Manage Communications: The Process of Ensuring Timely Information Flow

PMBOK v8 Definition

Manage Communications is the process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information. This process belongs to the Executing Process Group within the Project Communications Management Knowledge Area.

Why It Matters for the Exam

The PMI exam frequently tests Manage Communications because it is the execution-oriented counterpart to Plan Communications Management. Questions appear in situational scenarios where a project manager must determine the correct communication action—whether to collect, distribute, store, or dispose of information. Expect 3-5 questions on this process, often asking you to identify the appropriate action when stakeholders are not receiving timely information.

Key Points to Remember (for the exam)

• Main Output: Project communications (artifacts distributed to stakeholders)
• Key Input: Project management plan (specifically the communications management plan)
• Key Tool: Communication technology (must be compatible, available, and accessible for all stakeholders)
• Core Activities: Collection, creation, distribution, storage, retrieval, management, monitoring, and disposition of project information
• Critical Factor: The information to be communicated may vary from project to project and within different phases of a project
• Technology Consideration: Ease of use and proper training events should be planned where appropriate
• Common Confusion: Manage Communications (Executing) vs. Plan Communications Management (Planning)—Manage is about doing, Plan is about defining what to do

Typical PMI Exam Example

A project manager notices that stakeholders in different time zones are not receiving status reports on time. The communications management plan specifies weekly email distribution. What should the project manager do first? Answer: Review the communication technology requirements to ensure compatibility, availability, and accessibility for all stakeholders, then adjust the distribution method accordingly.

PMI Exam Traps

• Trap: Confusing "Manage Communications" with "Monitor Communications"

• Reality: Manage Communications is about creating and distributing information (Executing); Monitor Communications is about ensuring information needs are met (Monitoring & Controlling)

• Trap: Thinking all project information should be stored permanently

• Reality: Manage Communications includes the ultimate disposition of project information—some information must be disposed of according to organizational policies

• Trap: Assuming the same communication approach works for all project phases

• Reality: The information to be communicated may vary from project to project and within different phases of a project

• Trap: Selecting a technology without considering stakeholder training

• Reality: Ease of use and proper training events should be planned where appropriate for communication technologies

Important PMI Connections

Quick Review Questions

1. A project manager must decide how to store project emails and reports after project completion. Which Manage Communications activity does this address?

2. During which Process Group does Manage Communications occur?

3. What should a project manager verify before implementing a new communication technology for a globally distributed team?

4. A stakeholder complains they are receiving too much irrelevant information. Which aspect of Manage Communications should the project manager review first?

5. True or False: The communication requirements for a project remain constant throughout all project phases.

PMBOK v8 Reference

Section 4.4 - Manage Communications (Project Communications Management Knowledge Area, Executing Process Group)