Choosing the right communication network for your project - Revision history

Emilielewis98: /* Annotated Bibliography */

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Annotated Bibliography

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	;''''' Project Management Institute. 2017. A Guide to the Project Management Body of Knowledge (PMBOK® Guide), Chapter 10 on Project Communications Management '''''		;''''' Project Management Institute. 2017. A Guide to the Project Management Body of Knowledge (PMBOK® Guide), Chapter 10 on Project Communications Management '''''
	:This PMBOK Guide states the standards in project communication management in three sections; ''Plan Communications Management, Manage Communications'' and ''Monitor Communications''. Key koncepts in communication mechanisms such as language, media types and distance between actors are discussed. The chapter also elaborates on the ''communication process'' as seen in figure 1 and states commonly used communication artifacts (called ''~~medias~~'' in this article). At last techniques and considerations for effective communications management are listed.		:This PMBOK Guide states the standards in project communication management in three sections; ''Plan Communications Management, Manage Communications'' and ''Monitor Communications''. Key koncepts in communication mechanisms such as language, media types and distance between actors are discussed. The chapter also elaborates on the ''communication process'' as seen in figure 1 and states commonly used communication artifacts (called ''media'' in this article). At last techniques and considerations for effective communications management are listed.

	;''''' Granovetter, M. (1973). The Strength of Weak Ties '''''		;''''' Granovetter, M. (1973). The Strength of Weak Ties '''''

Emilielewis98: /* See also */

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Emilielewis98: /* Limitations */

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Limitations

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	== Limitations ==		== Limitations ==

	There is no final recipe on the perfect communication network structure, since a great comumnication network depends on the right combination of e.g. culture, available comunication ~~medias~~, facilities and other factors mentioned previously in this article. The chosen combination of the described characteristica for your communication network, in terms of centralisation, density, complexity and grouping, should therefore be revised every now and then, because smaller changes in the organizational structure, such as changes in the actors, politics or new technology can affect the efficiency of the communication network.		There is no final recipe on the perfect communication network structure, since a great comumnication network depends on the right combination of e.g. culture, available comunication media, facilities and other factors mentioned previously in this article. The chosen combination of the described characteristica for your communication network, in terms of centralisation, density, complexity and grouping, should therefore be revised every now and then, because smaller changes in the organizational structure, such as changes in the actors, politics or new technology can affect the efficiency of the communication network.

	== See also ==		== See also ==

Emilielewis98: /* Media influence */

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Media influence

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	\| Can be personalized in a high degree \|\| Can only be personalized in a low degree		\| Can be personalized in a high degree \|\| Can only be personalized in a low degree
	\|}		\|}
	Depending on the type of ~~media~~ chosen, the information can be more or less “rich” <ref name="dag" />. If the communicators know each other well, the message can be understood correctly with the use of poor information, since the communicators know how to interpret the few signals transmitted.		Depending on the type of medium chosen, the information can be more or less “rich” <ref name="dag" />. If the communicators know each other well, the message can be understood correctly with the use of poor information, since the communicators know how to interpret the few signals transmitted.
	On the other hand, if the communicators are not used to each other, rich information is needed to make sure the message is understood correctly, since the interpretation experience has not yet been built.		On the other hand, if the communicators are not used to each other, rich information is needed to make sure the message is understood correctly, since the interpretation experience has not yet been built.

	In one end of the richness scale we have face-to-face communication as the richest and formally written texts and documents as the poorest. Between the two ends of the richness scale we have Information and Communications Technology (ICT). Different ~~medias~~ suits different types of messages. ICT corresponds the types of media where both the amount of signals sent, the possibility of a fast feedback, the possibility of using a natural language and the degree of personalization is more variable. ICT covers ~~medias~~ such as e-mail, chat, common databases, online meetings and virtual conferences. ICT ~~medias~~ are fast to use and can easily spread information out to a lot of actors, but this can also lead to an information overload as described above, which is not desirable. <ref name="dag" />		In one end of the richness scale we have face-to-face communication as the richest and formally written texts and documents as the poorest. Between the two ends of the richness scale we have Information and Communications Technology (ICT). Different media suits different types of messages. ICT corresponds the types of media where both the amount of signals sent, the possibility of a fast feedback, the possibility of using a natural language and the degree of personalization is more variable. ICT covers media such as e-mail, chat, common databases, online meetings and virtual conferences. ICT media are fast to use and can easily spread information out to a lot of actors, but this can also lead to an information overload as described above, which is not desirable. <ref name="dag" />

	Further reading on the richness of a ~~media~~ is found in the article [[Choosing the appropriate medium (oral – written – hybrids)]].		Further reading on the richness of a medium is found in the article [[Choosing the appropriate medium (oral – written – hybrids)]].

	==== Virtual work groups: ====		==== Virtual work groups: ====

Emilielewis98: /* Communication process */

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Communication process

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	:::''For '''one-way''' communication'':		:::''For '''one-way''' communication'':
	# The sender must encode the message		# The sender must encode the message
	# The ~~media~~ for transmitting the message must be chosen		# The medium for transmitting the message must be chosen
	# The receiver must decode and interpret the message from the ~~media~~		# The receiver must decode and interpret the message from the medium
	#:''For '''two-way''' communication the same procedure af for one-way occurs, but with additional steps'':		#:''For '''two-way''' communication the same procedure af for one-way occurs, but with additional steps'':
	# The receiver encodes a feedback message		# The receiver encodes a feedback message
	# The ~~media~~ for transmitting the feedback message must be chosen		# The medium for transmitting the feedback message must be chosen
	# The original sender must decode and interpret the feedback message from the ~~media~~		# The original sender must decode and interpret the feedback message from the medium

	In figure 1 it is also seen that the media "box" is not strictly defined. This symbolizes the noise that surrounds the specific message, and can be different things such as other people talking in the background, e-mails from other colleagues, body language of the sender etc.		In figure 1 it is also seen that the media "box" is not strictly defined. This symbolizes the noise that surrounds the specific message, and can be different things such as other people talking in the background, e-mails from other colleagues, body language of the sender etc.

Emilielewis98: /* Communication process */

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Communication process

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	==== Communication process ====		==== Communication process ====

	In the communication process the actors involved can be labelled either ''sender'', ''receiver'' or both, as seen in figure 1. Between the sender and the receiver the message will be moving throug a ~~media~~ of a chosen type. Communication is either ''one-way'' or ''two-way'' depending on the possibility for the original receiver to send back a message to the original sender, which is called ''feedback''. The model in figure 1 shows a two-way communication process, where feedback is allowed. The process of communicating follows the structure explained below:		In the communication process the actors involved can be labelled either ''sender'', ''receiver'' or both, as seen in figure 1. Between the sender and the receiver the message will be moving throug a medium of a chosen type. Communication is either ''one-way'' or ''two-way'' depending on the possibility for the original receiver to send back a message to the original sender, which is called ''feedback''. The model in figure 1 shows a two-way communication process, where feedback is allowed. The process of communicating follows the structure explained below:
	[[File:commu_process2.png\|520x500 px\|thumb\|'''Figure 1:''' The elements of a typical two-way communication process with possibility of feedback between actors. To compare with the description of the communication process, ''Actor A'' acts as the original sender and ''Actor B'' acts as the original receiver (own figure based on knowledge from ''Hvordan organisationer fungerer, Chapter 8'' <ref name="dag" /> and ''A Guide to the Project Management Body of Knowledge'' <ref name="PMBOK " />).]]		[[File:commu_process2.png\|520x500 px\|thumb\|'''Figure 1:''' The elements of a typical two-way communication process with possibility of feedback between actors. To compare with the description of the communication process, ''Actor A'' acts as the original sender and ''Actor B'' acts as the original receiver (own figure based on knowledge from ''Hvordan organisationer fungerer, Chapter 8'' <ref name="dag" /> and ''A Guide to the Project Management Body of Knowledge'' <ref name="PMBOK " />).]]
	:::''For '''one-way''' communication'':		:::''For '''one-way''' communication'':

Emilielewis98: /* Limitations */

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Limitations

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	== Limitations ==		== Limitations ==

	There is no final ~~"opskrift"~~ on the perfect communication network structure, since a great comumnication network depends on the right combination of e.g. culture, available comunication medias, facilities and other factors mentioned previously in this article. The chosen combination of the described characteristica for your communication network, in terms of centralisation, density, complexity and grouping, should therefore be revised every now and then, because smaller changes in the ~~organisational~~ structure, ~~wuch~~ as changes in the actors, politics or new technology can affect the efficiency of the communication network.		There is no final recipe on the perfect communication network structure, since a great comumnication network depends on the right combination of e.g. culture, available comunication medias, facilities and other factors mentioned previously in this article. The chosen combination of the described characteristica for your communication network, in terms of centralisation, density, complexity and grouping, should therefore be revised every now and then, because smaller changes in the organizational structure, such as changes in the actors, politics or new technology can affect the efficiency of the communication network.


	== See also ==		== See also ==

Emilielewis98: /* Application */

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Application

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	*Overview of the information flow in the project		*Overview of the information flow in the project

	Furthermore <ref name="PMBOK" /> states that what is important to ~~consider~~ in effective communication management is:		Furthermore ''A Guide to the Project Management Body of Knowledge'' (PMBOK® Guide <ref name="PMBOK" />) states that what is important to define in effective communication management is:
	*Communication structure models		*Communication structure models
	*Media type		*Media type
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	* If the work load distribution has not been clarified, conflicts may appear		* If the work load distribution has not been clarified, conflicts may appear
	* The group is naturally more fractured, creating a larger risk of conflicts		* The group is naturally more fractured, creating a larger risk of conflicts
	* Conflicts are more often suppressed since it is easier to neglect when not facing each other, resulting in larger conflicts when finally dealt with		* Conflicts are more often suppressed since it is easier to neglect when not facing each other, resulting in larger and possibly escalated conflicts when finally dealt with
	* The lack of social contact and personal interaction in e.g. coffee breaks result in a generally larger working dissatisfaction		* The lack of social contact and personal interaction in e.g. coffee breaks result in a generally larger working dissatisfaction

Emilielewis98: /* Application */

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Application

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	== Application ==		== Application ==

	'' " Project Communications Management includes the processes necessary to ensure that the information needs of the project and its stakeholders are met through development of artifacts and implementation of activities designed to achieve effective information exchange " '' says the sixth edition of the PMBOK © Guide. Communications management include the planning, managing and monitoring of the communication structure, which also involves ~~the~~ considerations regarding ~~which~~ influence the structure will be under due to media types and modern virtuality.		'' " Project Communications Management includes the processes necessary to ensure that the information needs of the project and its stakeholders are met through development of artifacts and implementation of activities designed to achieve effective information exchange " '' says the sixth edition of the PMBOK © Guide. Communications management include the planning, managing and monitoring of the communication structure, which also involves considerations regarding what influence the structure will be under due to media types and modern virtuality.

	==== Planning the structure ====		==== Planning the structure ====
	Elements that beneficially could be ~~implemented~~ in a communication plan are the following <ref name="PMBOK" />:		Elements that beneficially could be considered and elaborated on in a communication plan are the following <ref name="PMBOK" />:
	*Transmitted information type in terms of content, language and level of detail		*Transmitted information type in terms of content, language and level of detail
	*Reason for importance		*Reason for importance

Emilielewis98: /* Communication network structures */

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Communication network structures

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	\|\| ''' Strong links: ''' Strong links require a large amount of resources allocated, thus it have to be considered if the value of strong links compensate this. An example of a network with strong links is seen in the model ''Centralized with strong links'' in figure 3. A few strong links can act as an internetwork and be very reliable in regards to receiving and understanding messages, but they can also result in a blindness for new information from the outside of this strong internetwork.		\|\| ''' Strong links: ''' Strong links require a large amount of resources allocated, thus it have to be considered if the value of strong links compensate this. An example of a network with strong links is seen in the model ''Centralized with strong links'' in figure 3. A few strong links can act as an internetwork and be very reliable in regards to receiving and understanding messages, but they can also result in a blindness for new information from the outside of this strong internetwork.

	''' Weak links: ''' With a great amount of weak links information can travel in any desired direction. A network with many weak links are seen in the model ''Decentralized with weak links'' in figure 3. This result in a larger amount of stimuli for the actors involved and a possible information overload. Weak links encourage to a more innovative work atmosphere, since every new idea can be presented for everyone in the network very easily. ~~NAVN~~ writes about how ~~many~~ weak links are more efficient than few strong links, mainly based on the fact that stronger links require more recourses, which should be kept in mind if the organisation has chosen to allocate only a low amount of recources <ref name="R2" />.		''' Weak links: ''' With a great amount of weak links information can travel in any desired direction. A network with many weak links are seen in the model ''Decentralized with weak links'' in figure 3. This result in a larger amount of stimuli for the actors involved and a possible information overload. Weak links encourage to a more innovative work atmosphere, since every new idea can be presented for everyone in the network very easily. Granovetter writes about how a great amount of weak links are more efficient than few strong links, mainly based on the fact that stronger links require more recourses, which should be kept in mind if the organisation has chosen to allocate only a low amount of recources <ref name="R2" />.
	\|-		\|-
	! Complexity !! Grouping <ref name="PMBOK" />		! Complexity !! Grouping <ref name="PMBOK" />
	\|-		\|-
	\| ''' Many links/knots: '~~'',~~ ''Distributed network'' structures makes it possible for all actors in the network to communicate directly with one another. An example of a distributed network with many links and knots are seen as the model ''Decentralized with weak links'' in figure 3. A '''benefit''' of a complex network is that the information from one peripheral actor does not have to go through a "central" actor as in the centralized or decentralized networks to get to another peripheral actor. A '''challenge''' with complexity is that if one peripheral actor has given a piece of information to another peripheral actor, the other actors will not neccessarily know. This means if a third actor, no matter the "status" in the network, has to find the exact same piece of information, he or she has to search for it to get it without knowing where it is to be found. This is a flat type of network where hierarchical status does not neccessarily matter. With a great complexity comes a larger risk of information overflow.		\| ''' Many links/knots: ''' Distributed network structures makes it possible for all actors in the network to communicate directly with one another. An example of a distributed network with many links and knots are seen as the model ''Decentralized with weak links'' in figure 3. A '''benefit''' of a complex network is that the information from one peripheral actor does not have to go through a "central" actor as in the centralized or decentralized networks to get to another peripheral actor. A '''challenge''' with complexity is that if one peripheral actor has given a piece of information to another peripheral actor, the other actors will not neccessarily know. This means if a third actor, no matter the "status" in the network, has to find the exact same piece of information, he or she has to search for it to get it without knowing where it is to be found. This is a flat type of network where hierarchical status does not neccessarily matter. With a great complexity comes a larger risk of information overflow.
	''' Few links/knots: ''' With only a few links and knots the network structure is kept simple. Here the risk of information overload is smaller, but this structure type does not facilitate innovation as much as a complex network structure due to less unexpected inputs.		''' Few links/knots: ''' With only a few links and knots the network structure is kept simple. Here the risk of information overload is smaller, but this structure type does not facilitate innovation as much as a complex network structure due to less unexpected inputs.
	\|\| ''' Defined groups: ''' Several smaller interconnected groups can exist within a single communication network. Each group has it's own set of rules and norms, making it crucial that the actors connecting the groups are on the same wavelenght to ensure a common understanding between the defined groups.		\|\| ''' Defined groups: ''' Several smaller interconnected groups can exist within a single communication network. Each group has it's own set of rules and norms, making it crucial that the actors connecting the groups are on the same wavelenght to ensure a common understanding between the defined groups.

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	[[Managing “emails”]] on how to avoid email and information overflow. <br />		[[Managing “emails”]] on how to avoid email and information overflow. <br />
	[[Perception filters]] on message interpretation. <br />		[[Perception filters]] on message interpretation. <br />
	[[Choosing the appropriate medium (oral – written – hybrids)]] on the differences between ~~medias~~ and also on the richness of a media.		[[Choosing the appropriate medium (oral – written – hybrids)]] on the differences between media and also on the richness of media.


	== Annotated Bibliography ==		== Annotated Bibliography ==