Communication Methods: Systematic Procedures for Stakeholder Information Transfer

Communication Methods: Systematic Procedures for Stakeholder Information Transfer

PMBOK v8 Definition

A communication method is a systematic procedure, technique, or process used to transfer information among project stakeholders. These methods are broadly classified into interactive communication (multidirectional exchange in real time using meetings, phone calls, instant messaging, social media, and videoconferencing) and push communication (sent or distributed directly to specific recipients who need the information). This concept is part of the Executing Process Group, within the Manage Communications process (Knowledge Area: Project Communications Management).

Why It Matters for the Exam

Communication methods appear frequently in PMI exam questions testing your ability to select the appropriate method based on stakeholder needs, urgency, and project context. Questions often present a scenario requiring you to choose between interactive, push, or pull communication, or to identify which method aligns with a specific communication artifact or stakeholder requirement.

Key Points to Remember (for the exam)

  • Three Main Classifications: Interactive (real-time multidirectional), Push (direct to specific recipients), and Pull (accessed by recipients as needed via web portals, intranet sites, eLearning courses, lessons learned databases, or knowledge repositories)

  • Interactive Communication Artifacts: Meetings, phone calls, instant messaging, social media, and videoconferencing

  • Push Communication Characteristic: Information is sent directly to specific recipients who need to receive it

  • Pull Communication Characteristic: Recipients access information on their own initiative, often secured behind security procedures

  • Common Confusion: Interactive vs. push communication—interactive requires real-time multidirectional exchange, while push is one-way direct distribution to specific recipients

  • Communication Forms to Consider: Interpersonal (face-to-face between individuals), Small group (three to six people), Public (single speaker to larger audience), and Mass communication

  • Key Output Relationship: Communication methods are identified and applied within the Manage Communications process to enable efficient and effective information flow

Typical PMI Exam Example

A project manager needs to update 50 stakeholders on a critical schedule change. The information requires immediate confirmation of receipt. Which communication method should the project manager use? The correct answer is push communication, because it sends information directly to specific recipients who need to receive it and allows for tracking receipt confirmation.

PMI Exam Traps

  • Trap: Confusing push communication with interactive communication when real-time feedback is needed

  • Reality: Push communication is one-way distribution to specific recipients; interactive communication requires real-time multidirectional exchange

  • Trap: Selecting pull communication when stakeholders need immediate notification

  • Reality: Pull communication requires recipients to actively access information; push communication delivers directly to recipients

  • Trap: Assuming all electronic communication is interactive

  • Reality: Email is typically push communication (direct to recipients), while videoconferencing is interactive (real-time multidirectional)

  • Trap: Using only one communication method for all stakeholders

  • Reality: Different approaches should be applied to meet the needs of the major forms of communication defined in the communications management plan

Important PMI Connections

Related ConceptRelationship TypeExam Attention Point
Manage Communications processParent processCommunication methods are selected and applied within this process to enable efficient information flow
Communications Management PlanInput/OutputCommunication methods must align with the approaches defined in this plan
Communication ModelsComplementaryModels describe how the communication process will be performed; methods are the actual techniques used
Stakeholder EngagementDependentChoice of communication method depends on stakeholder needs, preferences, and project phase

Quick Review Questions

  1. A project team needs to brainstorm solutions for a critical issue. Which communication method is most appropriate?

  2. A project manager must distribute the weekly status report to all team members and sponsors. Which communication method should be used?

  3. What is the key difference between interactive communication and push communication?

  4. A lessons learned database is accessible to all project team members. Which communication method does this represent?

  5. During which process are communication methods identified and applied to enable efficient information flow?

PMBOK v8 Reference

Section 2.5.2 - Manage Communications (Process Group: Executing, Knowledge Area: Project Communications Management)