Communication Management

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Project Management -- Communication Management

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Communication Management

  1. 1. Communication Management- For project management and business engineering environmentPrepared by: Kaushik Pramanik,PMP, PGDOL (Oxford), PGDFI (LSE), MTech (IIT), BME
  2. 2. What is communication? As per Oxford dictionaries, Communication means  the imparting or exchanging of information by speaking, writing, or using some other medium In Project Management and Business Engineering, Communication means  Verbal communication.  Written communication via email, official media etc.  Town hall speech or conference speech.  Program dashboard, share point and intranet.  One to one meeting, group meetings, workshops etc.  Active listening.  Behavioural communication and non-verbal communication (voice inflections, body language etc.).  Reporting communication via status report, review report, presentation, minutes of the meeting, memos, briefings etc.  Vertical communication (up and down of the organization) and horizontal communication (with peers).  Questioning, probing ideas, and situations to ensure better understanding.
  3. 3. Project Management and Business Engineering Communications Management Overview Communication Management Manage Identify Plan Distribute stakeholder Reportingstakeholders communication information expectation•70% of time spent by project managers and business engineers to communicate stakeholders and team.•Project failure rate is heavily dependent on miss-communication or absence of communication management plan.
  4. 4. Identify stakeholders Identify stakeholders in the project , department , region, division and enterprise level. Carry-out stakeholder analysis. Take expert judgment about stakeholders. Create stakeholder register. Define stakeholder management strategy.
  5. 5. Plan communication Find out communication requirement for each stakeholder. Identify communication technology to be used. Establish communication methodology for each stakeholder. List information to be communicated, including language, format, content and level of detail. Identify reasons for distributing the information. Define time frame and frequency of the distribution. Define escalation process. Role and responsibility to distribute the communication. Create communication log.
  6. 6. Plan communication Find out communication requirement for each stakeholder. Identify communication technology to be used. Establish communication methodology for each stakeholder. List information to be communicated, including language, format, content and level of detail. Identify reasons for distributing the information. Define time frame and frequency of the distribution. Define escalation process. Role and responsibility to distribute the communication. Create communication log.
  7. 7. Distribute information Identify information to be distributed to each stakeholders and how it will be distributed. Focus on writing style, sentence structure, word choices, articulation, and visual design of presentation. Distribute clear and concise information. Choice media to distribute information.
  8. 8. Manage stakeholders’ expectation Understand each stakeholders’ goal and objective. Understand each stockholders personality, and culture. Be a trusted advisor of each stakeholder. Resolve conflict and create negotiable environment with each stakeholder. Create issue log to manage issues raised by stakeholders. Establish partnership and relationship with various stakeholders. Communicate each stakeholder regularly about project status, cost analysis, risk, schedule information etc. Potential strategies for gaining support or reducing obstacles.
  9. 9. Report performanceFollowing information to be communicated to report projectperformance to each stakeholder. Analysis of past performance Current status of risk and issues Work completed during the reporting period Work to be completed during the next reporting period Summary of changes approved in the period. Forecasted project completion (including time and cost) Various KPIs including PV, EV, CPI, SPI, Cost variance, Schedule variance Executive summary report of the project Any other information which is relevant to the project.
  10. 10. Communication channels in the team OO OO OO _ _ Total _ communication O O channels in a 7 _ members’ team is OO OO OO 7(7-1)/2 = 21 _ _ _ A project consists of n members, number of communication channels of the project can be calculated by following formula. N(N-1)/2
  11. 11. Communication Management OutputKey outputs of Communication management is given below. Communication Management PlanCommunication logCommunication methodsCommunication technologyStakeholder communication strategy

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