Information Distribution

The information distribution process is clearly intertwined with communication planning. The same quartet of questions applies for distribution as it did in the communication planning processwho, what, when, and how are the questions that need to be answered. Focus on these when determining information distribution needs.

The input to information distribution is the communication management plan. This was described earlier in this chapter.

According to the PMBOK, the tools and techniques used in information distribution are communication skills, information gathering retrieval systems, information distribution methods, and the lessons learned process. The term "communication skills" has many meanings and dimensions, all of them depending on the context of the communication. In the PMBOK, the dimensions that are listed are the ability to write and communicate orally, formal and informal reports, and internal and external communication. Another listed dimension is the direction of the communication. This is described as including upward and downward communication as well as horizontal communication. (Horizontal, or lateral, communication occurs between people of equivalent level, such as equal-ranking members of the project team.) Massive amounts of information are available concerning the best ways in which to handle these topics. This is not the place to deliver that information.

Q.	The three directions of communication listed in the PMBOK are upward, downward, and ________ communication.
		A.	Outward
		B.	Lateral
		C.	Distant
		D.	Inward

The answer is B. Lateral communication occurs between team members and all stakeholders who are peers.

The information gathering and retrieval systems may be paper systems, such as filing systems, which are done manually. In this day and age, it is likely that you will have electronic systems available, which will give access to both non-technical information, such as the status of the project, and technical information, such as design specifications and test plans. It is important that all people who should have access to information can actually get to it.

The distribution methods will include any type of channel that will help the project team successfully complete the project. Status meetings are one of the most important means of distributing information. You can determine in advance what needs to be distributed, and having the whole team at the meeting, or at least everyone represented, will give you a way to communicate with all stakeholders at once. You can have paper copies of information to send as well as electronic copies. In addition, you can have databases that can be accessed by appropriate team members that contain information necessary to execute the project. Voice mail may be used, but if it is, be sure not to assume that just because you have left a voice mail, the other party has received and understood it. If you are working with an international team, you may have videoconferencing. This technology does not take the place of having people in the same room, but it can be very helpful if you have information to pass, want to do it in real time, and do not want to spend time traveling. All of the distribution methods should be related to the best way to get information to the project team members so that they can successfully work on the project.

The outputs from information distribution are updates to organizational process assets and requested changes. The changes cited here are changes to the information distribution process. The two outputs have been discussed at length elsewhere in this book.