Communication Styles Assessment: A Technique for Stakeholder Communication Planning
PMBOK v8 Definition
A communication styles assessment is a technique used to assess communication styles and identify the preferred communication method, format, and content for planned communication activities. This technique is applied within the Project Communications Management knowledge area, specifically during the Plan Communications Management process. It helps project managers tailor communication approaches to individual stakeholder needs, ensuring messages are effectively transmitted and understood.
Why It Matters for the Exam
The PMI exam frequently tests your understanding of how to adapt communication to diverse stakeholders. Communication styles assessment appears in situational questions where you must select the appropriate technique to improve stakeholder engagement or resolve communication barriers. Expect questions that ask you to distinguish this technique from communication requirements analysis, communication methods, and communication technology.
Key Points to Remember (for the exam)
- Definition Focus: A technique to assess communication styles AND identify preferred communication method, format, and content for planned activities
- Primary Use Case: Often used with unsupportive stakeholders who require additional tailored communication activities
- Common Sequence: May follow a stakeholder engagement assessment to identify gaps requiring tailored communication
- What It Identifies: Three specific elements—method (how), format (structure), and content (what information)
- Related Skills: Communication competence combines tailored communication skills with clarity of purpose, effective relationships, and leadership behaviors
- Not to Confuse With: Communication requirements analysis (determines information needs through interviews, workshops, lessons learned) vs. communication styles assessment (focuses on preferred style and format)
- Cross-Cultural Application: Differences in communication styles arise from working methods, age, nationality, professional discipline, ethnicity, race, or gender
Typical PMI Exam Example
You are managing a project with a key stakeholder who has been resistant to project updates. After completing a stakeholder engagement assessment, you identify gaps in engagement. Which technique should you use to determine this stakeholder's preferred communication method, format, and content?
Answer: Communication styles assessment
PMI Exam Traps
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Trap: Confusing communication styles assessment with communication requirements analysis Reality: Communication requirements analysis determines what information stakeholders need (through interviews, workshops, lessons learned); communication styles assessment determines how they prefer to receive it (method, format, content)
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Trap: Thinking this technique is used for all stakeholders equally Reality: It is "often used with unsupportive stakeholders" after identifying engagement gaps—not a blanket technique for every stakeholder
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Trap: Assuming communication styles assessment replaces stakeholder engagement assessment Reality: It "may follow" stakeholder engagement assessment—the engagement assessment identifies gaps first, then the styles assessment helps address those gaps with tailored communication
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Trap: Confusing communication methods with communication technology Reality: Communication methods are systematic procedures or processes (conversations, meetings, written documents); communication technology includes specific tools and systems (software, databases, websites)
Important PMI Connections
| Related Concept | Relationship Type | Exam Attention Point |
|---|---|---|
| Stakeholder Engagement Assessment | Precedes / Input to | Gap identification comes first; styles assessment follows to address gaps |
| Communication Requirements Analysis | Complementary but distinct | Requirements analysis = information needs; styles assessment = preferred method/format |
| Communication Competence | Outcome / Application | Applying assessment results requires tailored communication skills + clarity + effective relationships |
| Cross-Cultural Communication | Context for use | Differences in styles arise from culture, age, nationality, discipline, ethnicity, race, gender |
Quick Review Questions
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A project manager has identified that a key stakeholder is not responding to email updates. Which technique should be used to determine this stakeholder's preferred communication method and format?
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What three specific elements does a communication styles assessment identify for planned communication activities?
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When should a communication styles assessment be performed in relation to a stakeholder engagement assessment?
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A team member suggests using communication requirements analysis instead of communication styles assessment. What is the key difference between these two techniques?
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According to PMBOK v8, with which type of stakeholders is a communication styles assessment "often used"?
PMBOK v8 Reference
Section 5.2 - Plan Communications Management: Tools and Techniques (Communication Skills)