1. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 1 Challenges & Limitations of Communication in Projects

2. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 2 Challenges in Project Communications There are MANY acknowledged challenges in pro- ject communication which may cause potentially serious problems of some sort for projects. Project communication management is not an excercize in trivia! It can make and break a project. Project communication is dependent on diverse factors including the cultural and social context of the comunicating entities, the use of information and communication technology, and the commu- nication style of project stakeholders.

3. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 3 Challenges in Project Communications A fundamental and frequent problem in project communication is that the message of the sender is not properly understood by the recipient. Consequently, the recipient may initiate (or refrain from initiating) actions that are not desired by the sender.

4. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 4 Challenges in Project Communications Overcommunication Undercommunication Miscommunication Misdirected Communication Untimely Communication Too much communication resulting in a flood of unmanageable information Information may be inadequate for effective decision-making Incorrect information may be convey- ed with negative consequences for the project information is not conveyed to the recipients which need it information is not conveyed at the point in time when it is needed

5. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 5 Challenges in Project Communications Project communication must be concise and precise in order to increase the likelihood that it can be conveyed effectively. In natural and engineering sciences, it is usually “easy” for stakeholders to communicate because of the use common symbolizations, formulas and so forth. On the other hand, communication in social sciences can pose challenges at times because stakeholders may interpret terminology differently.

6. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 6

7. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 7 Challenges in Project Communication Examples of Unprecise Communication: - Be cooperative with the project client - Finish the task quickly - Arrange a team meeting - Do a good job in capturing the client’s requirements - Ensure that the team performs well - Discuss major problems and issues - Ask for more funds when the time is appropriate - Inform the project manager of serious risks

8. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 8 Challenges of Project Communication Deficiencies in the “quality” of information (accuracy, completeness, reliability, currentness etc.) Overreliance on information and communication technology like PMIS and not enough direct stakeholder group interaction Understanding the informational needs of the project stakeholders Building strong an enduring trust and confidence among project stakeholders Designing an effective, efficient and flexible project com- munication plan

9. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 9 Challenges of Project Communication Understanding the factors which impede communication and taking steps to reduce their adverse impact Creating a “communication culture” which encourages openess, sharing and free flow of information (vertically and horizontally) Deliberate withholding of information in the hope that problems go away Reluctance of project stakeholders to share crucial information in the hope of safeguarding their own positions and influence Learning from past experience and drawing lessons for the future

10. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 10 Challenges of Project Communication One-way flow of information from key project stake- holders with inadequate corresponding return flow Lack of awareness of the importance of project communication on the part of some project stakeholders Problems in reading, writing, speaking and listening Cultural considerations

11. Assistant Professor Dr. Aurangzeb Zulfiqar Khan Department of Management Sciences, COMSATS Institute of Information Technology, Islamabad, Pakistan 11 Culture and Project Communication In the age of globalization, culture is becoming an increasingly important consideration in the context of project communication. Typical areas in which culture can have an impact on projects are: -Different Language - Interpretation of language -Nonverbal (body) language - The concept of time and space - Social relationships