{"id":13138,"date":"2020-02-27T07:00:34","date_gmt":"2020-02-27T07:00:34","guid":{"rendered":"https:\/\/twproject.com\/?p=13138"},"modified":"2020-02-26T23:23:09","modified_gmt":"2020-02-26T23:23:09","slug":"project-information-flows","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/project-information-flows\/","title":{"rendered":"Project information flows"},"content":{"rendered":"<p><strong>Project information flows<\/strong> are crucial to the Project Manager.<\/p>\n<div class=\"table-of-content\">\n<h5>CONTENTS<\/h5>\n<ul>\n<li><a href=\"#info\">What happens to the information?<\/a><\/li>\n<li><a href=\"#interaction\">Interaction between people and documents as a key element for the Information Flow<\/a><\/li>\n<li><a href=\"#big4\">The &#8220;Big Four&#8221; of interactions and communication<\/a><\/li>\n<li><a href=\"#flows\">Project information flows: Values, mental models and decision-making process<\/a><\/li>\n<li><a href=\"#complex\">Project information flows: complex cases<\/a><\/li>\n<\/ul>\n<\/div>\n<p>Also due to new design methods, pioneering products, technologies and processes, the amount of information within an organization has increased significantly.<\/p>\n<p>However, the increase in the <strong>amount of information available for projects<\/strong> is not being exploited effectively and therefore does not add any value to the project.<\/p>\n<p>This is particularly true for complex projects.<\/p>\n<p>The main reason for this is the ineffective <strong>management of the information flow<\/strong>.<br \/>\n<a name=\"info\"><\/a><\/p>\n<h2>\u00a0What happens to the information?<\/h2>\n<p>To better understand <strong>how to manage the flow of information<\/strong>, we must try to familiarize with it. The flow of information requires four components:<\/p>\n<ul>\n<li>a starting point (source),<\/li>\n<li>an endpoint (receiver),<\/li>\n<li>a path (interaction)<\/li>\n<li>a leading force (mutual relevance).<\/li>\n<\/ul>\n<p>There are two types of actors that can act <strong>as a source or recipient of information<\/strong>:<\/p>\n<p>1)<strong> people<\/strong><\/p>\n<p>2) <strong>documents<\/strong>, i.e. tools such as graphs, reports and other documents that allow communication between groups of people.<\/p>\n<p>The role of a person in the information flow is determined by their contractual role within the project.<\/p>\n<p>This role defines:<\/p>\n<ul>\n<li>the type of information expected from a person,<\/li>\n<li>the type of information the person can provide,<\/li>\n<li>how this information is shared and how it is received by it.<\/li>\n<\/ul>\n<p>Documents<strong> affect the flow of information<\/strong> through their structure, their depth of news and the process of information acquisition and use.<\/p>\n<p>This set, i.e. the characteristics of the people and documentation involved in a project, create the <strong>potential flow of information<\/strong>, but this does not mean that the available information will actually be embedded in the project.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-13142\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/information-flows.png\" alt=\"information flows\" width=\"1280\" height=\"853\" srcset=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/information-flows.png 1280w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/information-flows-630x420.png 630w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/information-flows-1130x753.png 1130w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/information-flows-705x470.png 705w, https:\/\/twproject.com\/blog\/wp-content\/uploads\/information-flows-450x300.png 450w\" sizes=\"auto, (max-width: 709px) 85vw, (max-width: 909px) 67vw, (max-width: 1362px) 62vw, 840px\" \/><a name=\"interaction\"><\/a><\/p>\n<h2>Interaction between people and documents as a key element for the Information Flow<\/h2>\n<p>It is the interaction between these actors that ultimately determines the fate, and thus the actual flow, of information.<\/p>\n<p>Depending on the type of interaction, information may be accepted, rejected or ignored.<\/p>\n<p><strong>In order for information to add value to a project<\/strong>, three critical steps must be executed:<\/p>\n<ul>\n<li>The information must be <strong>shared by an individual in the project team<\/strong>.<\/li>\n<li>The information shared must be accepted by other project team members. <strong>Information that gets ignored or rejected becomes useless<\/strong> and basically disappears from the project unless it is shared again under other circumstances. The information accepted by others is retained in the project team&#8217;s collective memory. However, accepting information does not automatically mean that this information is used and creates value in a project.<\/li>\n<li>It is only <strong>when the information is used in a decision<\/strong> that they are finally able to add value to the project<\/li>\n<\/ul>\n<p><a name=\"big4\"><\/a><\/p>\n<h2>The &#8220;Big Four&#8221; of interactions and communication<\/h2>\n<p><strong>Several factors<\/strong> moderate and <strong>affect the outcome of interactions<\/strong>.<\/p>\n<p>Basically, it is possible to reduce these factors to four main ones: <strong>trust, commitment, learning and common understanding<\/strong>.<\/p>\n<p>These key factors then determine what information is shared, how it is shared, how it is received and lay the foundation for future interactions.<\/p>\n<p>Trust implies having positive expectations about another person&#8217;s future actions when an individual is vulnerable to such actions.<\/p>\n<p>Commitment is the strength of an individual&#8217;s identification in a particular organization or project.<\/p>\n<p>Together, these two factors influence a person&#8217;s values in relation to the project, such as:<\/p>\n<ul>\n<li>how one sees others in the project team,<\/li>\n<li>how one sees their role,<\/li>\n<li>how much commitment one is willing to put in,<\/li>\n<li>one&#8217;s sense of association and interest in the project.<\/li>\n<\/ul>\n<p>Learning occurs when <strong>the processing of new information<\/strong> changes &#8211; potentially &#8211; the behavioral range of an individual.<\/p>\n<p>The common understanding comes from an informal agreement on what is relevant for the other team members and the project in general.<\/p>\n<p>Together, learning and common understanding form the mental model of an individual. Mental patterns determine how one:<\/p>\n<ul>\n<li>Evaluates new information,<\/li>\n<li>Links new information to their existing knowledge,<\/li>\n<li>Ranks and sorts information for the project.<\/li>\n<\/ul>\n<p><a name=\"flows\"><\/a><\/p>\n<h2>Project information flows: Values, mental models and decision-making process<\/h2>\n<p>People are rationally limited, which means that they can understand only a<strong> limited amount of information<\/strong>.<\/p>\n<p>Therefore, one relies on one&#8217;s own values and mental models to <strong>limit the amount of information<\/strong> one needs.<\/p>\n<p>Based on their frame of reference, people are only aware of a subset of the total information available.<\/p>\n<p>From this information, people filter the information even further according to what they think is important.<\/p>\n<p>The remaining information is what they use to interpret the situation and make decisions.<\/p>\n<p>Due to different settings, individuals may be exposed to the same situation and information, but they may come up with very different conclusions and ideas on the subject in question.<\/p>\n<p>As far as the <strong>project team interactions<\/strong> are concerned, the main purpose is to <strong>share information and make decisions<\/strong>.<\/p>\n<p>Consequently, the <strong>effectiveness of the interaction<\/strong> becomes one of the most crucial factors in determining the outcome of a project.<\/p>\n<p>In a <a href=\"https:\/\/twproject.com\/blog\/create-project-team-7-tips-identifying-approving-supplying-best\/\" target=\"_blank\" rel=\"noopener\">project team<\/a> moreover, the way in which others share information and the way in which a person&#8217;s contributions are received affects trust building.<\/p>\n<p>This includes issues concerning how individuals feel:<\/p>\n<ul>\n<li>How are their contributions weighed up by others?<\/li>\n<li>Are they treated fairly?<\/li>\n<li>Is there mutual responsibility in the team?<\/li>\n<li>Have their expectations been met?<\/li>\n<li>Do project team members show commitment to team goals above their personal goals?<\/li>\n<\/ul>\n<p>These considerations <strong>affect the quantity, type and quality of information shared<\/strong> in subsequent interactions, interpersonal dynamics among team members and people&#8217;s willingness to share and accept information.<\/p>\n<p>Therefore, as mentioned above, the effectiveness of the interaction becomes one of the most crucial factors in determining the outcome of a project.<br \/>\n<a name=\"complex\"><\/a><\/p>\n<h3>Project information flows: complex cases<\/h3>\n<p>In more complex cases, the increasing importance of information management and integration requires a project team entity responsible for social integration and communication flow.<\/p>\n<p>The main role of the integrator is to create an environment that facilitates trust and positive learning cycles. This includes:<\/p>\n<ul>\n<li>Emphasize the value of individual contributions in relation to the objectives of the project,<\/li>\n<li>Manage expectations while maintaining responsibility, discipline and fairness by setting clear and consistent objectives<\/li>\n<li>Understanding of existing mental models and positive interaction between them.<\/li>\n<\/ul>\n<p>This is how a <strong>proper management of information flows<\/strong> becomes crucial for the success of a project.<\/p>\n<p>If the information is not managed correctly, some important details could fall into &#8220;oblivion&#8221; generating a series of problems that could have been easily prevented.<\/p>\n<div class=\"tw_promobox box_type3 sBlue sImage\" style=\"background-image: url('https:\/\/cdn.twproject.com\/blog\/wp-content\/uploads\/twproject-ipad-2-2.jpg');\">\n<div class=\"av_promobox avia-button-yes avia-builder-el-1 el_after_av_promobox avia-builder-el-last\">\n<div class=\"avia-promocontent\">\n<h2>Would you like to better manage project information flows?<\/h2>\n<\/div>\n<div class=\"avia-button-wrap avia-button-right \"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"blank\"><span class=\"avia_iconbox_title\">Try us for free!<\/span><\/a><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Project information flows are crucial to the Project Manager. CONTENTS What happens to the information? Interaction between people and documents as a key element for the Information Flow The &#8220;Big Four&#8221; of interactions and communication Project information flows: Values, mental models and decision-making process Project information flows: complex cases Also due to new design methods, &hellip; <a href=\"https:\/\/twproject.com\/blog\/project-information-flows\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Project information flows&#8221;<\/span><\/a><\/p>\n","protected":false},"author":3,"featured_media":13143,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[58],"tags":[],"class_list":["post-13138","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Project information flows - 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