Description
Response: 90 words
Nifeesa Thorpe
Hello class,
In project management, risk reporting, or communications between stakeholders about project risks, are vital features of successful project execution. Customarily, risk reporting begins with communications from the project manager in the form of a communication plan conveyed to project team members, project sponsors and other stakeholders about updates to risk exposure and risk management. Risk reporting is a critical feature of a project’s risk management plan in order for project personnel to provide updates about existing risk factors, changes to risk management procedures, the appearance of new risk factors and/or the disappearance of old risk factors. Specifically, in the emergence of new risk factors to ongoing project plans, an updated action plan would need to be devised by project management and other executive stakeholders of the project to evaluate the modified risk positioning of the project and to assess the acceptability to project stakeholders, sponsors and investors of the changing and/or new risk exposures and the impact of such changes on the project’s scope, schedule, resource utilization and labor requirements.
Two primary types of risk reporting in project management are written communication and verbal communication and both have advantages and disadvantages associated with their usage. Moreover, the method of communication is an essential consideration in risk reporting because the communication method can shape and define perceptions of project manager competence in addressing and managing identified risk factors. For instance, as one source states about the importance of communication and stakeholder and audience perceptions in project management risk reporting, how a project manager approaches “risk management from a communication perspective will show [her] comfort level with this topic and will directly affect how others approach it” (American Intercontinental University, 2023). For instance, consider verbal communication first. The benefits of verbal communication are that is fast, simple to prepare, inexpensive, non-time consuming, direct and conducive to secrecy. In addition, verbal communication provides for immediate feedback as well as the minimization of miscommunications through the assurance of clarity in the exchange of information. However, disadvantages of verbal communication include, for one, the spontaneity of message transmission and, therefore, the absence of risk-related messages that have been fully consider in terms of message connotations, implications and long-term effects on recipients. A second disadvantage of verbal communication is its inappropriateness for longer and more complex messages related to risk factors. Thirdly, verbal communications have the potential for distortion if a relationship of indifference or personal tension exist between project manager and project sponsor and/or other stakeholders. In terms of written communication, advantages include message permanency in the memorialization of communications through documentation; enhancement of precision, clarity and explicitness of message in the effort expended for message preparation; legally valid means of communication in the creation of a paper trail; facilitates the communication of longer and more complex messages; enables communication to larger audiences at one time; and ensures message delivery to all parties requiring receipt of the message. Conversely, disadvantages of written communication include costliness in time, preparation, resource utilization; greater effort required to formalize message; non-spontaneous nature of communication; inability to ensure understanding or ascertain feedback from recipients; and paper-work intensive.
In addition to the importance of communication methodology, written and verbal communication also presents barriers to the delivery of messages. For instance, some barriers in the communication of risk reporting messaging are personality differences in message recipients; differences in audience perceptions of positivity or negativity connoted in a particular risk communication message; cultural differences in modes and styles of communication of certain risk-related information; absence of sufficient organizational infrastructure (e.g., intranet) and/or definitive processes and policies in place that inform and support organization-wide, fast and efficient communication efforts; and lack of proper stakeholder engagement and/or understanding in risk-management communications and processes. Accordingly, solutions to overcome risk reporting barriers abound and are available for use by organizations facing these project-management impediments in proper risk reporting. Specifically, some steps that I would take in addressing barriers to risk reporting include knowing my audience/understanding stakeholder personalities, tendencies and predilections in verbal and written communication and receptiveness to the nature of different message types. For instance, knowing the tendency of some stakeholders and project sponsors to descend into notions of suspicion and risk-aversion, I would ensure verbal communication of negative risk-related news in order to convey a sense of transparency, competence and message timeliness in my delivery as well as allay stakeholder feelings of worry and fear about the nature of my risk-reporting information. In addition, while communicating verbally with stakeholders, I would ensure the projection of confidence and openness in body language as well as the maintenance of a forward-leaning posture, steady eye contact, and a composed demeanor in order to facilitate stakeholder perceptions of my project management competence as well as a semblance of control that would hopefully inspire similar feelings of confidence about the outcome of project execution and success in them. In addition, I would also communicate risk-related information in concise and clear language so as to avoid misunderstandings and miscommunications by stakeholders as well as potential poor perceptions of my evasiveness and the resultant increase in their paranoia expedition of their withdrawal from project delivery. Finally, in developing ways to overcome risk-reporting barriers, I would encourage engagement of stakeholders in the clarification of understanding of risk exposure procedures, risk identification tools and risk response strategies involved in project management which could mitigate stakeholder concerns and lead to ease of future risk-management communications and more stable and consistent support of internal operations by project stakeholders in the completion of project management endeavors.
Reference:
American InterContinental University. (2023). Communicating risks: Risk reporting [Multimedia
presentation]. American InterContinental University Virtual Campus, MGMT440-2305B-02: https://mycampus.aiu-online.com
American InterContinental University. (2023). Communicating risks: Techniques for communicating risks [Multimedia
presentation]. American InterContinental University Virtual Campus, MGMT440-2305B-02: https://mycampus.aiu-online.com
——————-
Response 2: 90 words
Akii Myers
Hello Class,
Some disadvantages of communication while conducting project management briefings are cultural differences and simple communication styles. While some prefer an upfront and direct approach to relaying information, others may need a softer tone with the delivery. Cultural differences can cause issues in that everyone does not understand verbal communication the same. Hence, the reason learning capabilities have been notably identified. The project manager’s responsibility is to develop a universal method to communicate project goals and tasks. The project manager is tasked with understanding and comprehending key leaders’ comprehension levels and delivering a brief that all will understand. It is critical to involve key leaders in the brief to make sure the proper message is conveyed properly.
The advantage of written and verbal communication is the speed of the brief. Sometimes it is easier to verbally explain a message coupled with body language to express urgency than to send a written correspondence. As we understand that the message can be lost in translation, businesses still need face-to-face interactions. Tools such as ZOOM calls, facetime, and TEAMS, allow businesses to conduct meetings with key leaders to accomplish this goal.
A common approach to addressing communication barriers and distractions is to have members submit concerns that need to be addressed before each meeting. Another approach is to briefly review the previous meeting notes to assure the members of the current meeting that you comprehended what needed to be addressed. This allows the project manager to explain the “what’s and why s” issues were or were not resolved to mitigate board member tensions. Establishing verbal and written communication skills builds trust amongst the key leaders and subordinates on every level. This trust allows the project manager to influence the climate of the business culture and ultimately project success.
Reference
Department of the Army. (2015). ADP 6-22 ARMY LEADERSHIP AND THE PROFESSION. Retrieved from
adp6_22.pdf (army.mil)
Discussion: 300 words
After you have reviewed the Assignment Details below, click the LaunchDiscussion Board link under the Assignments tab for this unit to open the Discussion Board and make your post.
Use these videos for help on how to post to the Discussion Board:
AIU Student Mobile app view
Desktop view
Assignment Details
Your team meets frequently to discuss risks management activities, and you are responsible for project communication activities. In this role, your responsibilities include not only scheduling and facilitating meetings, but also writing reports, presenting statuses to project oversight entities, and frequent discussions with project sponsors.
Discuss advantages and disadvantages of verbal and written communication when communicating various types of risks.
Identify frequent communication barriers, and discuss some approaches that you would use to overcome communication distractions.
