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Communication Requirements Analysis

A structured method to identify what information stakeholders need, how and when they need it, and in what format, using techniques such as interviews, workshops, surveys, and reviews of lessons learned from prior projects.

Key Points

  • Determines who needs what information, why they need it, and how frequently it should be communicated.
  • Uses methods like interviews, workshops, document analysis, surveys, and lessons learned reviews.
  • Results inform the communications management plan, including channels, formats, timing, and responsibilities.
  • Helps set expectations, reduce noise and overload, and support stakeholder engagement.

Example

A project manager leading an ERP rollout holds workshops with finance, operations, and IT, conducts one-on-one interviews with executives, and reviews lessons learned from a previous system implementation. From this, the PM identifies that executives need monthly dashboards, department heads need weekly status summaries, and end users need timely change notices via email and the intranet. These requirements are captured and used to build the communications management plan and a stakeholder communication matrix.

PMP Example Question

While developing the project management plan, the PM wants to determine exactly what information each stakeholder needs, how often, and in what format. Which technique should the PM use?

  1. Stakeholder engagement assessment matrix
  2. Communication requirements analysis
  3. Manage communications
  4. Performance reporting

Correct Answer: B — Communication requirements analysis

Explanation: Communication requirements analysis is the technique used to identify stakeholders' information needs, which then drives the communications management plan.

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