Communication Models for Person-to-Person and Small-Group Communications
PMBOK v8 Definition
A communication model is a description, analogy, or schematic used to represent how the communication process will be performed for the project. This communication model and its enhancements can assist in developing communication strategies and plans for person-to-person or even small-group-to-small-group communications, but the model is not useful for other communications artifacts such as emails, broadcast messages, or social media. Communication models can represent the process in a basic linear form (sender and receiver), a more interactive form with feedback (sender, receiver, and feedback), or a complex model incorporating human elements of the sender(s) or receiver(s).
Why It Matters for the Exam
This concept appears frequently in PMI exam questions about the Manage Communications process, testing your ability to select the appropriate communication model based on the audience size and communication purpose. Questions often present scenarios where you must determine whether a basic, interactive, or cross-cultural communication model applies, or identify which communication forms (interpersonal, small group, public, mass) are being used.
Key Points to Remember (for the exam)
- Three Communication Model Levels: Basic (sender/receiver, message delivery focus), Interactive (sender/receiver/feedback), and Complex (incorporates human elements, cross-cultural factors)
- Basic Model Sequence: Encode → Transmit message (via communication channel, may be compromised by physical factors such as unfamiliar technology or inadequate infrastructure)
- Communication Forms Defined: Interpersonal (between individuals, typically face-to-face), Small group (3 to 6 people), Public (single speaker to larger audience), Mass communication
- Model Applicability: Only useful for person-to-person or small-group-to-small-group communications; NOT useful for emails, broadcast messages, or social media
- Key Benefit of Manage Communications: Enables efficient and effective information flow between project team and stakeholders
- Cross-Cultural Model Elements: Includes noise, encode/decode, acknowledge, message, medium, and considers personality biases (assumptions), gender, culture, language, discipline
- Communication Requirements Analysis: Determines appropriate technologies, methods, and techniques; allows for adjustments to accommodate changing stakeholder needs
Typical PMI Exam Example
You are managing a project with stakeholders from three different countries. During a virtual meeting with five key stakeholders, you notice that team members are not acknowledging messages correctly. According to PMBOK v8, which communication model best addresses this situation?
Answer: The complex communication model for cross-cultural communication, which incorporates human elements, noise factors, and the acknowledge step between encode and decode.
PMI Exam Traps
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Trap: Confusing the basic sender/receiver model with the interactive model Reality: Basic model is concerned with ensuring message delivery, NOT understanding; interactive model adds feedback for confirmation of understanding
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Trap: Applying the communication model to all communication artifacts Reality: The model is ONLY useful for person-to-person and small-group-to-small-group communications; NOT for emails, broadcast messages, or social media
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Trap: Thinking "encode" means creating the message content Reality: Encode specifically means coding the message into symbols (text, sound, or other medium) for transmission
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Trap: Assuming all communication forms use the same model Reality: Different approaches should be applied to meet the needs of each major communication form (interpersonal, small group, public, mass) as defined in the communications management plan
Important PMI Connections
| Related Concept | Relationship Type | Exam Attention Point |
|---|---|---|
| Manage Communications | Process where model is applied | Key benefit: enables efficient information flow; identifies effective communication aspects |
| Communications Management Plan | Planning output that defines approaches | Different approaches for each communication form must be defined here |
| Communication Requirements Analysis | Input to planning | Determines technologies, methods, and techniques; allows adjustments for changing stakeholder needs |
| Stakeholder Engagement | Related knowledge area | Models help adapt communication to stakeholder needs and cultural differences |
Quick Review Questions
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What are the three levels of communication models described in PMBOK v8, and what distinguishes each level?
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A project manager needs to communicate with 50 stakeholders about a schedule change. Which communication form should be used, and why is the communication model NOT useful for this scenario?
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In the basic sender/receiver communication model, what does the "encode" step involve, and what physical factors can compromise message transmission?
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What are the four major forms of communication defined in the communications management plan, and what is the typical group size for small group communication?
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During cross-cultural communication, what elements does the complex communication model include that the basic model does not?
PMBOK v8 Reference
Section 2.5.2 - Manage Communications (Process Group: Executing, Knowledge Area: Communications Management) Section 5.2 (Figure 5-2) - Communication Model for Cross-Cultural Communication