PMP Training - 10 project communication management
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  • 1. Created by ejlp12@gmail.com, June 2010
    10 - Project Communication Management
    Project Management Training
  • 2. Project Communication Management
    Monitoring &
    Controlling Processes
    Planning
    Processes
    Enter phase/
    Start project
    Exit phase/
    End project
    Initiating
    Processes
    Closing
    Processes
    Executing
    Processes
  • 3. Project Communication Management
    The process required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information.
    Project managers spend the majority of their time to communicate.
    Some potential dimensions of communication activity:
    Internal – external
    Formal – informal
    Vertical – horizontal
    Official – unofficial
    Written – oral
    Verbal –non-verbal
  • 4. 10.1 Identify Stakeholder
    The process of identifying all people or organizations impacted by the project, and documenting relevant information regarding their interest, involvement, and impact on project success.
  • 5. Stakeholder Analysis
    A technique of systematically gathering and analyzing quantitative & qualitative information to determine whose interests should be taken into account throughout the project.
    High
    • D
    • 6. F
    • 7. Step 1: Identify all potential project stakeholders and relevant information
    • 8. Step 2: Identify the potential impact or support each stakeholder could generate and classify them so as to define an approach strategy.
    • 9. Step 3: Assess how key stakeholder are likely to react or respond in various situation
    Keep Satisfied
    Manage
    Closely
    Power
    Monitor
    (Minimum Effort)
    Keep
    Informed
    • E
    Low
    Interest
    High
    Sample grid showing classification model
  • 13. Output of Identify Stakeholder
    Stakeholder Register
    • Stakeholder Management Strategy
    • 14. Defines an approach to increase the support and minimize negative impacts of stakeholder.
    • 15. The information could be too sensitive to be shared.
    • 16. A common way of representing is by using a stakeholder analysis matrix.
  • 10.2 Plan Communication
    The process of determining the project stakeholder information needs and defining a communication approach.
    90% of project manager’s time is spent for communication
  • 17. Communication Requirement Analysis
    Includes communicating in all directions
    Determine and limit who will communicate with whom and who will receive what information.
    • Consider the number of potential communication channels or paths
    • 18. Formula:
    Customer, sponsor, Functional managers, and Team Members
    The
    Project
    Other Project Managers
    Other
    Projects
    Other
    Stakeholders
  • 19. Communication Model
    Basic Communication Model
    The components in the model need to be taken into account when discussing project communications.
    The sender is responsible for making information clear and complete so that the receiver can receive it correctly, and for confirming that it is properly understood.
    Noise
    Sender
    Sender
    Encode
    Encode
    • To make effective communication, sender/receiver need to be aware of these factors:
    • 20. Nonverbal: 55% of all communication is nonverbal
    • 21. Paralingual: pitch and tone of voice
    • 22. Effective listening
    Medium
    Decode
    Decode
    Noise
  • 23. Communication Methods
    Interactive Communication
    Most efficient way to ensure a common understanding
    E.g. meetings, phone calls, video conferencing
    Push Communication
    Does not certify that it reached or understood
    E.g. letters, email, press release, faxes, voice mail
    Pull communication
    Used for very large information volumes, very large audiences
    E.g. intranet site, e-learning
    Project manager cannot control all communications but should try to control to prevent miscommunication, unclear directions, and scope creeps.
  • 24. Communication Management Plan
    Sample
    Sample taken from PRINCETON PROJECT METHODOLOGY - PROJECT COMMUNICATION PLAN (rev. 10/03/03)
  • 25. 10.3 Distribute Information
    The process of making relevant information available to project stakeholders as planned.
    Make sure the information are received, effective and efficient.
  • 26. 10.4 Manage Stakeholder Expectations
    The process of communicating and working with stakeholders to meet their needs and addressing issues as they occur.
  • 27. Managing Stakeholder Expectations
    Actively managing the expectation of stakeholders.
    Increase the likelihood of project acceptance by negotiating.
    Influencing their desire to achieve & maintain project goals.
    Addressing concerns that have not become issues yet (anticipation).
    Clarifying and resolving issues that have been identified.
  • 28. 10.5 Report Performance
    The process of making relevant information available to project stakeholders as planned.
    Report must be truthful and not hide what is really going on.
  • 29. BaCKUP SLIDES
  • 30. Exercise
    Formal Written
    Formal Verbal
    Formal Written
    Informal Written
    Formal Written
    Informal Verbal
    Formal Written
    Informal Written
    Formal Written
    Informal Verbal
    Informal Verbal
    Informal Written
    Informal Verbal
    Formal Verbal
    Table taken from PMP Exam Prep 6th Edition, Rita Mulcahy.
  • 31. PM Skills
    Interpersonal skills
    Management skills
  • Effective Meeting
    Plan or prepare the meeting
    Set a time/schedule and determine the participants.
    Have a clear purpose for each meeting & communicate it in the invitation.
    Create the agenda and distribute it in advance.
    Stick to the plan (discipline)
    Begin on time, end on time.
    Introduce the moderator and stipulate who will keep the minutes.
    End every agenda with a summary and consensus of the participants.
    Good follow-up
    Send the minutes showing the result along with the to do list.
    Get feedback from the participants.
    Monitor the status of all action items.
  • 45. Next topic: 11-Project Risk Management
    Thank You