (Schwaber & Sutherland, 2017).
Tools: Scrum teams commonly use tools like Jira or Trello for managing their product
backlogs, planning sprints, and tracking progress using Scrum boards.
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Example: Adobe Systems adopts Scrum for many of its software development projects,
facilitating close collaboration and rapid delivery (Schwaber & Sutherland, 2017).
4. Kanban:
Kanban is a visual management method that aims to optimize workflow by visualizing work,
limiting work in progress (WIP), and continuously improving processes (Anderson, 2010).
Tools: Popular Kanban tools include Trello, Kanbanize, and LeanKit, facilitating task
management and workflow visualization (Anderson, 2010).
Example: Toyota pioneered Kanban in manufacturing to improve efficiency and reduce waste
in production processes (Anderson, 2010).
5. Critical Path Method (CPM):
CPM is a project management technique used to determine the longest sequence of
dependent tasks and identify the critical path (Kelley & Walker, 1959).
Tools: CPM analysis is often performed using software tools like Microsoft Project or
Primavera P6, aiding in scheduling tasks and calculating project timelines (Kelley & Walker,
1959).
Example: Construction companies like Bechtel rely on CPM for scheduling complex projects
such as building highways, bridges, and power plants (Kelley & Walker, 1959).
6. PRINCE2 (Projects IN Controlled Environments):
PRINCE2 is a structured project management methodology providing a systematic approach
to initiating, planning, executing, and closing projects (Office of Government Commerce, 2009).
Tools: PRINCE2 practitioners often use software tools like Microsoft Project or specialized
PRINCE2 templates for project planning and tracking (Office of Government Commerce, 2009).
Example: The UK government widely adopts PRINCE2 for managing public projects, ensuring
effective governance and successful project delivery (Office of Government Commerce, 2009).
Project outcomes, enhance team collaboration, and deliver value to stakeholders effectively.
Each of these project management models has its strengths and weaknesses, and the choice of
model often depends on factors like project scope, timeline, team size, and organizational
culture.
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4 .Communication’s practices can help a project team in accommodating
project scope change
Communication practices are essential for project teams to accommodate project scope
changes, especially within the Time-Cost-Scope (TCS) triangle framework. This framework
illustrates the interconnected relationship between time, cost, and scope, where changes in one
aspect affect the others. Effective communication facilitates successful navigation of scope
changes while upholding project integrity and achieving desired outcomes.
For instance, in a construction project tasked with building a residential complex, a mid-project
scope change to include additional features like recreational areas poses challenges such as
potential delays and cost escalations. Through transparent stakeholder engagement and
collaborative decision-making, the project team can address the scope change while adhering
to TCS constraints. Clear communication enables stakeholders to understand implications on
project timelines, costs, and deliverables. Regular updates ensure alignment, while proactive
problem-solving identifies mitigation strategies to minimize impacts on project constraints.
In summary, effective communication fosters adaptation to scope changes while maintaining
project objectives within the TCS framework.
A real life example of how communication helps in project management to adapt if the scopes
are change midways:
The Panama Canal Expansion Project, initiated in 2007 and completed in 2016, aimed to widen
and deepen the existing canal to accommodate larger vessels and increase shipping capacity.
Midway through the project, the scope changed significantly due to unforeseen geological
challenges and evolving shipping industry requirements.
Scope Change:
The original scope of the Panama Canal Expansion Project involved widening and deepening
the existing canal to allow for the passage of larger ships known as New Panamax vessels.
However, midway through the project, engineers encountered unforeseen geological
challenges, including unstable soil conditions and seismic risks, which necessitated adjustments
to the scope. Additionally, changes in the shipping industry, such as the increasing demand for
liquefied natural gas (LNG) carriers and container ships, prompted stakeholders to consider
additional modifications to the canal's design to accommodate these vessels.
Communication Strategies:
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Effective communication played a crucial role in navigating the scope changes and ensuring
project success. The project management team employed several communication strategies to
address the challenges:
1. Stakeholder Engagement: The project management team actively engaged with
stakeholders, including government agencies, shipping companies, and local communities, to
communicate the reasons for the scope changes and solicit feedback. Regular stakeholder
meetings and forums were organized to facilitate open dialogue and transparency.
2. Technical Briefings: To ensure all parties understood the technical implications of the scope
changes, the project team conducted comprehensive technical briefings and presentations.
Engineers and experts explained the geological challenges and proposed modifications to the
canal's design in layman's terms, enabling stakeholders to make informed decisions.
3. Collaborative Problem-Solving: Collaboration was encouraged among project team members,
contractors, and consultants to develop innovative solutions to the scope challenges. Cross-
functional teams were formed to brainstorm ideas, assess risks, and develop contingency plans
to mitigate the impact of scope changes on project timelines and budgets.
4. Continuous Updates: Regular project updates and progress reports were shared with
stakeholders to keep them informed of the latest developments. Timely communication helped
manage expectations and address concerns proactively, fostering trust and confidence in the
project management team.
Outcome:
Despite the scope changes and challenges encountered, effective communication strategies
enabled the successful completion of the Panama Canal Expansion Project. The widened and
deepened canal now accommodates larger vessels, facilitating global trade and maritime
commerce.
Lessons Learned:
The Panama Canal Expansion Project serves as a compelling example of how effective
communication can help project teams navigate scope changes and achieve project success.
By fostering stakeholder engagement, facilitating technical understanding, promoting
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collaboration, and providing continuous updates, project managers can mitigate the impact of
scope changes and ensure project objectives are met.
5 Conclusion
Through the process of researching and compiling this report on the significance of
communication in project management, researcher can gain several valuable insights. Firstly,
effective communication serves as the foundation of successful project execution, acting as the
adhesive that binds team members together and fosters cohesion. Secondly, it also informs
about the indispensable role of tools and models such as routine team meetings, project
management software, and various project management methodologies in facilitating clear and
timely communication. Additionally, researcher can understand the critical impact of
communication on project success, particularly in navigating setbacks and accommodating
scope changes. Real-life examples like the Sydney Opera House and the Panama Canal
Expansion Project have illustrated how transparent communication, collaboration, and
adaptability can lead to project triumph despite challenges. Furthermore, exploring different
project management frameworks and tools has provided insights into selecting the most suitable
approach for managing projects effectively based on various factors. Overall, this research has
emphasized the paramount importance of communication in project management and
highlighted strategies to leverage it effectively for achieving successful project outcomes.
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