Managing Attention Budgets in a Project-Based Organisation : A Project Communication Framework

Abstract: Background: The knowledge-based theory proposes that knowledge and how it is managed is an important factor for determining the competitiveness of corporations. Project-based organisations are often put forward as a fast and flexible way of managing knowledge. The prioritizing between different tasks and projects in such organisations is to a large extent done by the individuals. In addition, electronic communication technology enables large amounts of information to travel far and fast. The bounded rationality of the human brain, the flood of information and the multitude of tasks pose a big challenge for project-based organisations. Communication is crucial for efficient project work and given this background it is interesting to examine how individuals in project-based organisations use different communication channels. Purpose: The purpose of this study is to explore individual communication behaviour in a project-based organisation and from these understandings create a practical framework for discussing and actively managing project communication. Research method: The gathering of empirical data was done through a case study of the Converting Standard Line Project – TBA at Tetra Pak Carton Ambient in Lund. The case study consisted of observations and 20 qualitative interviews conducted with the project members, the project manager and representatives from senior management. Results: The choice of communication channel was governed by the relative relation between individual gain and individual attention cost and high social presence media such as face-to-face interaction were more preferred than suggested by existing theories. Moreover e-mail had characteristics that made it more than a communication channel and therefore more popular than suggested by existing theories. Finally the study proposes a project communication framework that can be used as a platform for active management of project communication and thereby enabling a more efficient use of the limited attention budget of each individual.