Smsvn pmp training_slides_chapter_10

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  • Communications management plan contains:Stakeholder communication requirementsInformation to be communicated, including language, format, content and level of detailReason for the distribution of that informationTime frame and frequency for the distribution of required information and receipt of acknowledgment or response, if applicablePerson responsible for communicating the informationPerson responsible for authorizing release of confidential informationPerson or groups who will receive the informationMethods or technologies used to convey the information, such as memos, email, and/or press releasesResources allocated for communication activities, including time and budgetEscalation process identifying time frames and the management chain (names) for escalation of issues that cannot be resolved at a lower staff level.Method for updating and fefining the communications management plan as the project progresses and developsGlossary of common terminologyFlow charts of the information flow in the project, wokflows with possible sequence of authorization, list of reports, and meeting plans …Communication constraints usually derived from a specific legislation or regulation, technology, and organizational policies …Can also include guidelines and templates for project status meeting, project team meetings, e-meetings and email messages.
  • Informal written: Email, memosFormal written: Contract, legal notices, project documentInformal verbal: meeting, discussion, phone callsFormal verbal: speeches, mass communication, presentations
  • General rules:Set a time limitSchedule recurring meeting in advanceMeeting with team regularlyBefore the meeting:-Have a purpose for each meeting-Create agenda with team input-Distribute agenda before hand-Bring right people together-Let people know their responsibility in advanceDuring the meeting-Chair and lead the meeting-Assign deliverables and time limits for all work assignmentsAfter the meeting-Document and publish meeting minutes
  • General rules:Set a time limitSchedule recurring meeting in advanceMeeting with team regularlyBefore the meeting:-Have a purpose for each meeting-Create agenda with team input-Distribute agenda before hand-Bring right people together-Let people know their responsibility in advanceDuring the meeting-Chair and lead the meeting-Assign deliverables and time limits for all work assignmentsAfter the meeting-Document and publish meeting minutes
  • Quá trình chính thức hóa sự chấp nhận của các phân phôi dự án hoàn thành.Các lợi ích quan trọng của quá trình này là nó mang tính khách quan cho quá trình chấp nhận và làm tăng cơ hội của sản phẩm cuối cùng, dịch vụ, hoặc chấp nhận kết quả bằng cách xác mỗi deliverable.
  • Smsvn pmp training_slides_chapter_10

    1. 1. PROJECT COMMUNICATION MANAGEMENT 1
    2. 2. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PROJECT COMMUNICATION MANAGEMENT What is Project Communications? 2 Supervisor Team Stakeholders Team U p d a t e U p d a t e Report Consult Vertical (up and down the organization) and horizontal (with peers) PM Internal (within the project), External (customers, vendors, other projects, organizations), Official (newsletter, annual report), Unofficial (off the record communications) Formal (reports, minutes, briefings), Informal (emails, memos, ad-hoc discussions), Verbal (vice inflections) and nonverbal (body language), written
    3. 3. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PROJECT COMMUNICATION MANAGEMENT We have thousand ways to communicate in our world 3
    4. 4. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PROJECT COMMUNICATION MANAGEMENT Why we have to take effective communications? 4
    5. 5. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PROJECT COMMUNICATION MANAGEMENT Why we have to take effective communications? 5 Projects go wrong because of poor communication
    6. 6. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PROJECT COMMUNICATION MANAGEMENT  In fact, PMs (Project Managers) spend 90% of his time communicating in different ways, different forms, and to different stakeholders. Of this time spent communicating, 50% will be spent communicating with project team members. 6
    7. 7. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PROJECT COMMUNICATION MANAGEMENT  PMs spend most of their time communicating with team members and other project stakeholders, whether they are internal or external to the organization.  Effective communication creates a bridge between diverse stakeholders who may have different cultural and organizational backgrounds, different levels of expertise and different perspectives and interests, which impact or have an influence upon the project execution or outcome. 7
    8. 8. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PROJECT COMMUNICATION MANAGEMENT  Project communications management is focused upon the processes of developing a communications management plan, gathering and distributing project information according to the communications management plan, and checking that you are completing the communications activities in accordance with the plan. 8
    9. 9. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PROJECT COMMUNICATION MANAGEMENT 9 Knowledge Area Process Initiating Planning Executing Monitoring & Contol Closing Communication 10.1 Plan Communications Management 10.2 Manage Communications 10.3 Control Communications Enter phase/ Start project Exit phase/ End project Initiating Processes Closing Processes Planning Processes Executing Processes Monitoring & Controlling Processes
    10. 10. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 10  Develop a communication plan based on the project organization structure and external stakeholder requirements, in order to manage the flow of project information.  Conduct a kick-off meeting with all key stakeholders, in order to announce the start of the project, communicate the project milestones, and share other relevant information Inputs 1. Project management plan 2. Stakeholder register 3. EEF 4. OPA Tools & Techniques 1. Communication requirements analysis 2. Communication technology 3. Communication models 4. Communicaton methods 5. Meetings Outputs 1. Communications management plan 2. Project documents updates
    11. 11. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 11 Outputs  Communications management plan Describe how project communications will be planned, structured, monitored and controlled.  Can be formal or informal  Highly detailed or broadly framed  and based on the needs of the project.  Project document updates  Stakeholder register and stakeholder management strategy, project schedule
    12. 12. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 12 Tool and techniques  Communications requirements analysis Internal and external information needs? Organization structure? Stakeholder responsibility relationships? stakeholder needs? number of persons involved? (N(N-1)/2 channels)  Determine who will communicate with whom and who will receive what information.  Project resources shall expended only on communicating information that contributes to success, or where a lack of information can lead to failure.  This does not mean that bad news shall not be communicated, but concentrate on efforts that lead to success rather than information dumping.
    13. 13. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 13 Tool and techniques  Communications technology  As part of the communications planning, the PM should identify all of the required and approved methods of communicating.  Communication modalities can also include meeting, reports, memos, emails and so on.  Factors that can be effect the project include urgencty, availability, expected, duration and environment.
    14. 14. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 14 Tool and techniques  Communication models N O I S E N O I S E Sender Receiver
    15. 15. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 15 Tool and techniques  Communication models  The sender’s responsibilities are to:  Encode the message clearly  Select a communication method  Send the message  Confirm that the message was understood by the receiver  The receiver’s responsibilities are to:  Make sure that the information is received in its entirety  Decode the message  Confirm that the message was understood
    16. 16. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 16 Tool and techniques  Communication methods (1/2)  Push communication (send a specific information to speccific recipients, this ensure that message is sent but will not certify that it is actually received or understood)  Pull communication (used for large volume of information and large audiences, recipients has to access the communication content at their own discretion)  Interactive communication (between two ormor parties in mulidirectional => most effective way)
    17. 17. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 17 Tool and techniques  Communication methods (2/2)  Individual and group meetings, video and audio conferences, computer chats, and other remote communication methods are used to distribute information (formal, informal, verbal and nonverbal, writen)  Any time you need to get a message to a client or sponsor, you use formal communication.  Any project document: management plan, requirement specification, contrac -> always formal writen.  Meetings are always informal verbal, even if the meeting is to say some thing really important.
    18. 18. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 18 Tool and techniques  Meetings  Planning session is commonly faciliated through meetings, which may be conducted face to face or online and in different locations.  Status review meetings can be used to exchange and analyze information about the project progress and performance.
    19. 19. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.1 PLAN COMMUNICATIONS MANAGEMENT 19 Inputs  Project management plan  Stakeholder register Stakeholders and information needed  EEF  OPA
    20. 20. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.2 MANAGE COMMUNICATIONS 20  Execute the tasks as defined in the project plan, in order to achieve the project deliverables within budget and schedule. Inputs 1. Communications management plan 2. Work performance reports 3. EEF 4. OPA Tools & Techniques 1. Communication technology 2. Communication models 3. Communication methods 4. Information management systems 5. Performance reporting Outputs 1. Project communications 2. Project management plan updates 3. Project documents updates 4. OPA updates
    21. 21. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.2 MANAGE COMMUNICATIONS 21 Outputs  Project communications  Status reports describe where the project stands at a specific point in time  Progress reports describe what the project team has accomplished during a certain perfiod of time.  Trend reports, forecasts  Variance report (EV, SV, CV …)  Lesson learned documentation  Project management plan updates  Pproject documents updates  OPA updates
    22. 22. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.2 MANAGE COMMUNICATIONS 22 Tool and techniques  Communication technology  Communication models  Communication methods
    23. 23. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.2 MANAGE COMMUNICATIONS 23 Tool and techniques  Information management systems  Hard-copy document management, electronic communications management, electronic project management tools (software).  Performance reporting  Performance reports organize and summarize the information gathered, present the results of any analysis as compared to the performance measurement baseline.  Requires some basic tasks: status review, variance analysis, trend analysis, forecast.
    24. 24. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.2 MANAGE COMMUNICATIONS 24 Inputs  Communications management plan  Work performance reports Project performance and status information  EEFs  OPAs
    25. 25. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.3 CONTROL COMMUNICATIONS 25  Communicate project status to stakeholders for their feedback, in order to ensure the project aligns with business needs Inputs 1. Project management plan 2. Project communications 3. Issue log 4. Work performance data 5. OPA Tools & Techniques 1. Information management systems 2. Expert judgment 3. Meetings Outputs 1. Work performance information 2. Change requests 3. Project management plan updates 4. Project documents updates 5. OPA updates
    26. 26. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.3 CONTROL COMMUNICATIONS 26 Outputs  Work performance information Status and progress information on the project at the level of detail required by the various stakeholders.  Change requests Corrective actions, preventive actions, defect repair.  Project management plan updates  Project documents updates  OPA updates
    27. 27. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.3 CONTROL COMMUNICATIONS 27 Tool and techniques  Information management systems  Expert judgment
    28. 28. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.3 CONTROL COMMUNICATIONS 28 Tool and techniques  Meetings  General rules:  Set a time limit; schedule recurring meeting in advance; meeting with team regularly.  Before the meeting:  Have a purpose for each meeting; create agenda with team input.  Distribute agenda before hand; bring right people together.  Let people know their responsibility in advance.  During the meeting:  Chair and lead the meeting; assign deliverables and time limits for all work assignments.  After meeting:  Document and publish meeting minutes
    29. 29. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 10.3 CONTROL COMMUNICATIONS 29 Inputs  Project management plan  Project communications  Issue log Used to faciliate communication and ensure a common understanding of issues  Work performance data Can include details about which communications have actually been distributed, feedback on communications, survey results on communication effectiveness, or other raw observations identified during communication activities.  OPA
    30. 30. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 PMI’s philosophy  Project manager is primarily responsible for communication.  Major source of problems in projects arise due to poor communication.  It is essential that the project manager distribute accurate project information in a timely manner and to the right audience.  Communication may be a mixture of formal and informal, written and verbal, but it is always proactive and thorough.  Project manager shall emphasize on communications which will result in positive outcomes rather than information dumping. 30 PROJECT COMMUNICATION MANAGEMENT
    31. 31. SMSVN – PMP Training Course 2013 – Chapter 10 Prepared by Pham Manh Lan - 20/08/2013 Communication is very important, even in love!!! 31 PROJECT COMMUNICATION MANAGEMENT
    32. 32. 32 Thank You NEXT TOPIC: PROJECT RISK MANAGEMENT

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