Information distribution

Information distribution is the process of making needed information available to project stakeholders in a timely manner, according to the communication management plan. It includes implementing the plan as well as responding to unexpected requests for information. In PMBOK 5th edition, it is part of the Manage Communications process (Executing).

Activities

1. Collect and create information: status data, reports, documents.
2. Distribute to the intended audience by appropriate method.
3. Store and retrieve: central repository, document management system.
4. Respond to ad hoc requests and questions.
5. Collect feedback and confirm that the message was received and understood.
6. Archive records and lessons learned.

Methods and technology

Tools and techniques

• Communication methods and technologies.
• Information management systems (PMIS).
• Performance reporting.
• Presentations, project reports and records.
• Feedback from stakeholders.

Outputs

Project communications (status, deliverables, progress), updates to the project plan, documents and organisational process assets (notifications, presentations, records, feedback, lessons learned).

Communication plan -> Prepare info -> Choose medium
     -> Distribute -> Feedback -> Archive

Good practices

• Send accurate, concise information on time.
• Use the right channel (urgent: call; formal: written).
• Control confidentiality and access.
• Confirm receipt for critical messages.

Example: The project manager posts the approved design in the shared repository (pull), emails the weekly status report to the sponsor (push), and demonstrates the prototype in a meeting (interactive).