Communication Management Process
Communication management process involves the steps so that the information can be identified that needs to be communicated. The communication process steps will help to determine the target audience for the communication. The communication management is important for ensuring the success of the project. Effective communication helps to resolve any conflicts within the project. The software will help to prepare templates for project communications.
The software has certain capabilities that can be used to manage the communication process -Developing communication infrastructure
The report elaborates the impact of the information system for the communication management.
The enterprises with the help of the software can be able to communicate in an efficient manner (Nicholas and Steyn 2017). The stakeholders will always stay informed about the latest project updates. Effective communication can reduce the chance of conflicts as well. The project manager will conduct research and will prepare a report that will provide the significance of the software.
Benefits of supporting Communication Process Management
The software has several benefits to the organisation. They are-
- Build templates for project communications
- Enhancing communication skills to resolve the conflicts (Mir and Pinnington 2014)
iii. Proposing proper plan so the gap between the supply and the demand can be bridged
- Proposing appropriate strategies so that the communication process can be enhanced
The software that can be used to carry out the communication process of any enterprise are-
- RingCentral
- Skype
- 8×8 Solutions
RingCentral is the industry-leading software. RingCentral is the provider of the cloud unified communications as well as the collaboration solutions. The software is delivered in the form of Software as a Service (SaaS) system (Correa 2016). The software helps project stakeholders to communicate with each other. The software also provides some important functionalities – CRM integration.
8×8 Solutions deliver flexible, affordable and cloud-based communications. The employees can communicate with each other through the integrated social network feature within the software (Nicholas and Steyn 2017). The primary feature of the software is the communication process management.
8×8 Solutions is known to provide VoIP solutions that will help them to serve the customers anytime, anywhere.
Skype for Business facilitates effective collaboration among the professionals and the stakeholders. Skype provides the facilities like the free online calls, affordable online calls, messaging to the mobiles or the landlines.
WhatsApp Messenger is freeware as well as cross-platform messaging VOIP service. The application shows sending of text messages as well as the voice calls. The users can be able to share other media as well. WhatsApp comes in the form of android and ios app.
Selected Software for Evaluation
The three software have been chosen amongst the five, and those three will be analysed further in the report. The software that will be used are –
- RingCentral
- Skype
- 8×8 Solutions
Software for Communication Management
Skype aids in communication management. The stakeholders can communicate with each other through online calls and messages. Skype also gives facility for online calls. The stakeholders can be able to communicate with each other from distant places.
8×8 Solutions is a customer engagement solutions provider. The stakeholders can be able to communicate with each other over the cloud platform from anywhere from any devices and anytime. 8×8 Solutions provide cloud based communication services. The enterprise also provides communication based solutions for the contact center and unified communications solutions for small, medium enterprise.
RingCentral
RingCentral is the provider of the collaboration solutions and the cloud unified solutions. RingCentral provides flexible and cost-effective solutions. RingCentral solutions enable today’s mobile and the distributed workforces to stay connected with each other and on multiple devices through contact center, fax, team messaging, SMS, conferencing collaboration and online meeting.
Skype is a VOIP software application mainly used for video, voice, and instant messaging. The users get the facility to make calls, make video calls, and engage in chat over the internet. Skype gives the opportunity of files transfer and video conferencing to the users
Skype Pricing Plans:
Skype is free of charge.
8×8 Solutions enables users to communicate in single, open and real-time cloud platform. 8×8 Solutions eliminate all the associated silos and expose real-time intelligence across the cloud platform and devices. In this way, the productivity of any individual or team can be enhanced. 8×8 Solutions enhances customer experience as well as the business performance.
8×8 Solutions Pricing Plans:
The price of 8×8 Solutions is $25 per month per user
The RingCentral is known to provide cloud-based phone system. RingCentral offers functionalities like the call control, video conferencing, fax, web conferencing, and the auto-receptionist. RingCentral also offers facilities like rule-based call routing and answering.
RingCentral Pricing Plans:
The price of RingCentral is $22.99
Evaluation Methods
The below methods have been utilised for the evaluation-
- Weighted Scoring
- Pros vs Cons Analysis
- Cost Benefit Analysis
Pros vs. Cons Analysis
Pros vs. Cons Analysis method helps to compare all the software and select the most appropriate one.
Cost Benefit Analysis method helps to carry out the cost vs benefit analysis (Binder 2015). The project manager can estimate the cost and the benefits the software provides and on basis of those, the project manager can take the best decision. They can select the most suitable software for the business.
The weighted scoring method is the process of choosing the option based on the criteria. The method is ideal in those situations when many criteria are taken into consideration for the evaluation. The most appropriate software option can be available.
Benefits of Supporting Communication Process Management
The software is selected by Weighted Scoring method. The method is selected considering several fields, and this is ideal for software comparisons.
Weighting of each criteria
The below table shows the list of software criteria-
|
Criteria |
Weighting |
|
Traditional Project Management |
16% |
|
Project License |
2.5% |
|
Project Budget |
12% |
|
Support Services for Project |
6% |
|
Project Issue Tracking |
4% |
|
Project Communication Management |
16% |
|
Agile Project Management |
16% |
|
Project Reporting |
16% |
|
Notifications |
6% |
|
Training and Support |
3% |
|
Platform |
5% |
Evaluation Matrix
Table 3- Evaluation Matrix
|
Software Evaluation Matrix |
|||||
|
1 |
3 |
4 |
5 |
||
|
Tradition Project Management |
Contain traditional features to some extent |
Contain low traditional features |
Contain traditional project management features to a medium extent |
Contain traditional project management features in high amount |
Contain traditional project management features to a relatively high amount |
|
License |
Needed License |
– |
– |
– |
Needed no License |
|
Cost |
Relatively expensive |
Expensive |
Medium Budget |
Low Budget |
Cheap |
|
Support |
Support Service is available to a certain extent |
Support Service Available to a low extent |
Support Service Available to a Medium extent |
Support Service Available in High Amount |
Support Service Available in relatively high amount |
|
Issue Tracking |
Contain relatively low issue tracking features |
Contain low issue tracking features |
Contain issue tracking features to moderate amount |
Contain high issue tracking features |
Contain relatively high issue tracking features |
|
Task Management |
Contain Task Management features to some extent |
Contain low Task Management features |
Contain Task Management features to a medium extent medium extent |
Contain Task Management features in high amount |
Contain Task Management features to a relatively high amount |
|
Agile Project Management |
Contain Agile Project Management to some extent |
Contain low Agile Project Management |
Contain Agile Project Management to a medium extent |
Contain Agile Project Management in high amount |
Contain Agile Project Management to a relatively high amount |
|
Project Reporting |
Contain Project Reporting to some extent |
Contain Project Reporting |
Contain Project Reporting to a medium extent |
Contain Project Reporting in high amount |
Contain Project Reporting to a relatively high amount |
|
Notifications |
Contain Notifications features to some extent |
Contain low Notifications features |
Contain Notifications features to a medium extent |
Contain Notifications features in high amount |
Contain Notifications features to a relatively high amount |
|
Operating Systems |
Operating Systems is available to certain extent |
Operating Systems Available to a low extent |
Operating Systems Available to a Medium extent |
Operating Systems Available in High Amount |
Operating Systems Available in relatively high amount |
|
Training and Support |
Contain Training and Support features to some extent |
Contain low Training and Support features |
Contain Training and Support features to a medium extent |
Contain Training and Support features in high amount |
Contain Training and Support features to a relatively high amount |
|
Platform |
Platform is available to certain extent |
Platform Available to a low extent |
Platform Available to a Medium extent |
Platform Available in High Amount |
Platform Available in relatively high amount |
Software Evaluation
|
Communication Software Evaluation |
Skype |
8×8 Solutions |
RingCentral |
Total |
|||||||||||||||||||||||
|
Criteria |
Weighting |
Score |
Rating |
Score |
Rating |
Score |
Rating |
Score |
Rating |
||||||||||||||||||
|
Traditional |
0.15 |
4 |
0.5 |
4 |
0.6 |
3 |
0.45 |
5 |
0.75 |
||||||||||||||||||
|
Project |
|||||||||||||||||||||||||||
|
Management |
|||||||||||||||||||||||||||
|
Task |
0.15 |
5 |
0.65 |
4 |
0.6 |
4 |
0.6 |
5 |
0.75 |
||||||||||||||||||
|
Management |
|||||||||||||||||||||||||||
|
Agile Project |
0.15 |
2 |
0.2 |
2 |
0.4 |
4 |
0.7 |
5 |
0.75 |
||||||||||||||||||
|
Management |
|||||||||||||||||||||||||||
|
Project |
0.15 |
4 |
0.5 |
5 |
0.65 |
2 |
0.4 |
5 |
0.75 |
||||||||||||||||||
|
Reporting |
|||||||||||||||||||||||||||
|
Cost |
0.10 |
3 |
0.4 |
1 |
0.1 |
4 |
0.4 |
5 |
0.5 |
||||||||||||||||||
|
Support |
0.05 |
4 |
0.3 |
3 |
0.25 |
2 |
0.2 |
5 |
0.25 |
||||||||||||||||||
|
Services |
|||||||||||||||||||||||||||
|
Issue |
0.05 |
2 |
0.2 |
2 |
0.1 |
3 |
0.15 |
5 |
0.25 |
||||||||||||||||||
|
Tracking |
|||||||||||||||||||||||||||
|
Notifications |
0.05 |
3 |
0.35 |
2 |
0.1 |
3 |
0.15 |
5 |
0.25 |
||||||||||||||||||
|
Platform |
0.05 |
4 |
0.3 |
5 |
0.15 |
3 |
0.15 |
5 |
0.25 |
||||||||||||||||||
|
Licence |
0.025 |
1 |
0.035 |
1 |
0.025 |
1 |
0.025 |
5 |
0.125 |
||||||||||||||||||
|
Training and |
0.025 |
4 |
0.2 |
3 |
0.075 |
2 |
0.05 |
5 |
0.125 |
||||||||||||||||||
|
Support |
|||||||||||||||||||||||||||
|
Total |
100% |
38 |
3.5 |
35 |
3.25 |
34 |
3.130 |
60 |
5 |
||||||||||||||||||
The selected software evaluation ensures the proficiency of the software, and it is working well and is working fine and providing service. The Software evaluation, as well as the Critical Review, showcases the ranking of the software selected, and they are as follows-
- RingCentral = 3.130/5
- Skype = 3.50/5
- 8×8 Solutions = 3.25/5
However, the project manager should keep in mind the main criteria for the project evaluation, the characteristics of the project and adaptation of software packages may be incompatible with all other projects.
The requirements of the individual project must be weighed against the criteria for the software packages’ selection.
There are several issues related to adoption of information system to assist the communication management. Project Budget is the main area of concern when choosing the best software or the suitable software. Communication related software must be affordable and must be cost effective.
It is essential to assess the benefits of the communication management software. The communication software must be well integrated and the software must met the demands of the customer, the software failure might prove to be very costly. Software adaptability and flexibility can affect the project’s team members to fulfill the duties. The stakeholders face dilemmas while choosing appropriate software. They get confused while choosing the server location, the accessibility of cloud based software, application based software and desktop based software.
The organizations also face several restrictions from the several stakeholders while implementing the software. The stakeholders may oppose some features of the software they do not like. They may even find issue related to the software. In that case, the software will have to be rejected as a whole. This can hurt organization’s interest. Thus the organization must be very careful while implementing the software at their premises.
Considering the software evaluation and the critical review method, it can be concluded that Skype is ahead of RingCentral and 8×8 Solutions. Skype can be used as the information system to assist the Project-Based Management.
The report mainly focuses on the critical review and the evaluation review. The review assists in acknowledging Skype’s ability to support communication process management. The software shows significant capabilities of planning, allocating and monitoring stakeholders for any project.
References
Binder, J., 2015. An investigation into the requirements and practices for global project management in the information systems department of a global organization (Doctoral dissertation, Heriot-Watt University).
Binder, J., 2015. An investigation into the requirements and practices for global project management in the information systems department of a global organization (Doctoral dissertation, Heriot-Watt University).
Binder, J., 2016. Global project management: communication, collaboration and management across borders. Routledge.
Correa, A., 2016. Project management in architectural practices: project success factors in building design processes(Doctoral dissertation, Dublin Business School).
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach. Routledge.
Hornstein, H.A., 2015. The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), pp.291-298.
Joslin, R. and Müller, R., 2015. Relationships between a project management methodology and project success in different project governance contexts. International Journal of Project Management, 33(6), pp.1377-1392.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
Martinelli, R.J. and Milosevic, D.Z., 2016. Project management toolbox: tools and techniques for the practicing project manager. John Wiley & Sons.
Mir, F.A. and Pinnington, A.H., 2014. Exploring the value of project management: linking project management performance and project success. International journal of project management, 32(2), pp.202-217.
Newton, V., Greenberg, A. and See, J., 2017, July. Project Management Implications and Implementation Roadmap of Human Readiness Levels. In International Conference on HCI in Business, Government, and Organizations (pp. 99-111). Springer, Cham.
Nicholas, J.M. and Steyn, H., 2017. Project management for engineering, business and technology. Taylor & Francis.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Serra, C.E.M. and Kunc, M., 2015. Benefits realisation management and its influence on project success and on the execution of business strategies. International Journal of Project Management, 33(1), pp.53-66.
Turner, R., 2016. Gower handbook of project management. Routledge.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Order an Essay Now & Get These Features For Free:
Turnitin Report
Formatting
Title Page
Citation
Outline
