Project communications presentations

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This presentation shares best practices for project managers communicating project status.

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Project communications presentations

  1. 1. Project Communications – Tips and Best Practices Presented by Bill Dow, PMP © Copyright 2013 – B Dow, B Taylor
  2. 2. Today’s Topics 1. Understanding Project Communications and Why Projects Fail Survey(s) 2. Introduction to Project Communication Planning 3. Top Communication Tools © Copyright 2013 – B Dow, B Taylor
  3. 3. Bill Dow, PMP • • • • • • 23 years in information technology 21 in Project Management 8 years at Microsoft, over 10 years running large PMOs Instructor of Project Management, currently teaching at Bellevue College, and has taught in other Colleges in British Columbia & Ontario, Canada Strong passion for Project Management, PMO’s & Project Management Methodologies. Author of two Project Management books and several related project management articles. Bill Dow, PMP: Author of “The Tactical Guide for Building a PMO” and coauthor of “Project Management Communications Bible” © Copyright 2013 – B Dow, B Taylor
  4. 4. TOP REASON PROJECT’S FAIL…. © Copyright 2013 – B Dow, B Taylor
  5. 5. Project Communications Introduction The only way to solve project problems is by communicating…… There is no other way…… © Copyright 2013 – B Dow, B Taylor
  6. 6. 28% of projects that fail, poor communications is the # 1 reason 28% Other Reasons for Failure Project Communications Failures 72% That’s 1 out of 4 projects that fail – do so based on poor communications. Results based on a Jan 2007 poll of 1,007 respondents © Copyright 2013 – B Dow, B Taylor (PMI Net July 2007 page 19)
  7. 7. Top 9 Causes for Project Failure Survey Results 1. Poor Communication 2. Insufficient resource planning 3. Unrealistic schedules 4. Poor project requirements 9.8% 5. Lack of stakeholders buy-in 6.7% 6. Undefined success/closure criteria 5.2% 7. Unrealistic budgets 4.8% 8. Insufficient or no risk planning 4.4% 9. Lack of control/change process 4.3% Results based on a Jan 2007 poll of 1,007 respondents © Copyright 2013 – B Dow, B Taylor 28.0% 18% 13.2% (PMI Net July 2007 page 19)
  8. 8. Other Project Failure Survey's Center for Project Management Study  Mistaking half-baked ideas for projects  Inadequate due diligence – is the project feasible?  Poor sponsorship  Under-skilled project managers  Failing to deploy a robust project management process  Not monitoring the vital signs  Absence of a well managed project portfolio. © Copyright 2009 – B Dow, B Taylor
  9. 9. Other Project Failure Survey's Penn State University Study  Lack of corporate leadership  Poorly communicated deliverables and goals  Team-related weaknesses  Poor project management  Deviation from schedule or budget  Notice that there is no mention of technical limits Research from University of Karlsruhe  Poor project management  Uncontrolled “soft factors”  Absence of change management © Copyright 2013 – B Dow, B Taylor
  10. 10. Summary  These 4 survey’s are pretty clear in showing you that communications is a common theme as why projects fail. Are you projects any different?  90% of a project manager’s role is communications so I can’t stress enough how important it is to be successful at communicating your project status.  Ensure you treat communications with high priority throughout the life of the project. © Copyright 2013 – B Dow, B Taylor
  11. 11. Introducing Project Communication Planning © Copyright 2013 – B Dow, B Taylor
  12. 12. Communication Planning Who, What, Where, When and How…. © Copyright 2013 – B Dow, B Taylor
  13. 13. Communication Planning Key Concepts! • Communication planning is going to be one of the most important aspects of managing your project. Just as important as any other area! •Understanding what to communicate and how you will communicate project information at the beginning of the project is critical to being successful. No time to go back! • Ask your customer how they want their project information delivered to them at the beginning of the project. Continue to verify throughout the project that your customers are getting the status that they really need! “Every project requires a Communication Plan!” © Copyright 2013 – B Dow, B Taylor
  14. 14. Communication Planning Tools 1. Circle of Communications Chart (who) 2. Communication Requirements Matrix (what/who) 3. Role Report Matrix (who/what/when) 4. Project Calendar (what/when) “Add these tools directly into your Communication Plan!” © Copyright 2013 – B Dow, B Taylor
  15. 15. Include these tools into every Communication Plan Table of Contents Use your existing templates today and add new sections and include these Communication tools. © Copyright 2013 – B Dow, B Taylor
  16. 16. Communication Plan Breakdown Circle of Communications Chart - Software Development Manager • Lead Developer • Developer NO • Analyst #1 • Analyst #2 Requirements Managers Project Manager Customer Test Manager Arch Manager © Copyright 2013 – B Dow, B Taylor • Test Analyst #1 • Test Analyst #2 • Architecture Lead • Designer
  17. 17. Communication Requirements Matrix Team Member/Tool Project Manager Stakeholder /Customer(Internal) Updated project information Team Members Communicates project information Feedback/Issues/Concerns Team Members Stakeholder /Customer(Internal) Communicates project status, risks, budget, and ongoing project information Project Manager Project Specific details Specific project details where applicable Note: Best read from left to right and from bottom to top © Copyright 2013 – B Dow, B Taylor
  18. 18. ROLE REPORT MATRIX Note: Focus on Timing of Report and who is getting what Report. People (Who receive what Report) Name On Demand CEO/CFO John Smith Status & Cost Reports Owner Peter Adams Status & Cost Reports Stakeholder Mark Taylor Stakeholder Report Risk Manager Bruce Jones Risk Report Media ABC News Media Report © Copyright 2013 – B Dow, B Taylor Weekly Monthly Variance Report Status Reports Status Reports Status Reports
  19. 19. Timeframe/Calendar •Establishing a Rhythm/Cadence for reporting project information. •Such as how often does reports go out? •How often is information gathered by your team members? Did you work with your customers to understand how often they want reports delivered? Use the Role Report Matrix as your guide to creating a Project Rhythm Calendar. © Copyright 2013 – B Dow, B Taylor
  20. 20. Project Calendar Monday Wk1 Wk2 Wk3 Prepare Status Material Tuesday Wednesday Prepare Status Material Prepare Status Material Team Meeting, gather information for Status Report Prepare Monthly Newsletter © Copyright 2013 – B Dow, B Taylor Submit Final Status Report Customer Status Meeting, Finalize Status Information Team Meeting, gather information for Status Report Friday Customer Status Meeting, Finalize Status Information Team Meeting, gather information for Status Report Thursday Submit Final Status Report Customer Status Meeting, Finalize Status Information Submit Final Status Report
  21. 21. Summary  4 New Communication Planning tools we believe will help you be successful.  All of these tools will enhance your communications and help you drive successful project from a communication perspective.  Ensure you add these tools to your Communications Plan for all your projects.
  22. 22. TOP PROJECT COMMUNICATION TOOLS © Copyright 2013 – B Dow, B Taylor
  23. 23. Project Communications Tools…. What tools do you use? © Copyright 2013 – B Dow, B Taylor
  24. 24. ALL COMMUNICATION TOOLS © Copyright 2013 – B Dow, B Taylor
  25. 25. Knowledge Breakdown Tools Chart © Copyright 2013 – B Dow, B Taylor
  26. 26. Lifecycle Process Tools Breakdown Chart © Copyright 2013 – B Dow, B Taylor
  27. 27. Tool Name: Responsibility Matrix Tool Value: Displays the task the team member is associated with. Some matrixes further identify the level of authority assigned to a particular role. © Copyright 2013 – B Dow, B Taylor Page 304
  28. 28. Tool Name: Work Breakdown Structure Tool Value: Identify and define all the work on the project. Displays…. © Copyright 2013 – B Dow, B Taylor Page 151
  29. 29. Tool Name: Project Schedule Tool Value: Plan of record for the project. It displays where you have been, where you are, and where you are going. © Copyright 2013 – B Dow, B Taylor Page 194
  30. 30. Tool Name: Risk Matrix Tool Value: Simple and easy-to-read chart to assess risk level of project. No other….. © Copyright 2013 – B Dow, B Taylor Page 421
  31. 31. SUMMARY • Project Communications is the # 1 factor in project success or failure • Project manager must treat project communications as a high priority when managing their projects. • Work with your customers and capture their project communications needs. Understand their decision points and adapt your communications accordingly. • Understand the various Communication Tools that you can be using on your project. © Copyright 2009 – B Dow, B Taylor
  32. 32. Thanks……. © Copyright 2013 – B Dow, B Taylor
  33. 33. Thanks for your Time! Bill Dow’s Contact Information: Http://www.pmotactialguide.com Email: billdow@pmotacticalguide.com Social Networks: Twitter: @billdow Linkedin: Bill Dow, PMP Facebook: Bill Dow Articles @ Projecttimes.com and Projectmanagement.com Find Both of Bill’s books on Amazon today: 1. “The Tactical Guide for Building a PMO” Published 2012 2. “The Project Management Communications Bible” Published 2008

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