My CAPM® Training with ROSEMET LLC – Day 5: Communication and Requirements
By: Ryan Malaluan; Editor: Geram Lompon; Reviewed by: Alvin Villanueva, PMP
Day 5 of my ROSEMET CAPM® Training reinforced two fundamental pillars of project success: clear communication and well-defined requirements. Both are key aspects of a strong
Projects don’t fail because of bad ideas—they fail because of poor communication and unclear requirements, which are critical risk factors in
The consequences are even more significant in
This session focused on two critical lessons essential for anyone pursuing a
- Communications Management – How to keep teams and stakeholders aligned through structured messaging.
- Breaking Down the Anatomy of a Project (Requirements Management) – How to effectively define, document, and track project requirements.
At first, I thought I had a firm grasp of these topics, but the quizzes at the end of each lesson challenged my assumptions. I realized that what seems obvious in theory can be difficult in practice—especially when managing complex stakeholder relationships or evolving project requirements.
Key Takeaway: Successful projects start long before execution, beginning with structured communication and well-defined requirements. Mastering these skills isn’t just about passing an exam—it’s about ensuring that every project delivers real value, stays on track, and avoids unnecessary risks.
Lesson 1: Mastering Communications Management
Communication isn’t just about sending messages—it’s about making sure everyone is on the same page. Going into this lesson, I thought I had a solid grasp of communication in
This lesson taught me that good communication doesn’t happen by chance. It’s a deliberate process that requires planning, execution, and continuous monitoring, and it involves handling multiple communication channels and understanding when to use push vs. pull communication.
Why Communication Can Make or Break a Project
According to the
In
- Delays – Teams wait for clarification, slowing down progress.
- Scope creep – Untracked feedback leads to uncontrolled changes.
- Misalignment – Stakeholders and teams operate on different assumptions.
One of the most surprising takeaways from this lesson was that communication complexity grows exponentially with team size. A two-person team has just one communication channel, but a 26-person team has 325 channels!
It’s easy to see how things can spiral out of control without structured communication. This was a big wake-up call for me: It’s not just about what you communicate but how you structure and manage those communications, a fundamental lesson in common
Building a Solid Communication Plan
A communication plan ensures that project teams and stakeholders receive the right information at the right time, aligning with core
Here’s what a strong communication plan includes:
- Who needs updates? (Stakeholders, sponsors, project teams)
- What information needs to be shared? (Project status, risks, milestones)
- How will updates be communicated? (Meetings, emails, dashboards)
- How often should updates be sent? (Daily, weekly, milestone-based)
What stood out to me was the difference between communicating more effectively. More updates don’t always mean better communication—sometimes, less is more if the right information is delivered clearly and efficiently.
The Five C’s of Effective Communication
This section immediately resonated with me because it applies not just to
- Clear – Avoid ambiguity and ensure direct messaging.
- Concise – Keep it brief; avoid unnecessary details.
- Coherent – Ensure logical flow and structure.
- Controlled – Maintain professionalism and appropriate tone.
- Correct – Ensure accuracy in grammar, spelling, and facts.
I couldn’t help but compare this to SEO writing best practices—both focus on clarity, structure, and engagement. This realization made me realize that effective communication follows the same core principles no matter the industry.
Where I Struggled: Communication Quiz Results
After going through the lesson, I felt pretty confident. But then I took the quiz—and scored 15/20. That’s when I realized some of my assumptions about communication in
Here’s where I went wrong:
- Push vs. Pull Communication – I assumed that dashboards (pull communication) were best for mass updates, but the correct answer was push communication (emails, reports) because not all stakeholders proactively check dashboards. This made me rethink how important it is to ensure critical updates reach people directly rather than waiting for them to retrieve information on their own.
- Agile Communication Strategies – I thought emails were best for urgent Agile issues, but the correct answer was face-to-face stand-ups, which facilitate real-time problem-solving. Looking back, it makes perfect sense—why rely on delayed email responses when a quick conversation can resolve the issue instantly?
These mistakes made me realize that different project environments require different communication methods. What works in a structured, predictive project doesn’t necessarily work in an Agile, fast-paced environment. Moving forward, I’ll definitely be more mindful of choosing the right communication strategy based on urgency, audience, and methodology.
The Connection Between Communication and Requirements
If communication ensures that everyone is aligned, then requirements management ensures everyone is working toward the right goals—both essential
One key takeaway for me was that poor communication leads to misunderstood requirements, and vague requirements lead to ineffective communication. The two are deeply connected, and if one fails, the other follows.
Now, let’s dive into how defining project requirements correctly prevents costly misunderstandings and ensures project success.
Lesson 2: Breaking Down Project Requirements
Requirements are the blueprint of a project—they define what needs to be done, how it should be done, and what the final outcome should look like, aligning with best practices in the
Going into this lesson, I assumed requirements gathering was just about listing out project needs and getting approvals, but I quickly learned how it ties into CAPM® certification and business analysis methodologies. However, I quickly realized that requirements are fluid and layered and require continuous validation to stay relevant.
A missing requirement can lead to costly scope changes, while a poorly defined one can result in deliverables that don’t actually meet business needs. Many entry-level project managers face this challenge as they gain
Why Requirements Matter
Project failures often begin with poorly defined requirements. If stakeholders don’t clearly define their needs, project teams can’t deliver what they expect. A lack of clarity can lead to:
- Scope creep – Undefined requirements cause uncontrolled changes.
- Missed expectations – Deliverables don’t meet stakeholder needs.
- Wasted resources – Teams build features or solutions that don’t align with business goals.
Understanding the four types of project requirements was a major lightbulb moment for me. Before this, I hadn’t thought about how different types of requirements shape project outcomes—an essential skill for an associate in
Four Types of Project Requirements:
- Business Requirements – Define the project’s purpose (e.g., reducing costs by 20%).
- Stakeholder Requirements – Capture the needs and expectations of key players.
- Solution Requirements – Describe the functional and non-functional features of the final deliverable.
- Transition Requirements – Outline what’s needed for adoption, like training and system migration.
A key takeaway was that requirements aren’t just technical—they must align with business goals and stakeholder needs. It’s easy to assume that everyone understands a project’s goals, but without properly defined requirements, teams could spend weeks or months working on something that doesn’t actually solve the right problem.
Where I Struggled: Requirements Quiz & Test Simulator Issues
I scored 10/20 on the quiz, but I encountered issues where the test simulator incorrectly marked my answers as wrong, even when they matched the provided explanations. This was frustrating because I couldn’t fully assess my actual knowledge gaps—did I misunderstand concepts, or was the quiz system flawed?
It made me realize how important accurate validation is in any project, not just in test-taking. If stakeholders don’t validate their own requirements correctly and early, it can lead to unnecessary rework and wasted effort down the line.
My Suggestions for ROSEMET:
- Review the test simulator’s answer validation to ensure accuracy.
- Implement a required passing score (e.g., 80%) before advancing to the next lesson.
Even though the quiz was frustrating, I learned a crucial lesson: requirements aren’t a “one-and-done” process. They need continuous validation and refinement to keep projects on track. Without proper management, they can easily become a project’s biggest weakness instead of its foundation for success.
Final Thoughts: Communication & Requirements Define Project Success
Day 5 of my ROSEMET CAPM® Training reinforced a simple but crucial truth: no project succeeds without clear communication and well-defined requirements—proving once again why
This session highlighted how success hinges on:
- Clear, structured communication to keep teams aligned and stakeholders engaged.
- Well-documented requirements to prevent scope creep and mismanaged expectations.
Biggest Takeaways:
- A solid communication plan minimizes misunderstandings and confusion.
- Knowing when to use push, pull, and interactive communication is key.
- Projects fail when requirements aren’t gathered, documented, and managed effectively.
- Predictive projects require strict requirement documentation, while Agile projects embrace evolving needs.
This wasn’t just another theory-heavy session. It forced me to reassess how I communicate and document information. I now understand that a successful project isn’t just about execution—it’s about making sure everyone is on the same page before execution begins.
Looking Ahead: Quality Management
Next, I’ll be diving into quality management, which focuses on maintaining high standards throughout a project’s lifecycle. Given my background in content quality control, I’m excited to see how quality assurance applies to
Would I rate today’s session highly? Absolutely. Despite some quiz frustrations, it forced me to rethink my assumptions about communication and requirements. That’s what real learning is about.
