10 project communications
Upcoming SlideShare
Loading in...5
×
 

10 project communications

on

  • 388 views

 

Statistics

Views

Total Views
388
Views on SlideShare
387
Embed Views
1

Actions

Likes
0
Downloads
41
Comments
0

1 Embed 1

https://www.linkedin.com 1

Accessibility

Categories

Upload Details

Uploaded via as Adobe PDF

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Processing…
Post Comment
Edit your comment

10 project communications 10 project communications Presentation Transcript

  • ENG. OMER ALSAYED OMER MBA, PMP, B.SC.(CIVIL ENG.) : PMO MANAGER @EWU-DIU omeralsayed@yahoo.com facebook.com/2t-pm +249123494587
  • ‫א‬‫א‬‫א‬   ﴿١٨﴾   ﴿١٩ ﴾ OSO OCT 2013
  • Project Communications  Management includes the processes that are required to ensure timely and appropriate : OSO OCT 2013 planning,  collection,  creation,  distribution,  storage,  retrieval,  management,  control,  Monitoring ultimate  disposition of project information.
  • Project Communications Processes OSO OCT 2013 10.2 Manage Communications10.1 Plan Communications M 10.3 Control Communications
  • Communication potential  dimensions  OSO OCT 2013
  • Project Management Process Group and Knowledge  Area Mapping Knowledge Area Initiating Planning Executing M& C Closing 4. Project Integration Management 4Develop Project Charter 4.2 Develop Project Management Plan 4.3 Direct & Manage Project  Work 4.4 Monitor & Control Project Work 4.5 Perform Integrated Change Control 4.6 Close Project or Phase 5. Project Scope Management 5Plan Scope Management 5.2 Collect Requirements 5.3 Define Scope 5.4 Create WBS 5.5 Validate Scope 5.6 Control Scope 6. Project Time Management 6Plan Schedule Management 6.2 Define Activities 6.3 Sequence Activities 6.4 Estimate Activity Resources 6.5 Estimate Activity Durations 6.6 Develop Schedule 6.7 Control Schedule 7. Project Cost Management 7Plan Cost Management 7.2 Estimate Costs 7.3 Determine Budget 7.4 Control Costs 8. Project Quality Management 8Plan Quality Management 8.2 Perform Quality Assurance 8.3 Control Quality 9. Project Human Resource  Management 9.1 Plan Human Resource Management 9.2 Acquire Project Team 9.3 Develop Project Team 9.4 Manage Project Team 10. Project Communications  Management 10Plan Communications Management 10.2 Manage Communications 10.3 Control Communications 11. Project Risk Management 11Plan Risk Management 11.2 Identify Risks 11.3 Perform Qualitative Risk Analysis 11.4 Perform Quantitative Risk Analysis 11.5 Plan Risk Responses 11.6 Control Risks 12. Project Procurement  Management 12Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements 12.4 Close  Procurements 13. Project Stakeholder  Management 13Identify Stakeholders 13.2 Plan Stakeholder Management 13.3 Manage Stakeholder Engagement 13.4 Control Stakeholder Engagement OSO OCT 2013
  • communication skills Listening Questioning Educating Fact‐finding Setting  expectations Persuading Motivating Coaching Negotiating Resolving  conflict Summarizing OSO OCT 2013  55% of communications is non-verbal  90% of Project Manager's time is communicating
  • Effective Listening OSO OCT 2013 the most important skills for a PM 1. Face the speaker and maintain EYE  contact. 2. Be attentive, but  relaxed. 3. Keep an open  mind. 4. Listen  & PICTURE what is  saying 5. Don’t INTERRUPT or impose your  “solutions.” 9 Give the speaker regular  FEEDBACK 8 Try to FEEL what the speaker is  feeling 7 Ask questions only to ENSURE  understanding 6 Wait for the speaker to pause to ask CLARIFYING  questions. 10 Pay attention to what ISN’T said—to nonverbal  cues
  • ! OSO OCT 2013 Face the speaker and maintain EYE contact 10 Pay attention to what ISN’T said—to nonverbal cues Don’t INTERRUPT or impose your “solutions.”
  • 10.1 Plan Communications  Management developing an appropriate APPROACH and plan for project communications based on. OSO OCT 2013 Inputs Project management plan Stakeholder register Enterprise environmental  factors Organizational process  assets T&T Communication  requirements analysis Communication  technology Communication models Communication methods Meetings Outputs Communications  management plan Project documents  updates identifies and documents the approach to communicate most EFFECTIVELY and EFFICIENTLY with stakeholders. stakeholder’s information needs requirements available organizational assets
  • 4 Integration 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders EEF OPA Enterprise/  Organization10.1 Plan  Communications Management 10.1.1 10.1.3 10.1.4Communications  management   plan 10.2 Manage Communications Communication requirements analysis Communication technology Communication models Communication methods Meetings 10.1 Plan Communications  Management Data flow diagram OSOOCT 2013 4.2 Develop  Project M Plan Project M Plan 13.1 Identify Stakeholders S/H Register 10.1.2 13.3 Manage Stakeholder Engagement Project Documents Project Documents (U)  Schedule  S/H REGISTER
  • 10.1 Plan Communications Important considerations : OSO OCT 2013 Who : •needs  /authorized; When  •need Where  •stored; What  •format How  •retrieved Whether  •barriers
  • 10.1 Plan Communications OSO OCT 2013 information  is provided in the  RIGHT format at the  RIGHT time To the  RIGHT audience with the  RIGHT impact.  providing ONLY the information that is NEEDED.. Efficient communication 
  • 10.1.2.1 Communication Requirements  Analysis information needs  type and format  value of information. OSO OCT 2013 Organizational charts; Project organization & stakeholder responsibility relationships; Disciplines, departments, and specialties Logistics of how many / at which locations; Internal information needs (within organizations); External information needs (media, public, or contractors) Stakeholder information (stakeholder register) 1 Plan Communications Management Sources of information to identify /define project communication requirements:
  • number of potential  communication channels  OSO OCT 2013 PCC n(n – 1)/2
  • 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.2 Communication Technology The methods used to transfer information  OSO OCT 2013 2 Plan Communications Management Factors that can affect the choice of communication technology :
  • 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.3 Communication Models OSO OCT 2013 3 Plan Communications Management Encode Decode Decode Encode receiver Transmit Message Noise  Noise  Feedback Message Acknowledge Message medium
  • 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.3 Communication Models Encode • Thoughts/ideas  translated  into  language. Transmit Message. • information through  communication channel  (medium). NOISE : • various factors  compromised message. Decode.  • message translated  back into meaningful  thoughts or ideas. Acknowledge • signal receipt of the  message Feedback/Response • transmits message to  the original sender. OSO OCT 2013 3 Plan Communications Management
  • 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.4 Communication methods several communication methods that are used to share information among project stakeholders. OSO OCT 2013 4 Plan Communications Management • 2+ • Multi‐dir • Efficient •meetings, phone  calls, instant  messaging, video  conferencing Interactive  distributed  understood ? letters, memos,  reports, emails,  press releases, etc. Push  large volumes  intranet sites, e‐ learning, lessons  learned databases,  knowledge  repositories, etc. Pull 
  • 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.5 Meetings to determine the most APPROPRIATE way to update and communicate project information, and to respond to requests from various stakeholders  for that information OSO OCT 2013 4 Plan Communications Management
  • 10.1.3 Plan Communications Management: outputs 10.1.3.1 Communications Management Plan Stakeholder  communication  requirements; Information to be  communicated,  Reason for the  distribution of that  information; Time frame and  frequency  Person responsible for  communicating the  information; Person responsible for  authorizing release of  confidential  information; Person or groups who  will receive the  information; Methods or  technologies  Resources  Escalation process  Method for updating  and refining the  communications  management plan  Glossary of common  terminology; Flow charts of the  information flow  Communication  constraints  OSO OCT 2013 1 Plan Communications Management
  • 10.2 Manage  Communications creating, collecting, distributing, storing, retrieving, and the ultimate disposition  of project information in accordance to the communications management plan.  OSO OCT 2013 Inputs Communications  management plan Work performance reports Enterprise environmental  factors Organizational process  assets T&T Communication technology Communication models Communication methods Information management  systems Performance reporting Outputs Project communications Project management plan  updates Project documents updates Organizational process  assets updates enables an EFFICIENT & EFFECTIVE communications flow between project stakeholders.
  • 4 Integration 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders EEF OPA Enterprise/  Organization10.1 Plan  Communications Management Communications  management   plan 10.2 Manage Communications Communication technology Communication models Communication methods Information management systems Performance reporting 10.2 Manage Communications Data flow diagram OSOOCT 2013 Project Documents 4.4 Monitor &  control P. works Work performance  reports Project  Communications Project Documents (U) OPA(U) 10.3 CONTROL Communications Issue log Project schedule, and Project funding requirements
  • Information management  systems letters, memos,  reports,  Hard‐copy document  management e‐mail, fax, voice  mail, telephone,  video and web  conferencing,  websites, and web  publishing; and Electronic communications  management web interfaces to  scheduling and  project  management  software, EPMT Electronic project  management tools OSO OCT 2013 4 10.2 Manage Communications
  • Performance reporting Analysis of past performance, Analysis of project forecasts Current status of risks and issues, Work completed during the period, Work to be completed in the next period, Summary of changes approved in the period, and Other relevant information, which is reviewed and discussed. OSO OCT 2013 5 10.2 Manage Communications collecting and distributing performance information, including:
  • Performance reporting • where the project now standsStatus Report  • what has been accomplished.Progress Report  • if performance is improving or deterioratingTrend Report  • future project status and performance.Forecasting Report  OSO OCT 2013 5 10.2 Manage Communications Daily  weekly  Monthly REPORT Daily  weekly  Monthly REPORT
  • OSO OCT 2013
  • 10.2.3.1 Project Communications Project communications may include but are not limited to: OSO OCT 2013 1 10.2 Manage Communications the urgency  and impact method of  delivery,  level of  confidentiality. factors influence Project communications performance  reports,  deliverables  status,  schedule  progress,  cost  incurred. 
  • 10.2.3.1 Project Documents Updates 10.2.3.4 Organizational Process Assets Updates OSO OCT 2013 1 10.2 Manage Communications Project Documents Updates Issue log, Project schedule Project funding requirements. Organizational Process Assets Updates Stakeholder notifications. Project reports Project presentations Project records. Feedback from  stakeholders Lessons learned  documentation
  • 10.3 Control Communications to ensure the information NEEDS of the project stakeholders  are met.  OSO OCT 2013 Inputs Project management plan Project communications Issue log Work performance data Organizational process assets T&T Information management  systems Expert judgment Meetings Outputs Work Performance  information Change requests Project management plan  updates Project documents updates Organizational process assets  updates it ensures an OPTIMAL information flow among all communication participants, at any moment in time
  • 10.3 Control Communications Data Flow Diagram OSO OCT 2013 10.2 Manage Communications Project  communications 4.2 Develop PMP Project  management  plan 10.3 Control Communications 4.3 D&M project works 13.3 Manage SH engagement Enterprise / Organization Project  documents 4.4 M&C project works 4.5 Perform ICC Project  management  plan (u) Work  performance data Issue  log OPA Project documents  updates Work  Performance  information Change requests
  • 10.3.1.1 Project management plan OSO OCT 2013 1 10.3 Control Communications
  • 10.3.1.3 Issue log OSO OCT 2013 3 10.3 Control Communications document and monitor the resolution of issues
  • 10.3.1.5 Organizational process assets OSO OCT 2013 5 10.3 Control Communications
  • 10.3.2.1 Information Management Systems OSO OCT 2013 1 10.3 Control Communications Distribute costs, schedule progress, and performance information to stakeholders table reporting, spreadsheet analysis, and presentations
  • 10.3.3.1 Work Performance Information • performance  data.  • performance  data.  organizes and  summarizes • information • information  provides status  and progress • stakeholders. • stakeholders. communicated  to OSO OCT 2013 O U T P U T S 3 10.3 Control Communications
  • EXAMPLE (COST) WP AC PV % EW 125 100 100% CW 180 250 80% OSO OCT 2013 O U T P U T S 3 10.3 Control Communications WP AC EV CPI EW 125 100 0.80 CW 180 200 1.11 WP PV CPI FC EW 100 0.80 125 CW 250 1.11 225 EW CW ALL AC PV EV FC 125 100 100 125 180 250 200 225 305 350 300 350 PROJECT COST PERFORMANCEEW CW ALL
  • Other outputs :example (cost) From previous example what will happened? OSO OCT 2013 O U T P U T S 3 10.3 Control Communications E… A… AC PV EV FC 125 100 100 125 180 250 200 225 305 350 300 350 PROJECT COST PERFORMANCEEW CW ALL• Change Requests ?10.3.3.2 • Project Management  Plan Updates?10.3.3.3 • Project Documents  Updates?10.3.3.4 • Organizational Process  Assets Updates?10.3.3.5
  • My web sites 2t‐pm omeralsayed omeralsayed