07 project communications management
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  • 1. Session 7Project Communications Management
  • 2. Agenda  Prj. Communications Management Overview  5 Processes  Identify Stakeholders  Plan Communications  Distribute Information  Manage Stakeholder Expectations  Report PerformanceProject Quality Management 2
  • 3. Goals  By the end of this session, you will be able to:  Have an overview of Project Communications Management;  Have a deep understanding of Inputs, T&Ts, and Outputs of the 5 processes in Project Communications Management;Project Quality Management 3
  • 4. Copyright  Most of the material of this presentation has been taken from the PMBOK® Guide 4th Edition of PMI (Project Management Institute)  The material is for LARION Computing internal use only, NOT for reproduction or distribution.Project Quality Management 4
  • 5. Progress  Prj. Communications Management Overview  5 Processes  Identify Stakeholders  Plan Communications  Distribute Information  Manage Stakeholder Expectations  Report PerformanceProject Quality Management 5
  • 6. Prj. Communications Mgnt. Overview (1 of 5)  Includes the processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposition of project informationProject Quality Management 6
  • 7. Prj. Communications Mgnt. Overview (2 of 5)  Project Managers spend 90% of their time communicatingProject Quality Management 7
  • 8. Prj. Communications Mgnt. Overview (3 of 5)  Communication activity has many potential dimensions:  Internal & external  Formal & informal  Vertical & horizontal  Official & unofficial  Written & oral  Verbal & Non-verbalProject Quality Management 8
  • 9. Prj. Communications Mgnt. Overview (4 of 5)  Common communication skills:  Listening actively and effectively  Questioning, probing ideas and situations to ensure better understanding  Educating to increase teams knowledge so that they can be more effective  Fact-finding to identify or confirm information  Setting and managing expectations  Persuading a person or organization to perform an action  Negotiating to achieve mutually acceptable agreements between partiesProject Quality Management 9
  • 10. Prj. Communications Mgnt. Overview (5 of 5)  Common communication skills (cont.):  Resolving conflict to prevent disruptive impacts  Summarizing, recapping, and identifying the next stepsProject Quality Management 10
  • 11. Progress  Prj. Communications Management Overview  5 Processes  Identify Stakeholders  Plan Communications  Distribute Information  Manage Stakeholder Expectations  Report PerformanceProject Quality Management 11
  • 12. 5 Processes  Identify Stakeholders (Initiating)  Plan Communications (Planning)  Distribute Information (Executing)  Manage Stakeholder Expectations (Executing)  Report Performance (Monitoring & Controlling)Project Quality Management 12
  • 13. Progress  Prj. Communications Management Overview  5 Processes  Identify Stakeholders  Plan Communications  Distribute Information  Manage Stakeholder Expectations  Report PerformanceProject Quality Management 13
  • 14. Identify Stakeholders (1 of 6)  The process of  Identifying all people and organizations that impacted by the project  Documenting relevant information regarding their interests, involvement and impact on project successProject Quality Management 14
  • 15. Identify Stakeholders (2 of 6)  What to do with the stakeholders?  Identify all of them  Determine all of their requirements  Determine their expectations  Determine their interests  Determine their level of influence  Plan how you will communicate with them  Communicate with them  Manage their expectations and influenceProject Quality Management 15
  • 16. Identify Stakeholders (3 of 6)  Stakeholder Analysis  A technique of systematically gathering and analyzing quantitative and qualitative information to determine whose interests should be taken into account throughout the project  Classification tools  Power/interest grid  Power/influence grid  Influence/impact grid  Salience modelProject Quality Management 16
  • 17. Identify Stakeholders (4 of 6)  Example Power/Interest gridProject Quality Management 17
  • 18. Identify Stakeholders (5 of 6)  Stakeholder Register  Identification information  Assessment information  Stakeholder classificationProject Quality Management 18
  • 19. Identify Stakeholders (6 of 6)  Stakeholder Management Strategy  Defines an approach to increase the support and minimize negative impacts of the stakeholders  Key stakeholders who can significantly impact the prj  Level of participation in the project desired for each identified stakeholder  Stakeholder groups and their management  ExampleProject Quality Management 19
  • 20. Progress  Prj. Communications Management Overview  5 Processes  Identify Stakeholders  Plan Communications  Distribute Information  Manage Stakeholder Expectations  Report PerformanceProject Quality Management 20
  • 21. Plan Communications (1 of 13)  The process of  Determining the project stakeholder information needs, and  Defining a communication approach  Example  Who needs what info  When they will need it  How it will be given to them  And by whomProject Quality Management 21
  • 22. Plan Communications (2 of 13)  Improper communication planning will lead to problems:  Delay in message delivery  Communication of sensitive information to the wrong audience  Lack of communication to some of the required stakeholdersProject Quality Management 22
  • 23. Plan Communications (3 of 13)  Communication requirement analysis  Determines the information needs of the project stakeholdersProject Quality Management 23
  • 24. Plan Communications (4 of 13)  Communication channel  1→0  2→1  3→3  4→6 # communication channels = n(n-1) / 2Project Quality Management 24
  • 25. Plan Communications (5 of 13)  Communication typesProject Quality Management 25
  • 26. Plan Communications (6 of 13)  Communication technology  How to communicate each item  Face-to-face interactions  Emails  Telephone  Meetings  Etc.Project Quality Management 26
  • 27. Plan Communications (7 of 13)  Communication method  Interactive communication  2 or more parties performing a multi-directional exchange of information  Meetings; Phone calls; conferences; etc.  Push communication  The sender provides the information, but does not expect feedback  Updates; Status reports; etc.  Pull communication  Places the information in a central location. The recipients are responsible for pulling the info from the central location  Intranet sites; e-learning; knowledge repositories; etc.Project Quality Management 27
  • 28. Plan Communications (8 of 13)  Communication modelProject Quality Management 28
  • 29. Plan Communications (9 of 13)  Communication model  Encode: Translate thoughts and ideas into language understood by others  Message and feedback-message: The output of encoding  Medium: The method used to convey the message  Noise: Anything that interferes with the transmission and understanding of the message  Decode: To translate the message back into meaningful thoughts or ideasProject Quality Management 29
  • 30. Plan Communications (10 of 13)  Effective communication  The sender should  Encode the message carefully  Determine which communication method to use  Confirm that the message is understood  Communication factors (consider when encoding)  Nonverbal: 55% of all communication  Para-lingual: Pitch and tone of voice  To confirm the message is understood, the sender should ask for feedbackProject Quality Management 30
  • 31. Plan Communications (11 of 13)  Effective listening  The receiver should  Decode the message carefully  Confirm that the message is understoodProject Quality Management 31
  • 32. Plan Communications (12 of 13) Em bảo anh đi đi Sao anh không đứng lại? Em bảo anh đừng đợi Sao anh vội đi mau?Project Quality Management 32
  • 33. Plan Communications (13 of 13)  Communication management plan  Documents how you will manage and control communicationsProject Quality Management 33
  • 34. Progress  Prj. Communications Management Overview  5 Processes  Identify Stakeholders  Plan Communications  Distribute Information  Manage Stakeholder Expectations  Report PerformanceProject Quality Management 34
  • 35. Distribute Information (1 of 3)  The process of  Making relevant information available to project stakeholders as plannedProject Quality Management 35
  • 36. Distribute Information (2 of 3)  Effective information distribution  Sender-receiver models  Choice of media  Writing style  Meeting management techniques  Presentation techniques  Facilitation techniquesProject Quality Management 36
  • 37. Distribute Information (3 of 3)  Communication Blockers  Noisy surroundings  Improper encoding of message  Making negative statements  Hostility  Language  Culture  Etc.Project Quality Management 37
  • 38. Progress  Prj. Communications Management Overview  5 Processes  Identify Stakeholders  Plan Communications  Distribute Information  Manage Stakeholder Expectations  Report PerformanceProject Quality Management 38
  • 39. Manage Stakeholder Expectations (1 of 1)  The process of  Communicating and working with stakeholders to meet their needs  Addressing issues as they occurProject Quality Management 39
  • 40. Progress  Prj. Communications Management Overview  5 Processes  Identify Stakeholders  Plan Communications  Distribute Information  Manage Stakeholder Expectations  Report PerformanceProject Quality Management 40
  • 41. Report Performance (1 of 1)  The process of  Collecting and distributing performance information:  Status reports  Progress measurements  ForecastsProject Quality Management 41
  • 42. Recap  Project Communications Management  5 processesProject Quality Management 42
  • 43. Questions?Project Quality Management 43
  • 44. Thank you!Project Quality Management 44