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GAL/IT/2014/F/0026
P.P. Kariyawasam
What is project communication management
• The processes required to ensure timely and
appropriate generation, collection, distribution,
storage, retrieval, and ultimate disposition of
project information
Importance of Good Communications
• The greatest threat to many projects is a failure
to communicate.
• Research shows that IT professionals must be
able to communicate effectively to succeed in
their positions.
• Strong verbal skills are a key factor in career
advancement for IT professionals.
Why Do We Manage Communications?
• Project Managers spend most of their time communicating
• Communication is complex; requiring choices between:
• Sender-Receiver models
• Choice of media
• Writing style
• Presentation techniques
• Meeting management
Project Communications Management Processes
1. Communications planning
2. Information distribution
3. Performance reporting
4. Managing stakeholders
1. Communication Planning
Determining the information and communications needs of the
stakeholders.
• This process should include
• Communications Management Plan
• a document that guides project communications.
• Stakeholder Analyze
• This also aid in communication planning.
• analyze communication needs of the stake holders,
who needs what information, when they will need it, how it will be given to them, and by
whom.
• Suggested methods or technologies for conveying the information.
Output - Communications Management Plan
2. Information distribution
Making needed information available to project stakeholders in a
timely manner.
• Project Records
• Project Reports
• Project Presentations
Inputs Outputs
Tools & Techniques
• Communication
Management Plan
• Project Plan
• Communications methods
• Information distribution
and report generation
tools
2.1 Encouraging More Face-to-Face Interactions
• Short, frequent meetings are often very effective in IT projects.
• Stand-up meetings force people to focus on what they really need to
communicate.
• Some companies have policies preventing the use of e-mail between certain
hours or even entire days of the week.
2.2 Information Distribution Media
• Meeting
• Hard Copy
• Telephone Call
• Voicemail
• E-Mail
• Website
2.3 Suggestions for Improving Project Communications
•Manage conflicts effectively.
•Develop better communication skills.
•Run effective meetings.
•Use e-mail effectively.
•Use templates for project communications.
Collecting and disseminating performance information, including status
reports, progress measurement, and forecasting.
3. Performance Reporting
• Performance reports
• Change Requests
Inputs Outputs
Tools & Techniques
• Project plan
• Work results
• Other project Records
• Performance Reviews
• Variance Analysis
• Trend Analysis
• Earned Value Analysis
• Information distribution
tools and techniques
Examples for performance reporting tools
• Oracle Fusion Project Performance Reporting
• Microsoft Project
Managing communications to satisfy the needs and expectations of
project stakeholders and to resolve issues.
• Project manager and project team members shod work with different kinds of
stakeholders.
• Good stakeholder management help to improve efficiency of project
management and organizational growth.
• Project successes impact on stakeholders.
4. Managing Stakeholders
Using Software to Assist in Project Communications
• There are many software tools to aid in project communications.
• Examples
• Skype - Video Conferencing
• Team Viewer – Video Conferencing
• Go to Go Meeting – Virtual Meeting Software
• Box – Document storage and collaboration
• Social Medias – Establish father more communication
• E.g Twitter,Google plus,Facebook
• Project management software includes new capabilities to enhance virtual
communications.
• New tools, such as instant messaging and blogs, can enhance project
communications.
• Project communication tools can help to decrease project costs.
• References
• A Guide to the Project Management Body of Knowledge 4th Edition
• http://strikingprojectmanagement.com/10-great-project-communication-
tools/
• Information Technology Project Management”, Kathy Schwalbe, sixth Edition
• LMS Notes
Sample Stakeholder Analysis
Media Choise Table

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Project communication management

  • 2. What is project communication management • The processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information
  • 3. Importance of Good Communications • The greatest threat to many projects is a failure to communicate. • Research shows that IT professionals must be able to communicate effectively to succeed in their positions. • Strong verbal skills are a key factor in career advancement for IT professionals.
  • 4. Why Do We Manage Communications? • Project Managers spend most of their time communicating • Communication is complex; requiring choices between: • Sender-Receiver models • Choice of media • Writing style • Presentation techniques • Meeting management
  • 5. Project Communications Management Processes 1. Communications planning 2. Information distribution 3. Performance reporting 4. Managing stakeholders
  • 6. 1. Communication Planning Determining the information and communications needs of the stakeholders. • This process should include • Communications Management Plan • a document that guides project communications. • Stakeholder Analyze • This also aid in communication planning. • analyze communication needs of the stake holders, who needs what information, when they will need it, how it will be given to them, and by whom. • Suggested methods or technologies for conveying the information. Output - Communications Management Plan
  • 7. 2. Information distribution Making needed information available to project stakeholders in a timely manner. • Project Records • Project Reports • Project Presentations Inputs Outputs Tools & Techniques • Communication Management Plan • Project Plan • Communications methods • Information distribution and report generation tools
  • 8. 2.1 Encouraging More Face-to-Face Interactions • Short, frequent meetings are often very effective in IT projects. • Stand-up meetings force people to focus on what they really need to communicate. • Some companies have policies preventing the use of e-mail between certain hours or even entire days of the week. 2.2 Information Distribution Media • Meeting • Hard Copy • Telephone Call • Voicemail • E-Mail • Website
  • 9. 2.3 Suggestions for Improving Project Communications •Manage conflicts effectively. •Develop better communication skills. •Run effective meetings. •Use e-mail effectively. •Use templates for project communications.
  • 10. Collecting and disseminating performance information, including status reports, progress measurement, and forecasting. 3. Performance Reporting • Performance reports • Change Requests Inputs Outputs Tools & Techniques • Project plan • Work results • Other project Records • Performance Reviews • Variance Analysis • Trend Analysis • Earned Value Analysis • Information distribution tools and techniques Examples for performance reporting tools • Oracle Fusion Project Performance Reporting • Microsoft Project
  • 11. Managing communications to satisfy the needs and expectations of project stakeholders and to resolve issues. • Project manager and project team members shod work with different kinds of stakeholders. • Good stakeholder management help to improve efficiency of project management and organizational growth. • Project successes impact on stakeholders. 4. Managing Stakeholders
  • 12. Using Software to Assist in Project Communications • There are many software tools to aid in project communications. • Examples • Skype - Video Conferencing • Team Viewer – Video Conferencing • Go to Go Meeting – Virtual Meeting Software • Box – Document storage and collaboration • Social Medias – Establish father more communication • E.g Twitter,Google plus,Facebook • Project management software includes new capabilities to enhance virtual communications. • New tools, such as instant messaging and blogs, can enhance project communications. • Project communication tools can help to decrease project costs.
  • 13. • References • A Guide to the Project Management Body of Knowledge 4th Edition • http://strikingprojectmanagement.com/10-great-project-communication- tools/ • Information Technology Project Management”, Kathy Schwalbe, sixth Edition • LMS Notes
  • 14.

Editor's Notes

  1. Communication management involves determining the information and communication needs of the stake holders:
  2. Getting the right information to the right people at the right time and in a useful format is just as important as developing the information in the first place.