Communication Methods: Systematic Transfer of Information Among Stakeholders

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, which involves multidirectional real-time exchange (meetings, phone calls, instant messaging, videoconferencing), and push communication, where information is sent directly to specific recipients who need to receive it.

This concept is part of the Manage Communications process within the Executing Process Group and the Communications Management Knowledge Area.

Why It Matters for the Exam

The PMI exam frequently tests your ability to distinguish between communication methods and match them to appropriate project scenarios. Questions often present a situation requiring information distribution and ask which method best fits the stakeholder needs, urgency, and team dynamics. Expect scenario-based questions where you must select the correct method based on real-time vs. one-way distribution requirements.

Key Points to Remember (for the exam)

• Interactive Communication: Real-time, multidirectional exchange between two or more parties. Uses meetings, phone calls, instant messaging, social media, videoconferencing. Best for complex discussions requiring immediate feedback.

• Push Communication: Sent directly to specific recipients. Best for distributing reports, updates, or information that does not require immediate discussion or response.

• Communication Competence: A combination of tailored communication skills considering clarity of purpose, effective relationships, information sharing, and leadership behaviors. Often tested as the "soft skill" component of communication.

• Communication Forms: Interpersonal (face-to-face between individuals), Small group (3-6 people), Public (single speaker to larger audience), Mass communication. Exam tests matching form to situation.

• Manage Communications Process: Enables efficient and effective information flow between project team and stakeholders. Fosters flexibility for adjustments in methods and techniques to accommodate changing needs.

• Common Confusion: Interactive vs. Push communication. Interactive requires real-time participation; push is one-way distribution.

Typical PMI Exam Example

A project manager needs to update 50 geographically dispersed stakeholders on a critical schedule change. The information requires no discussion or clarification. Which communication method should the project manager use?

Answer: Push communication, because the information is sent directly to specific recipients who need to receive it without requiring real-time interaction.

PMI Exam Traps

• Trap: Confusing interactive communication with push communication

  • Reality: Interactive requires real-time multidirectional exchange; push is one-way distribution to specific recipients

• Trap: Selecting "mass communication" for all large audiences

  • Reality: Mass communication is a form, not a method. The method (push or interactive) determines how information flows

• Trap: Thinking communication competence is just about speaking clearly

  • Reality: It includes clarity of purpose, effective relationships, information sharing, AND leadership behaviors

• Trap: Assuming all team communication should be interactive

  • Reality: Push communication is appropriate for routine updates, status reports, and information that does not require discussion

Important PMI Connections

Quick Review Questions

1. A project team is conducting a daily stand-up meeting. Which communication method is being used?

2. A project manager sends a weekly status report via email to all stakeholders. Is this interactive or push communication?

3. What are the three elements that communication competence combines according to PMBOK v8?

4. When should a project manager use interactive communication instead of push communication?

5. What is the key benefit of the Manage Communications process?

PMBOK v8 Reference

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