The document provides information on project communication management processes. It discusses planning communications (10.1), which includes developing a communications management plan that identifies stakeholders' information needs and the appropriate approach. It also discusses managing (10.2) and controlling (10.3) communications in accordance with the plan. Key aspects of planning communications that are outlined include communication requirements analysis, models, methods, meetings and developing the communications management plan.

1. ENG. OMER ALSAYED OMER
MBA, PMP, B.SC.(CIVIL ENG.)
: PMO MANAGER @EWU-DIU
omeralsayed@yahoo.com facebook.com/2t-pm +249123494587

2. ‫א‬‫א‬‫א‬


﴿١٨﴾


﴿١٩
﴾
OSO OCT 2013

3. Project Communications
Management
includes the processes that are required to ensure timely and appropriate :
OSO OCT 2013
planning, collection, creation, distribution, storage,
retrieval, management, control, Monitoring ultimate
disposition
of project information.

4. Project Communications Processes
OSO OCT 2013
10.2 Manage Communications10.1 Plan Communications M 10.3 Control Communications

5. Communication potential
dimensions
OSO OCT 2013

6. Project Management Process Group and Knowledge
Area Mapping
Knowledge Area Initiating Planning Executing M& C Closing
4. Project Integration Management
4Develop
Project Charter
4.2 Develop Project
Management Plan
4.3 Direct & Manage Project
Work
4.4 Monitor & Control Project Work
4.5 Perform Integrated Change Control
4.6 Close Project
or Phase
5. Project Scope Management
5Plan Scope Management
5.2 Collect Requirements
5.3 Define Scope
5.4 Create WBS
5.5 Validate Scope
5.6 Control Scope
6. Project Time Management
6Plan Schedule Management
6.2 Define Activities
6.3 Sequence Activities
6.4 Estimate Activity Resources
6.5 Estimate Activity Durations
6.6 Develop Schedule
6.7 Control Schedule
7. Project Cost Management
7Plan Cost Management
7.2 Estimate Costs
7.3 Determine Budget
7.4 Control Costs
8. Project Quality Management 8Plan Quality Management 8.2 Perform Quality Assurance 8.3 Control Quality
9. Project Human Resource
Management
9.1 Plan Human Resource
Management
9.2 Acquire Project Team
9.3 Develop Project Team
9.4 Manage Project Team
10. Project Communications
Management
10Plan Communications Management 10.2 Manage Communications 10.3 Control Communications
11. Project Risk Management
11Plan Risk Management
11.2 Identify Risks
11.3 Perform Qualitative Risk Analysis
11.4 Perform Quantitative Risk Analysis
11.5 Plan Risk Responses
11.6 Control Risks
12. Project Procurement
Management
12Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements
12.4 Close
Procurements
13. Project Stakeholder
Management
13Identify
Stakeholders
13.2 Plan Stakeholder
Management
13.3 Manage Stakeholder
Engagement
13.4 Control Stakeholder
Engagement
OSO OCT 2013

7. communication skills
Listening Questioning Educating Fact‐finding Setting
expectations
Persuading Motivating Coaching Negotiating Resolving
conflict
Summarizing
OSO OCT 2013
 55% of communications is non-verbal
 90% of Project Manager's time is communicating

8. Effective Listening
OSO OCT 2013
the most important skills for a PM
1. Face the speaker and maintain EYE
contact.
2. Be attentive, but
relaxed.
3. Keep an open
mind.
4. Listen & PICTURE what is
saying
5. Don’t INTERRUPT or impose your
“solutions.”
9 Give the speaker regular
FEEDBACK
8 Try to FEEL what the speaker is
feeling
7 Ask questions only to ENSURE
understanding
6 Wait for the speaker to pause to ask CLARIFYING
questions.
10 Pay attention to what ISN’T said—to nonverbal
cues

9. !
OSO OCT 2013
Face the speaker
and maintain EYE
contact
10 Pay attention to
what ISN’T said—to
nonverbal cues
Don’t INTERRUPT or
impose your
“solutions.”

10. 10.1 Plan Communications
Management
developing an appropriate APPROACH and plan for project communications based on.
OSO OCT 2013
Inputs
Project management plan
Stakeholder register
Enterprise environmental
factors
Organizational process
assets
T&T
Communication
requirements analysis
Communication
technology
Communication models
Communication methods
Meetings
Outputs
Communications
management plan
Project documents
updates
identifies and
documents the
approach to
communicate most
EFFECTIVELY and
EFFICIENTLY with
stakeholders.
stakeholder’s information
needs
requirements
available
organizational assets

11. 4 Integration 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders
EEF
OPA
Enterprise/
Organization10.1 Plan
Communications
Management
10.1.1
10.1.3
10.1.4Communications
management
plan
10.2 Manage
Communications
Communication requirements analysis
Communication technology
Communication models
Communication methods
Meetings
10.1 Plan Communications
Management Data flow diagram
OSOOCT
2013
4.2 Develop
Project M Plan
Project M Plan
13.1 Identify
Stakeholders
S/H Register
10.1.2
13.3 Manage
Stakeholder
Engagement
Project
Documents
Project
Documents (U)
 Schedule
 S/H REGISTER

12. 10.1 Plan Communications
Important considerations :
OSO OCT 2013
Who :
•needs
/authorized;
When
•need
Where
•stored;
What
•format
How
•retrieved
Whether
•barriers

13. 10.1 Plan Communications
OSO OCT 2013
information
is provided
in the
RIGHT
format
at the
RIGHT
time
To the
RIGHT
audience
with the
RIGHT
impact.
providing ONLY the information
that is NEEDED..
Efficient communication

14. 10.1.2.1 Communication Requirements
Analysis
information needs type and format value of information.
OSO OCT 2013
Organizational charts;
Project organization & stakeholder responsibility relationships;
Disciplines, departments, and specialties
Logistics of how many / at which locations;
Internal information needs (within organizations);
External information needs (media, public, or contractors)
Stakeholder information (stakeholder register)
1 Plan Communications Management
Sources of
information to
identify /define
project
communication
requirements:

15. number of potential
communication channels
OSO OCT 2013
PCC
n(n – 1)/2

16. 10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.2 Communication Technology
The methods used to transfer information
OSO OCT 2013
2 Plan Communications Management
Factors that can affect the choice of communication technology :

17. 10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.3 Communication Models
OSO OCT 2013
3 Plan Communications Management
Encode
Decode
Decode
Encode
receiver
Transmit Message Noise
Noise
Feedback Message
Acknowledge Message
medium

18. 10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.3 Communication Models
Encode
• Thoughts/ideas
translated into
language.
Transmit Message.
• information through
communication channel
(medium).
NOISE :
• various factors
compromised message.
Decode.
• message translated
back into meaningful
thoughts or ideas.
Acknowledge
• signal receipt of the
message
Feedback/Response
• transmits message to
the original sender.
OSO OCT 2013
3 Plan Communications Management

19. 10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.4 Communication methods
several communication methods that are used to share information among project stakeholders.
OSO OCT 2013
4 Plan Communications Management
• 2+
• Multi‐dir
• Efficient
•meetings, phone
calls, instant
messaging, video
conferencing
Interactive
distributed
understood ?
letters, memos,
reports, emails,
press releases, etc.
Push
large volumes
intranet sites, e‐
learning, lessons
learned databases,
knowledge
repositories, etc.
Pull

20. 10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.5 Meetings
to determine the most APPROPRIATE way to update and communicate
project information, and to respond to requests from various stakeholders
for that information
OSO OCT 2013
4 Plan Communications Management

21. 10.1.3 Plan Communications Management: outputs
10.1.3.1 Communications Management Plan
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;
Methods or
technologies
Resources Escalation process
Method for updating
and refining the
communications
management plan
Glossary of common
terminology;
Flow charts of the
information flow
Communication
constraints
OSO OCT 2013
1 Plan Communications Management

22. 10.2 Manage
Communications
creating, collecting, distributing, storing, retrieving, and the ultimate disposition
of project information in accordance to the communications management plan.
OSO OCT 2013
Inputs
Communications
management plan
Work performance reports
Enterprise environmental
factors
Organizational process
assets
T&T
Communication technology
Communication models
Communication methods
Information management
systems
Performance reporting
Outputs
Project communications
Project management plan
updates
Project documents updates
Organizational process
assets updates
enables an
EFFICIENT &
EFFECTIVE
communications
flow between
project
stakeholders.

23. 4 Integration 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders
EEF
OPA
Enterprise/
Organization10.1 Plan
Communications
Management
Communications
management
plan
10.2 Manage
Communications
Communication technology
Communication models
Communication methods
Information management systems
Performance reporting
10.2 Manage Communications
Data flow diagram
OSOOCT
2013
Project
Documents
4.4 Monitor &
control P. works
Work
performance
reports
Project
Communications
Project
Documents (U)
OPA(U)
10.3 CONTROL
Communications
Issue log
Project schedule, and
Project funding requirements

24. Information management
systems
letters, memos,
reports,
Hard‐copy document
management
e‐mail, fax, voice
mail, telephone,
video and web
conferencing,
websites, and web
publishing; and
Electronic
communications
management
web interfaces to
scheduling and
project
management
software,
EPMT Electronic project
management tools
OSO OCT 2013
4 10.2 Manage Communications

25. Performance reporting
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, and
Other relevant information, which is reviewed and discussed.
OSO OCT 2013
5 10.2 Manage Communications
collecting and distributing performance information, including:

26. Performance reporting
• where the project now standsStatus Report
• what has been accomplished.Progress Report
• if performance is improving or deterioratingTrend Report
• future project status and performance.Forecasting Report
10.2 Manage Communications
Daily
weekly
Monthly
REPORT
Daily
weekly
Monthly
REPORT

28. 10.2.3.1 Project Communications
Project communications may include but are not limited to:
10.2 Manage Communications
the urgency
and impact
method of
delivery,
level of
confidentiality.
factors influence
Project
communications
performance
reports,
deliverables
status,
schedule
progress,
cost
incurred.

29. 10.2.3.1 Project Documents Updates
10.2.3.4 Organizational Process Assets Updates
10.2 Manage Communications
Project Documents Updates
Issue log, Project
schedule
Project funding
requirements.
Organizational Process Assets Updates
Stakeholder
notifications.
Project
reports
Project
presentations
Project
records.
Feedback from
stakeholders
Lessons learned
documentation

30. 10.3 Control
Communications
to ensure the information NEEDS of the project stakeholders
are met.
Inputs
Project management plan
Project communications
Issue log
Work performance data
Organizational process assets
T&T
Information management
systems
Expert judgment
Meetings
Outputs
Work Performance
information
Change requests
Project management plan
updates
Project documents updates
Organizational process assets
updates
t ensures an
OPTIMAL
nformation flow
among all
communication
participants, at
any moment in
ime

31. 10.3 Control Communications
Data Flow Diagram
10.2
Manage
Communications
Project
communications
4.2
Develop
PMP
ect
ement
an
10.3
Control
Communications
4.3 D&M
project
works
13.3
Manage SH
engagement
Enterprise /
Organization
Project
documents
4.4 M&C
project
works
4.5 Perform
ICC
Project
management
plan (u)
Work
performance data
Issue
log
OPA
Project documents
updates
Work
Performance
information
Change requests

32. 10.3.1.1 Project management plan
10.3 Control Communications

33. 10.3.1.3 Issue log
10.3 Control Communications
document and monitor the resolution of issues

34. 10.3.1.5 Organizational process assets
10.3 Control Communications

35. 10.3.2.1 Information Management Systems
10.3 Control Communications
Distribute costs, schedule progress, and performance
information to stakeholders
able reporting, spreadsheet analysis, and presentations

36. 10.3.3.1 Work Performance Information
•
performance
data.
•
performance
data.
organizes and
summarizes
• information • information
provides status
and progress •
stakeholders.
•
stakeholders.
communicated
to
10.3 Control Communications

37. EXAMPLE (COST)
WP AC PV %
EW 125 100 100%
CW 180 250 80%
10.3 Control Communications
WP AC EV CPI
EW 125 100 0.80
CW 180 200 1.11
WP PV CPI FC
EW 100 0.80 125
CW 250 1.11 225
EW
CW
ALL
AC PV EV FC
125 100 100 125
180
250
200 225
305
350
300
350
PROJECT COST PERFORMANCEEW CW ALL

38. Other outputs :example (cost)
From previous example what will happened?
10.3 Control Communications
E…
A…
AC PV EV FC
125
100 100
125
180
250
200
225
305
350
300
350
PROJECT COST PERFORMANCEEW CW
ALL• Change Requests ?10.3.3.2
• Project Management
Plan Updates?10.3.3.3
• Project Documents
Updates?10.3.3.4
• Organizational Process
Assets Updates?10.3.3.5

39. My web sites
2t‐pm
omeralsayed
omeralsayed