Establishing A Project Communication Management System (The Fundamentals)

Self-Improvement

  • Author Umaru Samai
  • Published February 4, 2024
  • Word count 6,081

Establishing A Project Communication Management System (The Fundamentals)

Umaru Samai

(Communication Management Specialist)

Student - Institute of Gender Research and Documentation, Fourah Bay College, University of Sierra Leone and Project Officer – Information, Education and Communication at the National Commission for Social Action (NaCSA) – Sierra Leone

January 2024

Abstract

Project management goes beyond developing a smart project implementation manual, realistic annual work plan and budget, using work breakdown structures, calculating critical paths, and developing charts and timelines. Even the most outstanding project plan will not be successful without project communication because communication is typically an indispensable aptitude that ensures efficiency and effectiveness in project implementation. Effective, regular project communication requires inclusive planning and resources. This yields fruit that will impart knowledge, disseminate information and positively modify attitudes and behaviours. It ensures that all relevant parties can contribute to the project to their fullest extent to meet and exceed expectations.

This paper describes a tactical communication framework that catalyses planning and establishes a project communication architecture. This section will explain project communication management, go over its significance, highlight its many forms, offer guidelines for efficient communication in project management, and provide a list of other project management competencies. Although many project managers have demonstrated exceptional project implementation abilities, it has been observed that they frequently fail to adopt a methodical, consistent, and repeatable approach to planning; as a result, monitoring and control of communication are frequently neglected. Communication plans should emphasise the control components of the project. Instead of concentrating on the task-based interactions amongst project team members to complete project deliverables.

Introduction:

Recent developments in project management have projected communication as critical to attaining the objectives of the project initiatives. This has ignited many interests in understanding the underpinning meaning of project communication, its importance and mechanics in project management. What then is Project Communication Management (PCM)?

Effective communication is one of project management's most crucial duties. For projects to be completed successfully, communication is usually a crucial skill. You may become a more effective project team leader by mastering project communication management. Project communication management is a collection of procedures that ensures the right messages are sent by the right people and are understood and received. In project management, communication also refers to the exchange of thoughts and viewpoints amongst experts engaged in linked or connected tasks. It further guarantees that all persons involved and or affected by the project are aware of the objectives, processes, procedures and status at every given point.

Communication Management System (CMS)

Project managers and coordinators spend time speaking with various interest groups, according to the PMBOK Guide. Regardless of culture, organization, or level of experience, they want to guarantee that everyone is equally aware of the specifics of the project. Building connections, exchanging information, and improving performance by reducing misconceptions are all aspects of communication (PMBOK, 2017, p. 361-365).

Studies conducted by the Project Management Institute (PMI), as well as statements made by Vaasa in 2020, indicate that projects consume about 25% of global GDP. A variety of organizational domains, including planning, managing, and regulating communications, are included in project information management (PMI, 2004). The scope of applications for project management techniques has expanded to include multi-project management and project portfolio management. Managing the corporate plan of the organization is a part of managing portfolios. Programs are often used as a means of operation by project-oriented organisations to improve performance, speed, cost management, and the handling of crucial parts. Projects are therefore like very accurate weapons designed to always achieve the desired outcome (Korhonen & Ainamo, 2003).

The PMI further defines project communications management as “the processes required to ensure timely and appropriate generation, collection, dissemination, storage, and ultimate disposition of project information.” (PMBOK® Guide, 2000, p.117). At this point, a Communication Management System (CMS) should be developed and positioned to collect, generate and disseminate relevant project information to all interested parties. The project implementation unit or institution should take the following fundamental actions to ensure that the project has a robust communication management system.

  1. Establishment of a Communication Management Unit:

A fundamental ingredient in enriching the project CMS is the presence of a communication and information dissemination unit. The nomenclature of this unit varies as per the type of project and its vision but certainly, it must involve a communication manager. Some project refers to this unit as communication and outreach, information, Education and Communication (IEC), Public Relations, and Public Education and Sensitization. The primary function of this unit is relationship management whilst generating, collecting, disseminating, storing and deposing project information. Irrespective of these fundamental functions, the unit further performs the public relations functions.

While they are not the same, public relations and communications are connected. Public relations is the management of an organization's connections with its many publics. It is about fostering and preserving kindness. The goal of communication is to convey information externally to establish a connection, brand, or image that adds value. It includes a range of roles, competencies, and strategies for communicating an organization’s message both within and outside. While communications are always a part of public relations, public relations is not necessarily a part of communications.

However, in Sierra Leone, where I have practised public relations and communications functions for several years, the thin line between the two professional concepts has been eroded. This might be the same for other countries. A public relations manager is also a communication manager and head of sensitization. Thus, in this article, a communication management system encompasses the public relations, Information, education and communication functions. At this point, it is necessary to examine the composition of the project communication /public relations unit and its respective functions:

a. Head of the Communication/Public Relations Unit: To ensure the efficiency and effectiveness of the unit, the head of the unit should be a specialist/manager/director. According to Grunig and Hunt (as cited in Jethwaney & Sarkar, 2000), Public relations (PR) is a management function that assesses public opinion, finds policies and practices that benefit the public and develops and implements a plan of action to win support from the public.

The principal officer in charge of this unit bears the primary responsibility of supervising the project's internal and external communications, guaranteeing seamless operations. They are also in charge of overseeing public relations and corporate communications, as well as creating the proper plans and materials required to meet the project's goals. They may also be required to manage an organization's social media accounts, examine correspondence, submit updated information and plan project events.

b. News Editor/Media Monitor.

A news editor is in charge of monitoring a news publication's material to make sure it is factual, interesting, and published on time. They create story concepts, assign stories, and edit pieces for publishing in collaboration with reporters and other staff members. They also guarantee that the material is devoid of prejudice and inaccuracies and that the unit maintains a consistent style and tone.

Monitoring and evaluating media coverage of a certain subject or group is the job of a media monitor. They keep an eye out for mentions of their project in news articles, social media, and other sources using a range of technologies. After that, they examine this coverage to spot patterns, monitor attitudes, and evaluate how well the project’s media plan is working. In addition to producing presentations and reports based on their research, media monitors may also be in charge of formulating suggestions for upcoming media campaigns.

c. Graphic Designer: A graphic designer is a specialist who uses Photoshop or other software to produce visual designs that convey ideas to audiences in an enthralling, educational, or inspiring way. They employ their talents to design logos, brochures, websites, packaging, and other promotional items, and they operate in a range of sectors, such as publishing, marketing, and advertising. To convey a certain idea or message to the target audience, graphic designers must create visually engaging designs. They should also know how to collaborate with customers and other designers, as well as be knowledgeable on the most recent tools and design trends.

d. Audio-Visual Assistant: An Audio-Visual assistant is responsible for setting up, operating, maintaining, and repairing sound and video equipment for use in live events such as concerts, sports games, business conventions, meetings, webinars, and distance learning. They may also assist in the production of movies, TV programs, CDs, and DVDs. The responsibilities of an Audio-Visual assistant include transporting equipment, setting up cameras, lighting, and video equipment, editing and copying videotapes, and ordering inventory. To be successful as an Audio-Visual assistant, one should have experience transporting, assembling, operating, and repairing equipment used for multimedia production. A great Audio-Visual assistant is creative, flexible, and detail-oriented, with good communication and teamwork skills.

The list provided above is not exhausting; it depends on the project management team and the project implementing institutions. Unfortunately, most project management teams have packaged these functions listed above to be carried out by one personnel. This means the Communication/Public Relations/ Information, Education and Communication Specialist of the project should perform the role of a specialist or head of unit, graphic designer, audio-visual and news editor/media monitor. This is sometimes due to a scarcity of resources and misconceptions about the importance of this unit. In the worst situation, some project units have placed this function as part of Monitoring and Evaluation (M and E). Take note that a communication or public relations function is not an M and E-related function.

  1. Develop a Communication Strategy and Policy

Part of the project planning phase is creating a communication strategy and policy. Specific public relations or communication channels, target audience and implementation framework should be outlined in the project implementation handbook.

Successful projects always require effective communication. My mind was always racing with thoughts about how to approach different organizational stakeholders when I initially started working with different organizations. Having studied mass communication in college, it turned into a well-completed homework. I obtained theoretical and practical lessons on creating a communication strategy and policy as a graduate of the Mass Communication department at Fourah Bay College, University of Sierra Leone.

In 2012, communication researcher Klaus Merten said it this way: A strategy is a well-thought-out plan of actions to take to accomplish a goal as efficiently as possible, with the protection against interruption that comes with it. Since the communication strategy is the cornerstone of the yearly communication planning process, it establishes the direction for communication management. To direct the flow of information, both internally and externally, a clear communication plan is required.

How to Create a Communication Strategy

We have established the importance of communication in enhancing the project’s success. Developing, implementing and monitoring a communication strategy should not be overemphasised. Though difficult, creating, executing, and upholding a communications plan is crucial. This article considers three primary stages to the procedure of creating a communication strategy, and each one should be done again to examine and alter the outcomes as needed.

i. Development and formulation stage

ii. Implementation stage and

iii. Monitoring and evaluation stage

Stage 1: Developing and Formulating the Communications Strategy

The first stage of the process is also the most difficult in the overall strategic process. This is where the communication strategy is developed and defined. To avoid facing an impossible task here, it is best to follow the steps below:

a) Strategic alignment with the Project Development Objective (s)

Donors and implementing partners of projects in Sierra Leone and beyond have always deliberately identified the project development objective. The communication focal persons should ensure that the strategic direction of the communication management system is aligned with the project development objective. In the beginning, there is an examination of the initial situation, the project development objective, and the overarching corporate strategy of the institution implementing the project. At the top goal level is the corporate purpose. It is described by the project implementing the institution’s mission (and vision), i.e., the definition of the basic orientation framework for the organization’s activities. Under the mission falls the questions: What are we? Why do we exist? What do we stand for? What do we believe in?

b) Ensure an uncompromising audience segmentation

A project communication management system's most important component is understanding your audience. The audience is where communication starts and finishes; if they do not hear or comprehend the message, then there has been a breakdown in the communication. Audience analysis is the most reliable method of confirming that a message has been heard and comprehended.

A basic public relations strategy is to determine the target audience and craft each message to appeal to them. Although it is most frequently a subset of the public, the audience may be local, national, or international in scope. The audience for a project in public relations and communication might be anybody, anywhere, at any time. There are typically stakeholders in addition to viewers; that is, those who have a tangible "stake" in a particular problem. Stakeholders are all audiences or presumed to be, although not all audiences are stakeholders. "Beneficial Categorization of Social Protection Programs," my next paper, will explain this enigma.

Occasionally, the goals of various stakeholders and audiences involved in a public relations campaign call for the development of multiple, complementing themes. This is not always simple to do, and occasionally—particularly in politics—a client or representative says something to one audience that enrages another audience or stakeholder group.

Stage 2: Implementation

At this stage, the communication or public relations team should ensure that every member of the project management team properly understands the project processes and procedures. Project communications will only be consistent and promising if all persons relevant to communications know, understand, and accept the communications strategy and apply it to their activities. At this stage, we look at the following:

a) Messaging

i. Content

A nationwide adult literacy campaign in the 1980s taught educators that new students were drawn to literacy programs by television commercials featuring happy, enthusiastic, accomplished adults. Potential participants were drawn to advertisements that explored the challenges faced by adults with low proficiency in reading, writing, and math. The two advertisements were intended to convey the same messages, which were the value of fundamental abilities and the necessity of literacy initiatives, but they addressed distinct audiences. A message's effectiveness depends on its substance, which should be carefully considered while crafting it with your target in mind.

ii. Mood

How you want people to respond to your message will be greatly influenced by its mood. People won't pay much attention to a mood that is, in general, too extreme—too negative, too terrifying, or trying to make your audience feel too guilty. Finding the ideal balance may need some practice. Positive communication generally reaches a wider audience than inciting negative emotions like fear or rage.

iii. Language

Here, language has two distinct meanings. One is the language that your target audience speaks, be it Mende, Themne, Spanish, Korean, or English. The other is the language you employ, which can be formal or casual, straightforward or sophisticated, and might make reference to well-known or obscure individuals and concepts.

b) Identification of communication channels

Public relations is a field that involves managing the spread of information between an organization and its audience. Several communication channels can be used to achieve this goal. We will discuss channels of communication in subsequent paragraphs.

c) Resources

Public relations (PR) have the potential to be extremely important in resource mobilization since it may raise awareness and foster donor confidence. PR may assist organizations in telling the public and stakeholders about their vision, purpose, and goals. Press releases, social media, events, and other platforms can all be used for this. PR may help an organization get more donations and investors by presenting a good picture of the organization. This can result in greater financing and resources. By keeping stakeholders and current contributors informed about the organization's accomplishments, PR may also assist organizations in preserving positive relationships with these groups of people. Long-term collaborations and partnerships may result from this as it may help establish credibility and trust.

With this, the communication activities and equipment should be adequately and timely funded. Critical equipment needed at the unit includes professional cameras, video and audio-visual editing software, Laptops and desktops that are capable of running the Adobe Creative Cloud suite software, Microsoft Office software or equivalent, including spreadsheets and statistics software (e.g., Excel, SPSS) and presentation software (e.g., PowerPoint or Keynote).

Stage 3: Monitoring and Further Development of the Communications Strategy

It is now feasible to gauge and maximize the effectiveness of public relations and communications with the use of designated key statistics and indicators. To monitor whether the various communications goals are being met, appropriate performance metrics ought to have been established at the outset of the communications strategy's development. It is crucial to routinely assess communication tactics to see whether they are working as intended or if any changes need to be made. Work in communications needs to be both efficient and effective. It is useless if the impact is not examined.

  1. Aligning Communication and the Project Processes

The fundamental key to such a system is the effective planning of communication-related activities. It is worth noting that activities associated with effective project communications management must occur throughout all five project processes: initiation, planning, control, execution, and closing (PMBOK® Guide, 2000).

Project Initiation and Planning

The effectiveness of the project communication management system stems from the infant stage of the project. At the project initiation and planning stage, according to Vaasa, 2023, three critical actions must be taken:

a. Stakeholder Identification and Information Need Assessment; At this stage, immediate actions on identifying interested parties, their individual information needs and type.

b. Classification of project performance metrics and other key elements of status reporting and communication.

c. Develop an integrated communication strategy; This strategy should cover details about the sender and receiver of the project information, the types of information, the frequency of information dissemination, and the information dissemination channels and sources.

a. During Project Implementation and Control

The term "project implementation and control" refers to a group of procedures that help you monitor and control project scope, expenses, and timeliness. The implementation phase is usually when approved changes are put into practice and the project plan is on track with meticulous monitoring and control procedures to guarantee the final deliverable satisfies the customer's acceptance criteria (Adrienne Watt, 2014). At the level of the project cycle, the following critical communication milestones should be recorded:

i. Information gathering and analysis: As presented by MD. Ashikuzzaman, information gathering is the methodical process of obtaining, compiling, and evaluating data, facts, and knowledge from many sources to produce knowledge, gain insights, and aid in decision-making is referred to as information gathering. It entails looking for pertinent and trustworthy information, critically analysing it, and deriving insightful conclusions to meet certain goals or provide answers to particular queries. There are many different contexts in which information might be gathered, such as academic research, journalism, market research, intelligence collecting, and daily circumstances. The procedure usually entails locating information sources, gathering information via surveys, observations, interviews, and data mining, organizing and evaluating the information gathered, and formulating conclusions or making defensible decisions in light of the results. Information gathering is a fundamental skill in a world where data and information are abundant but often overwhelming, and the ability to extract valuable insights is crucial for personal, professional, and societal advancement.

ii. Compilation and analysis of information on project status into reports or presentations.

iii. Disseminate project status information. Project stakeholders get status information through a variety of communication channels, including written or verbal, official or informal, vertical or horizontal, (Bērzkalns 2003).

iv. Monitor stakeholder information needs. It is impossible for communication managers to "control" human behaviour, especially not that of stakeholders. The stakeholders are the only group that the management does not have influence over. Project Managers must ensure that stakeholders are actively involved to assist in generating a successful project conclusion. Yet how many times have I heard Managers breathe sighs of relief when a main stakeholder acts primarily indifferent and hardly participates? Not at all! This ought never should occur. You must involve that stakeholder for the project's success.

b. At Project Closing

Communicate project results. The level of success of the project is compared to the originally established project success measures or metrics and communicated to stakeholders. In summary, the project manager and project team members must be active during all five project management processes to ensure effective project communication. However, the key to ensuring adequate project communication is the activities completed during the project initiation and planning stages. This is where the M and E team comes in to assist the Communication and Public Relations unit with monitoring tools.

  1. Identify Suitable Information Disclosure/Dissemination Methodology

This article has divided the information disclosure or dissemination methods into tactical tools and conventional channels. The tactical methods are not always media-related but have a far-reaching impact on maintaining constant contact with the project beneficiaries, beneficiary communities and other stakeholders. On the other hand, conventional methods are media-related actions taken by Public Relations or Communications specialists to convene the necessary project information.

Tactical Tools:

  1. Advertorials: advertising that seems like editorial articles rather than paid advertising when they are posted in an editorial environment on a website, in a magazine, or in a newspaper are known as advertorials. According to Goodlad, Eadie, Kinnin, and Raymond (1997) and Robinson, Ozanne, and Cohen (2002), an advertorial is a print advertising that is done in the host publication's editorial style. The concept expanded to include infomercials and native advertising as its use grew (Elliott, 1984). (Prounis, 2004). Interestingly, there were differences in the execution quality and similarity to the host article (Goodlad et al., 1997; Fry, 1989). Combining the terms editorial and advertisement results in the phrase advertorial. Traditional advertorials blend editorial presentation with the main elements of ads. The terms "adverticle" or "advertisement plus article" are frequently used interchangeably. It is the expectation of advertisers that readers would view advertorials as a natural editorial addition rather than as advertisements. Advertisers profit from the relevant journalistic site's credibility when they employ this strategy in the context of native advertising.

  2. Media Relations: The goal of media relations is to seek favorable publicity by "systematically distributing information subsidies," which includes a variety of activities such as keeping up-to-date media contacts, sending out press releases, setting up press conferences, providing content, and answering questions from the media (Dozier et al., 1995; Waters et al., 2010). The creation of pre-packaged information and news material for the media is referred to as information subsidy. To advance organizational goals and organizational agendas (Bland et al., 2005; Davis, 2000; Zoch and Molleda, 2006), practitioners take on part or all of the work that journalists seek out (Sallot et al., 1998). They also want to enhance the project's reputation. The agenda-setting hypothesis was used by Carroll and McCombs (2003) to investigate how stakeholders' perceptions of the organization were impacted by first- and second-level agenda-setting.

  3. Crisis Management: Public relations crisis handling It is the process of being ready for a significant event that might endanger the project, the institutions carrying it out, its stakeholders, the public, or its reputation. In crisis communication, public relations specialists are essential. Informing all relevant parties on the existing state of affairs, possible dangers, and forthcoming actions would be the primary objective of a public relations department during a crisis. A thoroughly thought-out disaster strategy must include the initial statement that will be sent globally. According to Achammara (2008), understanding the function of public relations in crisis management entails more than just understanding the contact process, which is the foundation of public relations work.

  4. Partnership as a PR Tool: "Partnership relations" has been a fundamental element of marketing for many years, as emphasized by Anne Green in her presentation at the October 23, 2023, international conference of the Public Relations Society of America. However, the "paid" side of the house has often driven them out. Relationships driven by PR adopt a distinct strategy. Public relations (PR) may approach partnerships by adopting a thought leadership strategy and creating a platform that benefits both sides, rather than relying solely on media buys or complicated letters of intent. In January 2023, Katy Hendricks posted a thoughtful blog post about Coldwell Banker's commitment to partnerships and thought leadership during the 2016 Consumer Electronics Show. She pointed out that we in PR frequently had to "do the most with least" due to restrictive budgets. But carefully thought-out alliances enable us to share audiences, goals, and marketing resources, going far beyond the simple "I'll scratch your back, you scratch mine."

  5. Employee relations: There's a common misconception that public relations professionals only interact with the outside world. In many places, public relations also include employee relations or employee communication. Since engaged employees tend to be more productive, foster a stronger favourable reputation, and may mobilize resources more easily, project management teams, project implementation institutions, and communication academics have been researching ways to improve the corporate culture for more than 70 years. Project teams are more likely to draw in more money if they have strong employee and general communication (Grunig, Grunig, & Dozier, 2002). To create harmony in the purpose and procedures of the business, effective employee communication also aids in coordinating corporate goals with personal aspirations.

  6. Community relations

Maintaining strong ties with the community is a typical PR job that is crucial. Nevertheless, maintaining good connections with the recipient communities still requires a lot of work. Maintaining excellent community relations in the present day involves more than simply spreading propaganda; it also involves "listening" to and meeting the actual needs of the community. Similarly, public institutions, regardless of a society's political viewpoint, ought to be responsive to citizen demands that result from constructive community interactions. Serving as the organization's "eyes and ears," "conscience," and conduit between the public and the organization, public relations is vital to this process and greatly helps organizations.

  1. Corporate social responsibility: Though it was formerly seen as a side activity focused on doing good, corporate social responsibility, or CSR, is increasingly gaining traction. Public relations and corporate social responsibility are closely related, even beyond community interactions. Any project or business, including corporate social responsibility (CSR), needs effective communication to be successful. Public relations plays a critical role in this regard as it aids in the definition and execution of CSR initiatives for businesses, including recruiting employees and making money. Companies and project implementation groups utilize public relations as a technique to advertise their corporate social responsibility (CSR) initiatives. This is known as "CSR communication."

Conventional Channels

  1. Poster Publication: Posters are a visual medium that can quickly capture the attention of a target audience, convey key information, and leave a lasting impression. One of the main advantages of posters is that they can be highly targeted. They can be placed in specific locations, such as on billboards, in store windows, or on public transport, where they are likely to be seen by a relevant audience. they can be highly creative and eye-catching. They can use bright colours, bold fonts, and striking images to grab the attention of the publics. Additionally, posters can be used to create a sense of community and engagement. They can be used to promote local events, such as festivals or fairs, and can bring people together around a common interest or cause.

Poster presentations, a sort of experiential learning activity, provide students with the ability to research data and understand concepts, provoking their interest and boosting their drive and excitement, according to Handron (1994), cited in Bracher (1998). As mentioned by Lane (2001), the survey indicates that poster presentations are graded significantly higher than standard presentations. Knutson (2000) observes that a project or assignment necessitates student collaboration in keeping with Handron's viewpoint, combining phases of exposure, participation, internalization, and dissemination that collectively create a positive learning environment.

  1. Flyers and Brochure: The purpose of a flyer is to advertise a product, service, or event using a single sheet of paper that is usually printed on one side. Usually, it includes clear text and visually appealing visuals. In contrast, a brochure is a folded sheet of paper with more thorough details on a company, product, or service within. For visual appeal, it frequently consists of pictures, graphs, and other design components.

  2. Newsletters are now a standard communication medium used by all international organizations, funders, and non-governmental organizations in addition to government ministries, departments, and agencies (MDAs). However, how can one ascertain whether they are the most suitable option for every communication or educational requirement? How will you know if using them in your project is appropriate? Newsletters can raise awareness, offer fundamental knowledge, or foster a feeling of consistency and dedication to a project. A newsletter by itself won't, however, usually be sufficient to achieve a project's educational objectives. A newsletter can be all that is required in circumstances when the intended readers are driven and have the chance and capacity to take action. When used in conjunction with other multifaceted efforts, newsletters may reinforce and promote educational themes. They work well for introducing new ideas or broad notions, but they are usually not the ideal way to communicate intricate or technical details. A newsletter might reference it as a source for more information. It might be delivered more effectively in a bulletin, fact sheet, or more in-depth training session.

  3. Social Media: Social media are interactive technologies that facilitate the creation and sharing of information, ideas, interests, and other forms of expression through virtual communities and networks. User-generated content—such as text posts or comments, digital photos or videos, and data generated through online interactions—is the lifeblood of social media. Social media is an effective medium for communication that may increase a person's feeling of community, whether it be online or in real life. Users may connect with like-minded individuals and share and interact with online material on social media sites like Facebook, Twitter, and YouTube. convey the context.

  4. Mainstream Media Engagement: For public relations (PR) practitioners, the mainstream media is an invaluable resource. It refers to the several major mass news outlets that impact a vast number of individuals. Media and PR specialists have a symbiotic connection in which both sides benefit from one another's help and support in many ways. The public relations message is disseminated through media channels. Gaining visibility beyond current networks and reaching a larger audience are made possible by media coverage. It enables you to reach a wider audience with your message, narrative, or area of expertise in the hopes of drawing in new clients, sponsors, or followers.

Having an article or mention appear in reputable media gives you a reputation and increases audience trust. Good media attention may verify your company, goods, or accomplishments and position you as a thought leader or expert in the field. The formation of favourable connections and the influencing of public opinion are two ways that media coverage supports brand-building initiatives. It helps you take charge of the story and paint a positive picture of your brand, which improves your status and reputation in the market.

  1. Press Release and Press Conference: Public relations tools such as press releases and news conferences are crucial. Both names refer to distinct entities despite their similarity. A Project management team or the institution implementing the project will write a statement in a press release announcing the commencement date, processes and procedures of particular interventions. This release will be shared with radio television and social media platforms. Similarly, information on the project information will also be communicated through press conferences. This is the session where management and the project team invite journalists to share with them relevant information on project progress, implementation status and other project interventions.

  2. Public Address System/Word of mouth communication: Speakers, an amplifier, a microphone, and other associated hardware make up an electronic public address system (PA system). Vocals, musical instruments, other sound sources, recorded sounds, and music may all have their apparent loudness increased with its help. If an announcer, performer, etc. has to be audible from a distance or across a wide area, PA systems are utilized in public venues.

Through the public address system mounted on vehicles, project beneficiaries and beneficiary communities have been able to communicate directly through the dissemination of project information. To repeat the main points of project interventions, the PA system is frequently mounted on cars with a continuity announcer. The great majority of beneficiaries and other members of the public can potentially be reached via a PA system, despite it not being a brand-new medium.

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Umaru Samai is a proficient and motivated Communication Management Specialist with years of experience in Communication and Project management, strategic planning, overseeing media, stakeholder engagement or relationships, messaging, gathering, and filtering information, building adequate programme infrastructures, communication management systems, Public Relations and Advocacy functions to achieve organizational goals.

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