Project Communication Management

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Project Communication Management

  1. 1. Project Communication Management09/15/12 1
  2. 2. Project Communication Management Process GroupProcess Group Communication Management ProcessInitiating Identify StakeholdersPlanning Plan CommunicationsExecuting Distribute Information, Manage Stakeholder ExpectationsMonitoring & Control Report PerformanceClosing09/15/12 2
  3. 3. 9.1 Identify Stakeholders The process of identifying all people or organizations impacted by the project, and documenting relevant information regarding their interests (concern), influence (involvement), and impact on project successInputs • Project charter • Enterprise environmental factors • Procurement documents • Organizational process assetsTools & • Stakeholder analysis • Expert judgmentTechniquesOutputs • Stakeholder register • Stakeholder management strategy09/15/12 3
  4. 4. Inputs1. Project charter2. Procurement documents – Any suppliers or vendors listed in contracts are generally considered to be stakeholders3. Enterprise environmental factors – Governmental standards and regulation, – Industry standards4. Organizational process assets – Stakeholder register templates – Stakeholder registers from previous projects, historical information, lessons learned from previous projects09/15/12 4
  5. 5. Tools & Techniques 1. Stakeholders analysis 1. Expert judgment – Interview all of the experts on your project to identify more stakeholders Power/ Interest Grid with Stakeholders A Guide to the Project Management Body of Knowledge, Fourth Edition (PMBOK® Guide) ©2008 Project Management Institute, Inc. All Rights Reserved. Figure 10-4, Page 24909/15/12 5
  6. 6. Outputs 1. Stakeholder register: – Stakeholder register contains information about who the identified stakeholders are • Identification information: name, title, role, office location, and contact information • Assessment information: requirements, expectations, project influence, interests • Stakeholders classification: whether they are internal or external and supporter/neutral/resistor09/15/12 6
  7. 7. Outputs1. Stakeholder management strategy: Plan how to increase the support and minimize negative impacts of stakeholders throughout the entire project life cycle.09/15/12 7
  8. 8. 9.2 Plan Communications The process of determining project stakeholder information needs and defining a communication approachInputs • Stakeholder register • Enterprise environmental factors • Stakeholder management • Organizational process assets strategyTools & • Communication requirements • Communication modelsTechniques analysis • Communication methods • Communication technologyOutputs • Communications • Project document updates management plan09/15/12 8
  9. 9. Inputs 1. Stakeholder register 2. Stakeholder management strategy 3. Enterprise environment factors – Cultural and structural issues that may support or hinder a project – Human resources – Stakeholder risk tolerance – Political climate 1. Organizational process assets – Past experience working with the same stakeholders – Positive stakeholders who can influence negative stakeholders09/15/12 9
  10. 10. Tools & Techniques 1. Communications Requirements Analysis: – Gives the project manager a clear idea of the type, format, and value of the information stakeholders need – The project manager should also consider the number of potential communications channels, or paths, among project stakeholders09/15/12 10
  11. 11. Tools & Techniques 1. Communication Technology:– Determine how to communication – Factors may influence the choice of with Stakeholders? technologies • Face-to-face interactions • The urgent of the need for • By telephone information • Fax, • The availability of technology • E-mail • The expected project staffing • Or through meetings • Organizational technical literacy • Project management system or • The project environment software • Organization acceptance • …09/15/12 11
  12. 12. Tools & Techniques 1. Communication ModelsA Guide to the Project Management Body of Knowledge, Fourth Edition (PMBOK® Guide) ©2008 ProjectManagement Institute, Inc. All Rights Reserved. Figure 10-8, Page 25509/15/12 12
  13. 13. Tools & Techniques 1. Communication Models (Cont.)  The Sender should • Send the clear message • Encode a message carefully, • Determine which communication method to send it, • And confirm that the message has been send and understood  The Receiver should • Decode the message carefully • Understood correctly • Send a feedback message  Communication blockers: • Noise • Distance • Improper encoding of messages • Language • Culture09/15/12 13
  14. 14. Tools & Techniques 1. Communication Models (Cont.)  Effective communication: • Nonverbal: 55% of all communication • Para lingual: pitch & tone of voice also helps to convey a message • Feedback.  Effective listening: • Feedback • Active listening • Para lingual09/15/12 14
  15. 15. Tools & Techniques 1. Communications Methods:  Interactive Communication • One person provides information, others receive it and then respond to the information • For example, meetings, phone calls, video conference  Push Communication • Sender can be certain the message is sent, there is no verification that the message has been received and understood • For example, letter, email, fax, SMS…  Pull Communication • The Recipients are responsible for retrieving, or “pulling” the information form a central location • For example, intranet, e-learning, workshop…09/15/12 15
  16. 16. Tools & Techniques 1. Communications Methods (Cont.)Type When usedFormal written Complex problems, project management plans, project charter, memos, communicating over long distancesFormal verbal Presentations, speechesInformal written Email, handwritten notesInformal verbal Meetings, conversations09/15/12 16
  17. 17. Outputs 1. Communication Management Plan – The communication management plan matrix – Communication role/ responsibility of stakeholders – Process for escalating issues – Guidelines for meetings, presentations – Report format and frequency of sending the reports 1. Project Document Updates – Project documents that may be updated include: • Project schedule, • Stakeholder register, and • Stakeholder management strategy.09/15/12 17
  18. 18. Communication Management Plan SampleCommunic Objective of Medium Frequen Audience Owner Deliverableation Type Communication cyKickoff Meeting Introduce the project team •Face to Face Once •Project Project •Agenda and the project. Review Sponsor Manager •Meeting Minutes project objectives and •Project Team management approach. •StakeholdersProject Team Review status of the •Face to Face As needed •Project Team Project •AgendaMeetings project with the team. •Conference Manager •Meeting Minutes CallMonthly Project Report on the status of the •Face to Face Monthly •PMO ProjectStatus project to management. presentation ManagerMeetings •Conference CallProject Status Report the status of the •Face to Face Weekly •Customer Project •Project StatusReports project including activities, presentation •Project Manager Report progress, costs and •Email Sponsor issues. •Project Team •Stakeholders 09/15/12 18
  19. 19. 9.3 Distribute Information The process of making relevant information available to project stakeholders as plannedInputs • Project management plan • Organizational process assets • Performance reportsTools & • Communication methods • Information distribution toolsTechniquesOutputs • Organizational process assets updates09/15/12 19
  20. 20. Inputs1. Project Management Plan:- Contains the communication management plan2. Performance Reports – Performance reports show current project performance and status information – They are used by management and stakeholder to evaluate the project and make decision to ensure that the project is performing against plan3. Organizational Process Assets – Organizational communication standards and policies – Communication guidelines – Available communication technology – Templates – Information security requirements – Historical information, Lessons learned 09/15/12 20
  21. 21. Tools & Techniques 1. Communication Methods2. Information Distribution Tools – Hard copy document distribution – Electronic communication and conferencing tools • Emails, • Fax • Voice mail, • Video and web conferencing – Electronic tools for project management • Web interfaces to scheduling and project management software • Meeting and virtual office support software • … 09/15/12 21
  22. 22. Outputs 1. Organizational process assets update – Example of organization process assets updates include: • Lessons learned document about information distribution • Project reports (formal and informal) that detail project status, issues log, project closure reports… • Project presentations made by the project team member to stakeholders • Feedback from stakeholders • Stakeholder notifications about project issues and changes • …09/15/12 22
  23. 23. 9.4 Manage Stakeholder Expectations The process of communicating and working with stakeholders to meet their needs and addressing issues as they occurInputs • Stakeholder register • Issue log • Stakeholder management • Change log strategy • Organizational process assets • Project management planTools & • Communication methods • Management skillsTechniques • Interpersonal skillsOutputs • Organizational process • Project management plan assets updates updates • Change request • Project document updates09/15/12 23
  24. 24. Inputs1. Stakeholder Register2. Stakeholder Management Strategy3. Project Management Plan4. Issue Log: - The issue log is a database listing each issue, when it was opened, and who the “owner” is.5. Change Log – A change log is a project document where all change requests are recorded – These changes and their impact to the project in terms of time, cost, and risk, must be communicated to the appropriate stakeholders.6. Organizational Process Assets – Issues management procedures, change control procedures. – Historical information about previous project: Project reports, Lessons learned, Past experience working with the same stakeholders, Team experience on similar project. 09/15/12 24
  25. 25. Tools & Techniques 1. Communication Methods 1. Interpersonal Skills & Management Skills – Communication management and skills – Leadership and management skills – Impactful presentation skills – Effective negotiation skills – Conflict handling and problem solving skills – People coaching and effective feedback – Human skills for efficient teams09/15/12 25
  26. 26. Outputs1. Organizational Process Assets Updates – Lessons learned from managing stakeholder expectations should be updated in lessons learned documentation2. Change Requests – Any change during managing stakeholder expectations will be requested and performed the Integrated change control process3. Project Management Plan Updates – Communication plan should be updated if the stakeholder management strategies are not working as intended4. Project Document Updates – Update relevant documents to include: • Stakeholder management strategy, Stakeholder register • Issue log, Change log09/15/12 26
  27. 27. 9.5 Report Performance The process of collecting and distributing performance information, including status reports, progress measurements and forecastsInputs • Project management plan • Budget forecasts • Work performance • Organizational process assets information • Work performance measurementsTools & • Variance analysis • Communication methodsTechniques • Forecasting methods • Reporting systemsOutputs • Performance reports • Change reports • Organizational process assets updates09/15/12 27
  28. 28. Inputs1. Project Management Plan – Includes the performance measurement baselines, such as scope, cost, schedule, and sometimes, technical and quality measures2. Work Performance Information – Status of deliverables – Actual costs incurred – Schedule progress3. Work Performance Measurement – Planned versus actual schedule performance – Planned versus actual cost performance – Planned versus actual technical performance – Quality measurements – Risk monitoring and controlling elements (Risk Register)4. Budget Forecasts – Estimate at completion (EAC), Estimate to completion (ETC)5. Organizational Process Assets – Report templates – Policies and procedures that define the measures and indicators to be used – Organizationally defined variance limits 09/15/12 28
  29. 29. Tools & Techniques1. Variance Analysis – Comparing the differences between actual project results and planned or expected results2. Forecasting Methods3. Communication Methods4. Reporting System – Reporting system provide standard tools for capturing, storing and distributing key project performance information 09/15/12 29
  30. 30. Outputs1. Performance Reports: should provide the kinds of information and the level of detail required by stakeholders and may include:  Status report: where project now stands regarding performance measurement baselines on cost, schedule, scope & quality  Progress report: describing what has been accomplished  Trend report: examining project result over time to see if performance in improving or deteriorating.  Forecasting report: predicting future project status & performance  Variance report: comparing actual result to baseline  Earned Value: integrating scope, cost, schedule measures to access project performance.  Commons formats for Performance Reports: Bar charts, S-curves, Histograms, Tables2. Organizational Process Assets updates: Lessons learned, Docs, Historical information, Risk control procedures, Financial database containing information such as labor hours, incurred cost, budgets and any project cost overruns3. Change requests: Variances from planned cost and schedule are often the triggers for implementing project changes. These changes are handle in the Perform Integrated Change Control process. 09/15/12 30
  31. 31. Question?1/ Can PM control all communications?2/ Should PM try to control communications?3/ Percentage of PM’s time is spent to communicate?09/15/12 31
  32. 32. Exercises• Progress report• Status report09/15/12 32

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