Sergio BarrakProject Manager| RiskAIXpertVantaa, Finland
Hi,
According to PMBOK, reports are formal communication while email is informal. When Reports are sent by email, is the communication still considered informal?
Eric SimmsSenior Program ManagerBaltimore, Maryland, United States
Hi Sergio,
A report is a formal arrangement of information. The medium by which it is delivered to its audience (email, printout, etc.) doesn't alter its formal nature.
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1 reply by Sergio Barrak
Sep 19, 2017 5:12 AM
Sergio Barrak
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Thanks Eric!
One of the training tests I did asked the type of communication it is if you send a report by email. The answer was informal, for some reason.
Regards,
Sergio
Saving Changes...
Sergio BarrakProject Manager| RiskAIXpertVantaa, Finland
Sep 19, 2017 4:15 AM
Replying to Eric Simms
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Hi Sergio,
A report is a formal arrangement of information. The medium by which it is delivered to its audience (email, printout, etc.) doesn't alter its formal nature.
Thanks Eric!
One of the training tests I did asked the type of communication it is if you send a report by email. The answer was informal, for some reason.
Regards,
Sergio Saving Changes...
Sergio BarrakProject Manager| RiskAIXpertVantaa, Finland
I found the question:
Robert is managing a construction project. The client of the project is responsible for the design while Robert’s organization is responsible for the construction. There has been a 45-day delay on a couple of major structure designs. This delay can only be recovered through crashing and will cost $2 million in addition to the approved budget. Robert prepares a detailed report and emails it to the client. In this scenario, Robert’s email to the client is an example of:
Informal unofficial communication.
Explanation:
According to the PMBOK guide, all email correspondence is informal. Although the communication was between two officials, it cannot be considered official unless the information is transmitted formally. [PMBOK 5th edition, Page 287] Saving Changes...
Eric SimmsSenior Program ManagerBaltimore, Maryland, United States
Sometimes PMI’s definitions go against the common practices under which we operate. PMI might consider all emailed communications to be informal, but in the Information Technology industry in which I work emails often serve as formal communications. When dichotomies like this appear we just have to memorize PMI’s definitions long enough to pass the exam, then revert back to the rules that govern our particular workplace or industry. Saving Changes...
Drew CraigSr. Agile & Product Coach| VanguardPhiladelphia, Pa, United States
I wrote up a bit more detailed response, but was logged out and lost it.
Essentially, the PMBOK sees electronic communication as informal, and in-person as formal. Though seems as though looking at through a lense of times past. Having a clear communication plan sets the expectations with the stakeholders and is based on the tools and architecture in the organization.
So like Eric mentions, answer like PMI .... as a professional, perform as needed in a given scenario.
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1 reply by Eric Simms
Sep 19, 2017 6:50 AM
Eric Simms
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Following what Andrew said, make sure you define with the other party what constitutes formal communication; you can simply do this by defining formal communications in your contracts. This prevents the other party from reneging on agreements or commitments reached via email, for example. Also, be sure your organization’s rules and your country’s laws (and those of the other party’s country) support whatever formal communication methods you use. The last thing you want is to spend years in court debating the legitimacy of a commitment made via a particular communication method.
Saving Changes...
Eric SimmsSenior Program ManagerBaltimore, Maryland, United States
Sep 19, 2017 6:30 AM
Replying to Drew Craig
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I wrote up a bit more detailed response, but was logged out and lost it.
Essentially, the PMBOK sees electronic communication as informal, and in-person as formal. Though seems as though looking at through a lense of times past. Having a clear communication plan sets the expectations with the stakeholders and is based on the tools and architecture in the organization.
So like Eric mentions, answer like PMI .... as a professional, perform as needed in a given scenario.
Following what Andrew said, make sure you define with the other party what constitutes formal communication; you can simply do this by defining formal communications in your contracts. This prevents the other party from reneging on agreements or commitments reached via email, for example. Also, be sure your organization’s rules and your country’s laws (and those of the other party’s country) support whatever formal communication methods you use. The last thing you want is to spend years in court debating the legitimacy of a commitment made via a particular communication method. Saving Changes...
Eric SimmsSenior Program ManagerBaltimore, Maryland, United States
Personally, I think PMI’s stance regarding emails reflects the business world’s slow acceptance of technology’s transformative impact on business practices. As businesspeople become more comfortable with the presence of technology in the work environment, their views toward emails will eventually change. This might take some time, as some businesspeople fear technology and always will. As these individuals retire and younger people familiar with technology replace them, I predict emails will be recognized as comparable to paper documents. Saving Changes...
Anonymous
I have to be a contrarian here - in the real world, does it matter?
On emails - in many countries they could be used in court - so are they formal or informal? One could go to jail or lose millions and PMI wants us to debate if it is formal or informal :( Saving Changes...
Sergio BarrakProject Manager| RiskAIXpertVantaa, Finland
Thank you everyone. I agree with you all.
I will memorize it for the test. I always used emails as formal way of communication with customers or within the organization.
E-mail is being used more and more. I believe it is becoming a formal channel. Today if the mail has certain characteristics (hash, stamping, digital signature) is considered valid as judicial proof Saving Changes...
