---
title: "Information distribution"
subject: "ICT Project Management"
chapter: 11
key: "semester_7/ict_project_management:information-distribution"
source: https://www.bctengineer.com/q/semester_7/ict_project_management/information-distribution
site: BCT Engineering
---

# Information distribution

ICT Project Management · Chapter 11: Project Communication Management

- Asked in: year not given
- Answer checked by Claude Opus 5.5 (high effort) on 2026-10-14
- Page: https://www.bctengineer.com/q/semester_7/ict_project_management/information-distribution
- Whole chapter: https://www.bctengineer.com/md/semester_7/ict_project_management/chapter-11

## Question

What do you mean by information distribution?

## Short answer

Information distribution provides timely information to stakeholders as per the communication plan. It uses push, pull and interactive methods, and includes collecting, distributing, storing, and archiving project communications.

## Answer

**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
| Method | Use |
|---|---|
| Push communication | Email, letters, reports, memos, voicemail, faxes |
| Pull communication | Intranet, e-learning, knowledge repository, shared drive |
| Interactive | Meetings, phone and video calls, chat |

#### 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).

```text
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).

## Check yourself

The answer's key points as multiple-choice questions, with the correct option and why.

1. Information distribution is part of which PMBOK 5th edition process?
   A. Plan Communications Management
   B. Control Communications
   C. Collect Requirements
   D. Manage Communications
   Answer: D. It belongs to Manage Communications (Executing). (Key point: Definition)

2. Which pair is correctly classified?
   A. Email is push; intranet is pull
   B. Email is pull; intranet is push
   C. Meeting is push; memo is pull
   D. Shared drive is push; letter is pull
   Answer: A. Email, letters and reports are push; intranet and repositories are pull. (Key point: Push vs pull)

3. Which is a good practice in information distribution?
   A. Send all information to everyone
   B. Use the right channel and confirm receipt of critical messages
   C. Ignore confidentiality
   D. Use only informal channels
   Answer: B. Right channel, confidentiality control and confirmation are good practices. (Key point: Good practice)

## Related in ICT Project Management

- [Project management information system](https://www.bctengineer.com/question.md?key=semester_7%2Fict_project_management%3Apmis) — ICT Project Management, chapter 7

## Related in other subjects

- [Information from reflection coefficient; 3rd order LPF](https://www.bctengineer.com/question.md?key=semester_5%2Ffilter_design%3Areflection-info-third-order-equal) — Filter Design, chapter 5, asked 4×
- [Strategic information system and benefits](https://www.bctengineer.com/question.md?key=semester_8%2Finformation_system%3Astrategic-is-benefits) — Information System, chapter 1, asked 2×
- [Information audit and its benefits](https://www.bctengineer.com/question.md?key=semester_8%2Finformation_system%3Ainformation-audit-benefits) — Information System, chapter 2
- [MIS vs DSS information and processing](https://www.bctengineer.com/question.md?key=semester_8%2Finformation_system%3Amis-vs-dss-information-processing) — Information System, chapter 4