Communication Media: Artifacts, Methods, and Technology Selection

PMBOK v8 Definition

Communication media refers to the specific tools, artifacts, and methods used to exchange information among project stakeholders. Possible communication artifacts and methods include notice boards, newsletters, in-house magazines, e-magazines, letters to staff or volunteers, press releases, annual reports, emails and intranets, web portals and other information repositories (for pull communication), phone conversations, presentations, team briefings or group meetings, focus groups, face-to-face formal or informal meetings, consultation groups or staff forums, and social computing technology and media. The choice of communication technology is affected by factors including urgency of the need for information, and the availability and reliability of technology.

Why It Matters for the Exam

Communication media questions appear frequently on the PMI exam because effective stakeholder engagement depends on selecting the right communication method for each audience and situation. You will encounter questions about matching communication artifacts to stakeholder needs, understanding pull vs. push communication, and identifying factors that influence technology selection.

Key Points to Remember (for the exam)

• Core Artifacts: Notice boards, newsletters, press releases, annual reports, emails, intranets, web portals, phone conversations, presentations, meetings (team briefings, focus groups, face-to-face), consultation groups, and social media
• Pull Communication: Web portals and information repositories where stakeholders access information on their own initiative
• Push Communication: Emails, newsletters, letters, and press releases sent directly to stakeholders
• Technology Selection Factors: Urgency of information need, availability of technology, reliability of technology, frequency of communication, and format of information
• Communication Model Elements: Acknowledging receipt of message is a critical component
• Common Confusion: Confusing communication artifacts (the "what") with communication methods (the "how")—artifacts like reports are delivered via methods like email or meetings
• Dynamic Nature: The communications management plan is a dynamic document that evolves throughout the project life cycle and is regularly updated

Typical PMI Exam Example

A project manager needs to distribute the monthly status report to 200 geographically dispersed stakeholders. The report contains detailed financial data and performance metrics. Which communication artifact and method combination is most appropriate?

Answer: Use the annual report as an artifact delivered via web portal (pull communication) so stakeholders access information when needed, combined with an email notification (push communication) alerting them to the update.

PMI Exam Traps

• Trap: Thinking all communication must be push (sent directly to stakeholders)

  • Reality: Pull communication (web portals, repositories) is appropriate when stakeholders need on-demand access to large amounts of information

• Trap: Confusing "communication artifacts" with "communication methods"

  • Reality: Artifacts are the content (reports, newsletters), methods are the delivery channels (email, meetings, portals)

• Trap: Assuming face-to-face meetings are always the best communication method

  • Reality: The choice depends on urgency, technology availability, stakeholder location, and information complexity

• Trap: Treating the communications management plan as a static document

  • Reality: It is a dynamic document that evolves throughout the project life cycle and is regularly updated

Important PMI Connections

Quick Review Questions

1. A project team needs to share a large technical document that stakeholders can access at any time. Which communication method is most appropriate—push or pull?

2. What factors should a project manager consider when selecting communication technology for a multinational project team?

3. True or False: The communications management plan is created once during project planning and does not change.

4. Which communication artifact would be most appropriate for announcing a major project milestone to external stakeholders and the public?

5. A stakeholder requests daily status updates. The project team is in different time zones with limited internet access. What communication technology factor is most critical to consider?

PMBOK v8 Reference

Section 5 – Tools and Techniques (Communication Models and Communication Methods)

Note: The PMBOK v8 content provided identifies communication artifacts and methods in the context of the Communications Management knowledge area, specifically within the Plan Communications Management process. The factors affecting communication technology choice include urgency of information need, availability and reliability of technology, frequency of communication, and format of information.