Communication in the Execution Phase

During the Planning phase, the project manager constructs the communication plan for the project. In a survey in which I participated, more than 90% of the PMs suggested that communication during the Execution phase was the number one priority action for the successful project manager. However, even knowing that communication is a major priority, most of the time, project managers don't write out a formal communication plan. Part of the reason is that it isn't very clear exactly what should be in the plan. Here are some of the communication components that are important for the success of the project.

Channels

There are two aspects concerning communication channels that you need to know for the exam. First, there is a formula that you should remember for the test. It determines how many channels are involved with any number of people. The formula is:

N(N1)/2, where N=the number of people

The final answer will tell you how many channels are in the communication pattern. Here are two examples.

Q.	If there are 2 people in the communication system, how many channels will there be?
		A.	2
		B.	4
		C.	1
		D.	3

The correct response in this case is 1, or the answer C. The formula filled in looks like this with two people in the communication:

2(21)/2 = 1 or 2(1)/2 = 1

Two people can have only one channel between them.

A communication diagram between two people is really simple and would look like this with Bob and Ellen being the two people.

Figure 3-3. A communication channel between two people.

Q.	If there are 4 people in the communication system, how many channels will there be?
		A.	3
		B.	6
		C.	4
		D.	8

The correct answer is B, or 6. Here is how the formula fills out:

4(41)/2 = 6 or 4(3)/2 = 6

Four people have six possible channels between them.

The diagram for four people looks like this.

Figure 3-4. There are six possible communication channels between four people.

For the test, you should be able to answer a question that is posed like this:

Q.	What is the difference in the number of channels between 5 people and 8 people?
		A.	18
		B.	3
		C.	14
		D.	6

A, 18, is the correct answer to the question.

Here is how to work this out. Remember the formula N(N1)/2.

5(51)/2 = 10 or 5(4)/2 = 10 and 8(81)/2 = 28 or 8(7)/2 = 28.

Subtract 10 from 28, and you get 18.

Q.	What is the difference in communication channels between 6 and 9 people?
		A.	3
		B.	21
		C.	36
		D.	15

The answer to the problem is B, 21.

Using N(N1)/2,

6(61)/2 = 15 or 6(5)/2 = 15 and 9(91)/2 = 36 or 9(8)/2 = 36.

Again you subtract, this time 15 from 36, and the answer to the problem is 21.

Use a variety of numbers to practice. This type of problem is on the test. Just remember the formula N(N1)/2, and you should have no problem.

When you go into the test, you can take a four-function calculator. Test administrators will supply you with blank paper and pencils to do any calculations. The first thing you should do is to write down formulas you are going to use on a piece of paper. You obviously can't write them down before you go in, but it is a good test-taking procedure to make sure you write down all the formulas you will need to have. The number of channels of communication is one of those formulas you need. Write it down as soon as you are sitting in the testing room. Other formulas will be mentioned in this book, and we'll tell you whether you need them for the test.