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PMP Chap 10 - Project Communication Management Details

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PMBOK 6th edition updated slides by process:
https://www.slideshare.net/anandbobade/chap-100-project-communication-management-overview
https://www.slideshare.net/anandbobade/chap-101-plan-communication-management
https://www.slideshare.net/anandbobade/chap-102-manage-communication
https://www.slideshare.net/anandbobade/chap-103-monitor-communication

Free Video Training on Youtube - PMBOK6th edition:
1. Integration Management: https://youtu.be/NdzADFfoRxA
2. Scope Management: https://youtu.be/9u6f2NXlGnI
3. Quality Management: https://youtu.be/8zteKSxDyt4
4. Stakeholder management: https://youtu.be/Vhjc6T9R4d8

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PMP Chap 10 - Project Communication Management Details

  1. 1. By: Anand Bobade (nmbobade@gmail.com) Learn Project Management & prepare for PMP exam: • Learn visually • Detailed coverage of all PMP concepts • Sample Questions PMBOK Chapter 10 : Project Communication Management Plan Communication Manage Communication Control Communication Monitoring & ControlPlanning Executing
  2. 2. By: Anand Bobade (nmbobade@gmail.com) Learning Objectives Introduction Communication Management Processes Review Self Assessment Additional Resources
  3. 3. By: Anand Bobade (nmbobade@gmail.com) Introduction The process required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information. Timely and appropriate Generation Collection Distribution Storage Retrieval Disposition Processes related to
  4. 4. By: Anand Bobade (nmbobade@gmail.com) Introduction In order to have clear, concise communication, the PM must handle communication in a structured way & choose the best type of communication for the situation. • is a key to project successEffective & efficient Communication Internal Formal Vertical Official Written Verbal External Informal Horizontal Unofficial Oral Non‐verbal Dimensions of Communication:
  5. 5. By: Anand Bobade (nmbobade@gmail.com) Introduction 90% of project Management time is spent in communicating. 55% of communication is non-verbal Following are the Project Management communication skills: Listening Questioning Educating Fact-Finding Setting Expectations Persuading Motivating Coaching Negotiating Resolving Conflict Summarizing
  6. 6. By: Anand Bobade (nmbobade@gmail.com) 10. Project Communication Management Knowledge Area 10.1 Plan communication Management • Developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements, and available organizational assets. 10.2 Manage Communications • Creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan. 10.3 Control Communications • Monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met.
  7. 7. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management Developing an appropriate approach & plan for project communications based on stakeholder’s information needs & requirements, & available organizational assets. It identifies & documents approach to communicate most effectively & efficiently with stakeholders. • Providing only the information that is needed.Efficient Communication Approach & Plan Right format Right time Right audience Right impact Effective Communication:
  8. 8. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management What and when to communicate is important. It must be seriously planned in the early phases of the project. Sponsor, Customer, Functional Manager, Program Manager, Team Members Other Project Managers Other Projects Other Stakeholders The Project Inadequate communication planning leads to: Delay in message delivery Communication of information to wrong audience Insufficient communication to stakeholders Misunderstanding or misinterpretation of message communicated
  9. 9. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management Information needs & methods of distribution may vary widely. Following are the Important considerations: Who needs what information Who is Authorized to share When they will need information Where the information should be stored What format information should be stored How the information can be retrieved time zone, language barriers Cultural considerationsrriers
  10. 10. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management->ITTO Inputs (4) • Project management plan • Stakeholder register • Enterprise environmental factors • Organizational process assets Tools & Techniques(5) • Communication requirements analysis • Communication technology • Communication models • Communication methods • Meetings Outputs (5) • Communications management plan • Project documents updates
  11. 11. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management-> Input PMP Stakeholder register EEF OPA
  12. 12. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management-> Input How project will be executed, monitored, controlled Provide information about stakeholders that is required to plan the communication Structure of an organization will have impact on the communication plan. Important: Lessons leaned & historical information
  13. 13. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management-> T&T Communication requirements analysis Communication technology Communication models Communication methods Meetings
  14. 14. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan comm. Manag’t->T&T->Comm. Req. analysis Communication requirements analysis • Information needs • Type and format • Value of information. Analysis helps PM to determine: Organizational charts, Stakeholder information Project organization & stakeholder responsibility relationships Disciplines, departments, and specialties Logistics of how many / at which locations Internal & External information needs Sources of Information
  15. 15. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan comm. Manag’t->T&T->Comm. Req. analysis Communication requirements analysis The only formula with letter “N” is communication channels • Potential Communication channels or pathsProject communication complexity indicator: Communication Channels: With each added stakeholder, communication needs can grow rapidly Communication Channel Formula: [N(N-1)]/2 Where N: No. of peoples
  16. 16. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan comm. Manag’t->T&T->Comm. Req. analysis Communication requirements analysis Click here => 4(4-1))/2= 6 Channel = 6 Click here => 5(5-1))/2= 10 Channel = 10 Example: No. of people = 4 No. of people = 5
  17. 17. By: Anand Bobade (nmbobade@gmail.com) Factors affect choice of comm. technology 10.1 Plan comm. Manag’t->T&T->Comm. Technology Communication Technology It is used to transfer information among Project stakeholders. Urgency of the need for information • Urgency, Frequency & Format Availability of Technology • Technology is compatible, available & accessible Ease of use • Suitable for everyone, Provide Training Project environment • Face to face, Virtual, Location, communication language Sensitivity & confidentiality of the Data • Determine Sensitivity or confidentiality of information • Any additional security measures to be taken
  18. 18. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan comm. Manag’t->T&T->Comm. Models Communication models Noise is any interference or barrier that might compromised the delivery of message. E.g., Distance, unfamiliar technology, inadequate infrastructure, culture etc Are used to facilitate communication and exchange information.
  19. 19. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan comm. Manag’t->T&T->Comm. Models Communication models Sequence of Steps: Encode: • Thoughts/ideas translated into language. Transmit Message. • Information through communication channel (medium). Decode: • Message translated back into meaningful thoughts /ideas Acknowledge: • Signal receipt of the message Feedback/Response: • Receiver encodes thoughts/ideas in message & transmits message to the original sender.
  20. 20. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan comm. Manag’t->T&T->Comm. Models Communication Models Sender need to be aware of below communication factors: Sender Responsibility: • Ensure Information communicated is clear & complete • Confirm the communication is correctly understood Receiver Responsibility: • Ensure Information is received in entirety • Understood correctly • Acknowledged and responded appropriately • Significant amount of communication is non-verbal (Body language)Nonverbal: • Communicators voice(pitch & tone) helps to convey spoken messagePara lingual: • Wording, Phrasing are very important • Meaning can be changed based on accompanying nonverbal or Para lingual factors Words:
  21. 21. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan comm. Manag’t->T&T->Comm. Models Communication Methods There are several communication methods that are used to share information among project stakeholders. • Between 2 or more parties • Multi‐directional • Most Efficient way • Ex: Meetings, Phone calls, Instant messaging, video conferencing Interactive • Sent to Specific recepients • Distributed • Not sure understood? • Ex: Letters, Memos, Reports, Emails, Press releases. Push • Used for large volume • Large audiences • Recipient to access contents at own discretion • Ex: E-Learning, Knowledge repositories Pull
  22. 22. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management-> Output Communication Management Plan Project Documents Updates
  23. 23. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management-> Output->CMP Communication Management Plan What need to be communicated Why Between whom Best communicatio n Method Responsibility When & frequency Communication Management plan provides information like: How information will be stored, retrieved, maintained & distributed What system & processes are already in place in an organization. How all information will be managed after project closure. Team is involved in creation of the plan. Helps to set the ground rules for communication. It will help stakeholders in creating & sharing project information.
  24. 24. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management-> Output- >CMP 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
  25. 25. By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan communication Management->Data Flow Diagram
  26. 26. By: Anand Bobade (nmbobade@gmail.com)
  27. 27. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications It is the process of creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan. The key benefit of this process is that it enables an efficient and effective communications flow between project stakeholders. Creating Collecting Distributing Storing Retrieving Disposition
  28. 28. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications It is the process of creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan. The key benefit of this process is that it enables an efficient and effective communications flow between project stakeholders. Ensure Information being: Appropriately generated Received Understood Stakeholder can request: Further information Clarification Discussion
  29. 29. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications Techniques & Consideration for effective communications Management: Sender Receiver model Choice of Media Writing style Meeting management & Presentation Techniques Facilitation Techniques Listening Techniques
  30. 30. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications->Inputs, T&T & Outputs Inputs (4) • Communications management plan • Work performance reports • EEF • OPA Tools & Techniques(5) • Communication technology • Communication models • Communication methods • Information management systems • Performance reporting Outputs (4) • Project communications • PMP updates • Project documents updates • OPA updates By: Anand Bobade (nmbobade@gmail.com)
  31. 31. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications->Inputs Communication Management Plan Work performance reports EEF OPA
  32. 32. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications->Inputs How communication will be planned, structured, monitored & controlled Collection of Project performance information that will facilitate discussion & to create communication Organization Culture & structure, Government or industry standards & regulations Project Management Information System Policies, Procedures, Processes & guidelines Templates, Historical information
  33. 33. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications->T&T Communication Technology Communication Models Communication Methods Information management systems Performance reporting
  34. 34. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications->T&T->IMS Information Management Systems Project information is managed & distributed using Varity of ways: Sign-off documents, Letters, Memos & reports Hard‐copy Document management E‐mail, fax, voice mail, telephone, video and web conferencing, websites, and web publishing Electronic Communications Management Web interfaces to scheduling and Project management software EPMT – Electronic Project Management Tools
  35. 35. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications->T&T->Performance Reporting Performance Reporting Collect & distribute performance information: Status Report • Where the project now stands Progress Report • What has been accomplished. Trend Report • If performance is improving or deteriorating Forecasting Report • Future project status and performance. It involves: Periodic collection of information Analysis of baseline vs. actuals Understand & comm. progress
  36. 36. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications->T&T->Performance Reporting Performance Reporting Performance reporting needs to provide information at appropriate level for each audience. 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 Other relevant information, which is reviewed and discussed. Elaborate status report may include:
  37. 37. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications -> Output Project communications PMP update Project doc. Updates OPA updates
  38. 38. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications -> Output Project Communications Project communication includes: Performance reports Deliverables status Schedule progress Cost incurred Factors that influence Project Communications: Urgency & Impact Method of delivery Level of confidentiality
  39. 39. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications -> Output Project document Updates Issue log Project Schedule Project funding Requirements
  40. 40. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications -> Output OPA updates Stakeholder notifications & Feedback Project reports Project presentations, Project records Lessons learned documentation
  41. 41. By: Anand Bobade (nmbobade@gmail.com) 10.2 Manage Communications->Data Flow Diagram
  42. 42. By: Anand Bobade (nmbobade@gmail.com)
  43. 43. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications Optimal information flow Project lifecycle Stakeholders needs Process of monitoring & controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met. The key benefit of this process is that it ensures an optimal information flow among all communication participants, at any moment in time.
  44. 44. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications->Input, T&T, & Output Inputs (4) • Project management plan • Project communications • Issue log • Work performance data • OPA Tools & Techniques(3) • Information management systems • Expert judgment • Meetings Outputs (4) • Work performance information • Change requests • PMP updates • Project documents updates • OPA updates
  45. 45. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications->Input PMP Project Communications Issue log Work Perfo’ce Data OPA
  46. 46. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications->Input Stakeholder communication requirements; Reasons for distribution of the information Timeframe & frequency of the distribution; Individual or group responsible for communication; Individual of group receiving the information. Deliverable status schedule progress Costs incurred Facilate communication & ensure common understanding of the issues. Monitor who is responsible for resolving specific issue by target date. Organizes & summarizes the information gathered and presents the results of comparative analysis to the performance mesurement baseline. Reports templates; Policies , standards procedures Specific communication technology available; Allowed communication media Record retention policies, Security requirements
  47. 47. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications->Tools & Techniques Information Mang’t Systems Expert Judgment Meetings
  48. 48. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications->T&T->IMS Information Management Systems Ex: Microsoft Project Table reporting Spread sheet analysis Presentatio n Provides set of standard tools for project manager to capture, store & distribute information (Cost, schedule, progress and performance) Also, helps in Reports consolidation & Reports distribution.
  49. 49. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications-> Output Work Perf’ce Information Change Requests PMP Update Project Doc’t Updates OPA updates
  50. 50. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications-> Output This performance data typically provides status & progress information.(described in 4.4.1.5) This process often results in the need for adjustment, action and intervention. As a result Change request will be raised, which is processed through Perform Integrated Change Control Process. It may trigger updates to the Communication Management Plan as well as other components of PMP (Stakeholder & HR management plans) Forecasts, Performance reports & Issue log Report formats & lesson learned documents
  51. 51. By: Anand Bobade (nmbobade@gmail.com) 10.3 Control Communications->Data Flow Diagram
  52. 52. By: Anand Bobade (nmbobade@gmail.com)
  53. 53. By: Anand Bobade (nmbobade@gmail.com) Review!! PMP Stakeholder register EEF OPA Communicatio n requirements analysis Communicatio n technology Communicatio n models Communicatio n methods Meetings PMP Project Communication s Issue log Work Performance Data OPA Work Performance Information Change Requests PMP Update Project Document Updates OPA updates Information Managemen t Systems Expert Judgment Meetings Project communicati ons PMP update Project document Updates OPA updates Communicatio n Technology Communicatio n Models Communicatio n Methods Information management systems Performance reporting Communicati on Management Plan Work performance reports EEF OPA Communication Management Plan Project Documents Updates By: Anand Bobade (nmbobade@gmail.com)
  54. 54. By: Anand Bobade (nmbobade@gmail.com) Self Assessment d. Noise (PMBOK – page 293) You are managing a project team where members are located in geographically different areas, hence all the communication is done via e-mail and group chat software. Sometimes, it is hard to get messages across team as you can’t see face to face or hear tone of voice. What does this indicates? a. Medium. b. Encoding. c. Decoding. d. Noise.
  55. 55. By: Anand Bobade (nmbobade@gmail.com) Self Assessment a. Pull communication. (This is suited for very large audiences and would allow them to access information content at their own discretion. [PMBOK 5th edition, Page 295]) You are working on government project which will change mechanism to apply for passport. It will have impact on entire population who will request new passport or change passport details. You have to communicate changes to the everyone. What communication method would be appropriate? a. Pull communication. b. Push communication. c. Two-way communication. d. Push communication.
  56. 56. By: Anand Bobade (nmbobade@gmail.com) Self Assessment b. 105 - The number of channels = n(n-1)/2 where n is the number of stakeholders. 15(15-1)/2=105 - [PMBOK 5th edition, Page 292] During initial phase of the Project, PM has 10 stakeholders but the number increases to 15 when project was at its peak. So, how many communication channels project manager is managing? a. 45. b. 105. c. 10. d. 15.
  57. 57. By: Anand Bobade (nmbobade@gmail.com) Self Assessment b. Medium. (PMBOK 5, Page 293 ) The process of communication contains four major parts. Which part is the method used to convey the message? a. Recipient. b. Medium. c. Message. d. Recipient.
  58. 58. By: Anand Bobade (nmbobade@gmail.com) Self Assessment b. Medium. (PMBOK 5, Page 306 ) An arrangement that provides a set of standard tools for the project manager to capture, store and distribute information to stakeholders about the project's costs, schedule progress, and performance is known as a. Information Management System. b. Performance Reporting. c. Expert Judgment. d. Project schedule.
  59. 59. By: Anand Bobade (nmbobade@gmail.com) Additional Resources By: Anand Bobade (nmbobade@gmail.com) Visit Slide Share website & you will find other Knowledge area presentation… Please share!!
  60. 60. By: Anand Bobade (nmbobade@gmail.com) Thank you!! By: Anand Bobade (nmbobade@gmail.com)

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