“A PRINCE2 Approach”
Have you ever tried saying something with the best of intentions, only for it to be completely misunderstood—like your heart meant well, but your lips took a detour? We’ve all been there. Miscommunication is a familiar pitfall in both our personal and professional lives. In project management, this seemingly simple challenge can have monumental consequences.
Communication is the glue that holds together teams, businesses, contracts, relationships—and yes, even gossip. In the words of management expert Peter Drucker, “The most important thing in communication is hearing what isn’t said.”
What Is Communication?
According to the Oxford Dictionary, communication is “the transmission or exchange of information, knowledge, or ideas, by means of speech, writing, mechanical or electronic media.”
There are four main types of communication we engage in daily:
- Verbal Communication – Exchanging ideas or information through spoken or written words.
- Non-verbal Communication – Conveying messages without words, using body language, facial expressions, and gestures.
- Visual Communication – Using images, symbols, graphs, and charts to convey ideas.
- Written Communication – Communicating via written mediums like emails, letters, reports, or memos.
Most people use a blend of all four, often without even realizing it.
Effective communication drives decision-making, builds trust, and promotes collaboration. According to a McKinsey report (2023), organizations with strong communication practices are 3.5 times more likely to outperform their competitors.
Communication in Project Management
At Bell Oil and Gas, projects are not just about deliverables—they are about people, processes, and purpose. Whether rolling out infrastructure, managing supply chain contracts, or executing offshore and onshore installations, the need for effective communication is constant.
Projects involve people—and wherever people are involved, communication is key. It ensures everyone understands their responsibilities, timelines, dependencies, and expectations.
A successful project hinges on effective stakeholder engagement and continuous collaboration.
In fact, one of the core PRINCE2 principles is: “Define roles, responsibilities, and relationships.” This principle highlights the importance of clarity in who communicates what, to whom, when, and how.
Communication in PRINCE2 Methodology
PRINCE2 (Projects IN Controlled Environments) is a structured project management method that integrates communication as a formal component of project planning and execution.
1. Communication Management Approach
At the Initiation Stage, PRINCE2 requires a documented Communication Management Approach, which defines:
- Who needs information
- What information they need
- When they need it
- How it will be delivered
- Preferred formats and channels
This approach is not just about broadcasting; it’s also about active listening—understanding concerns and perceptions early, so they can be addressed before they escalate into risks.
2. Regular Reporting and Feedback
The Project Manager maintains ongoing communication with the Project Board using:
- Highlight Reports – For regular progress updates
- Checkpoint Reports – For detailed team-level updates
- End Stage Reports – To summarise the outcomes of each project stage
These reports foster transparency and enable informed decision-making at every level.
3. Managing by Exception
PRINCE2 uses a principle known as “Managing by Exception”, which limits communication to what is necessary:
- Escalate only when tolerances (time, cost, quality) are at risk
- Avoid overloading stakeholders with routine updates
This ensures the right people receive the right information at the right time.
4. Stakeholder Engagement
A good Communication Management Approach also ensures:
- Stakeholders are appropriately engaged
- Communication is tailored to suit each audience
- Feedback is collected and acted upon
This creates a responsive, agile communication environment that aligns with project goals and stakeholder expectations.
Conclusion
For Bell Oil and Gas, communication is not just a project activity—it is a strategic asset that underpins every milestone, from kick-off to commissioning.
In a sector where safety is non-negotiable, deadlines are rigid, and reputational risk is high, structured communication ensures projects are delivered safely, on time, and within budget—while keeping every stakeholder informed, aligned, and engaged.
Understanding that communication is the silent driver in projects and becoming effective in communication may just mean listening properly to what is being said in line with Peter Drucker’s advice.
References
- McKinsey & Company. (2023). The State of Organizations 2023. Retrieved from https://www.mckinsey.com
- Axelos. (2017). Managing Successful Projects with PRINCE2.
- Oxford English Dictionary. (2024). Definition of Communication.
By – Vivian Okika – Assistant Project Analyst
