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PMP-CAPM Communication management - PMBOK5th Edition Video Training Tutorials 85 Videos duration up to 70 hours visit at www.projectsavvy.net
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PMP-CAPM Communication management - PMBOK5th Edition Video Training Tutorials 85 Videos duration up to 70 hours visit at www.projectsavvy.net

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  • 1. Based on the 4th Edition of PMBOK Project Communication Management Based on PMBOK 5th Edition PROJECTSAvvy Inc, USA Website: www.projectsavvy.net, E-mail: sales@projectsavvy.net
  • 2. Agenda  What is Communications  10.1 Plan Communications Management  10.2 Manage Communications  Types of Communications and Communications Barriers  2 10.3 Control Communications
  • 3. Communication is Important!  Why?  It consumes 90% of a Project Manager’s time. 3
  • 4. 4
  • 5. 10.1 Plan Communication Management  Determining Stakeholder s’ information needs and defining communication approach:   5 Who will deliver   When he/she needs it   Who needs What How will it be delivered (report, email, verbal, … etc.) Should be planned early and revised through the whole project life. Improper communication planning will lead to significant problems
  • 6. Plan Communications: Inputs 1. Project Management Plan 2. Stakeholder Register 3. Enterprise Environmental Factors: Company’s culture, infrastructure, market conditions etc. 4. Organizational Process Assets: Historical records- lessons learned – templatesguidelines & Procedures. 6
  • 7. Plan Communication Mgmt.: T & T (1) 1. Communication Requirements Analysis: Determine information needs of the project stakeholder. (Number of communications channels) N(N-1)/2 7
  • 8. Plan Communication Mgmt.: T & T (2) 2. Communication Technology: affected by   Expected Project staffing (experience, training, … etc.)  Availability of Technology  Ease of Use  Project environment  8 The urgency of the need for the information Sensitivity and confidentiality of information
  • 9. Plan Communication Mgmt.: T & T (3) 3. Communication Models. 10
  • 10. Plan Communications: T & T (4) 4. Communication Methods:  Interactive (meetings, phone calls, video conferences, … etc.)  Push Communications (letters, memos, reports, emails, faxes, … etc.)  Pull communications (Intranet, knowledge repositories, … etc.) 5. Meetings 11
  • 11. Plan Communications: Outputs 1. Communications Management Plan:  Communications item: information for distribution  Purpose: The reason of the distribution  Start/end dates.  Medium and formality  Responsibility: who will distribute the information  Escalation Procedures  Glossary of Terminology 2. Project Documents Updates. 12
  • 12. Quiz One Purpose of the Communication Management plan is to offer: A. Methods about how to gather, store and distribute information. B. Measure the level of experience of each team member. C. Organize the project and the relationships of stakeholder responsibilities. D. Provide methods of releasing team members after they are no longer needed. 13
  • 13. Quiz Q: The team has 5 team members as well as the project manager. How many communication channels? A. 10. B. 15. C. 6 D. 30 14
  • 14. 10.2 Manage Communication  Creating, collecting, distributing, storing, retrieving, and ultimate disposition of project information according to the communication management plan.  Effective information distribution incudes several techniques such as:        15 Sender-receiver models (feedback, barriers, … etc.) Choice of media Writing style Meeting management techniques Presentation techniques Facilitation Techniques Listening Techniques
  • 15. Manage Communication: Inputs 1. Communication Management Plan. 2. Work Performance Reports 3. Enterprise Environmental Factors 4. Organizational Process Assets   Templates  16 Guidelines Historical Information
  • 16. Manage Communication: T & T 1. Communication Technology 2. Communication Models 3. Communication Methods: 4. Information Management Systems • • • Hard copies Electronic communication Management Electronic Project Management Tools 5. Performance Reporting 17
  • 17. Manage Communication: Outputs 1. 2. 3. 4. Project Communication Project Management Plan Updates Project Document Updates Organizational Process Assets Updates;     Stakeholder Notifications Project Reports Project Presentations Project Records (correspondences, memos, project notebooks).  Feedback from stakeholders  Lessons Learned Documentation 18
  • 18. Types of Communication 1. Non verbal Communication: 55% of conveying the message, composed of behavior & Physical Mannerisms. 2. Verbal Communication  Formal (Presentations- Speeches)  Informal (Meetings Conversations) Importance of:  Para-lingual: Pitch & Tone of Voice  Active Listening  Effective Listening: Watching physical gestures of the speaker. 19
  • 19. 3. Written Formal : In project plan, charter, long distances & complex problems. Informal : Memos, emails, notes. Communication skills allow information to flow:  Internally  Externally  Vertically (up and down hierarchies)  Horizontally (along peers) 20
  • 20. Take care if the question is asking you what is the total number of channels or what is the additional number of channels. 21
  • 21. Communication Barriers (1)   Distance  Hostility  Language  Culture  Evaluative tendency  22 Noise Improper Decoding
  • 22. Communication Barriers (2)  Personality and interest  Position and status  Lack of responsive feedback  Withholding information  Mixed messages  Stereotyping 23
  • 23. WHATEVER YOUR MESSAGE is; Keep it clear and simple 24
  • 24. Quiz The most common negotiation problem that occurs during negotiation is: A. Each side might misinterpret what the other side has said B. Each side may give up on the other side C. One side may try to confuse the other side D. One side may be too busy thinking about what to say next to hear what is being said 25
  • 25. 10.3 Control Communication Monitoring and controlling communication throughout the entire project life cycle to ensure the information needs of the project stakeholders are met. 26
  • 26. Control Communication: Inputs 1. Project Management Plan 2. Project Communications 3. Issue Log 4. Work Performance Data 5. Organizational Process Assets 27
  • 27. Control Communications: T & T 1. Information Management Systems 2. Expert Judgment 3. Meetings 28
  • 28. Control Communications: Output 1. Work Performance Information 2. Change Requests 3. Project Management Plan Updates 4. Project Document Updates 5. Organizational Process Assets Updates 29
  • 29. Quiz Of the Various tools & Techniques on Performance Reporting, which one integrates scope, cost & schedule information as key elements? A. Trend Analysis B. Variance Analysis C. Earned Value Analysis D. Schedule/ Cost Analysis 30
  • 30. Quiz At the end of each project, the project team should prepare a lessons learned summary that focuses on all of the following except: A. Sharing Best Practices with other teams in the organization B. Warning others of potential problems C. Suggesting methods to mitigate risks effectively to ensure success D. Sharing only the positive aspects of the project for future replication elsewhere in the organization 31
  • 31. Quiz Extensive use of _______ communication is most likely in client communication A. B. Written C. Formal D. 32 Verbal Nonverbal
  • 32. Quiz The WBS can be an effective aid for communication in which situation? A. Internal within the project B. Internal within the organization C. External with the customer D. Internal and external to the project 33
  • 33. Quiz The Most Likely results of Communication blockers is that: A. The project is delayed B. Trust level is enhanced C. Conflict occurs D. Senior management is displeased 34
  • 34. Thank you 35