Project Comms
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Project communications management involves identifying stakeholders, planning communications, distributing information, managing stakeholder expectations, and reporting performance. Effective communication is key, as project managers spend most of their time communicating. The communication process includes encoding messages, transmitting messages through a medium which can include noise, and decoding the message. Planning communications involves analyzing requirements, selecting communication methods and models. Information is then distributed according to the plan using various written and verbal techniques. Stakeholder expectations are managed through applying communication and interpersonal skills. Performance is reported using tools like Gantt charts and S-curves.
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Project Comms
- 2. Communications Management • The processes required to ensure timely and appropriate generation, collection, distribution, storage, recovery, and ultimate disposition of project information
- 3. Why Do We Manage Communications? • Project Managers spend most of their time communicating • Communication is complex; requiring choices between: – Sender-Receiver models – Choice of media – Writing style – Presentation techniques – Meeting management
- 4. Communication Model • Encode – Translate thought to language • Message – Output of encoding • Medium – Method to convey message • Noise – Interference with transmission/understanding • Decode – Translation back to thought/idea Encode Sender Decode Decode Receive rEncode Message Feedback - Message MEDIUM Noise Noise
- 5. Communication Model • Communications model implies feedback required • Key Terms – Nonverbal – 55% of Communication – Paralingual – Pitch and tone of voice – Active listening – Receiver confirms message and asks for clarification – Effective listening – Receiver pays attention, thoughtfully responds, and provides feedback
- 6. How Do We Manage Communications? • Five processes – Identify Stakeholders – Plan Communications – Distribute Information – Manage Stakeholder Expectations – Report Performance Plan Communication s Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders
- 7. Identify Stakeholders Project Charter Enterprise Environmental Factors Organizational Process Assets Procurement Documents Stakeholder Register Stakeholder Management Strategy Stakeholder analysis Expert Judgment Inputs Outputs Tools & Techniques Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders
- 8. Plan Communications Stakeholder Register Enterprise Environmental Factors Organizational Process Assets Stakeholder Management Strategy Communications Management Plan Project Document Updates Communications requirement analysis Communications technology Communications models Communications methods Inputs Outputs Tools & Techniques Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders
- 9. Com Requirement Analysis • Who needs to know and how much? • Communicate good and bad, but not too much to affect the team • Communication channels grows exponentially not linearly as team members are added! # of Com Channels = N(N-1)/2 Where N = # of Stakeholders
- 10. Communications Mgmt Plan • Who, what, when, and how information is to be distributed Information Type D istribution Frequency C ham pion Project M anager R &D D istribution Sales and M arketing File Charter Revision Project Plan Revision Launch Plan Revision Product Specifications Revision Schedule Monthly Weekly Updates Weekly Project Minutes Weekly Project emails As-Appropriate Project Memos As-Appropriate Vendor Info As-Appropriate Progress Update Quarterly Contractor Info
- 11. Distribute Information Organizational Process Assets Updates Communications methods Information distribution toolsInputs Outputs Tools & Techniques Project Management Plan Performance Reports Organizational Process Assets Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders
- 12. Distribution Techniques - Written • PM Sort and Distribute – Small projects only, issues with timely delivery of info • Document Control Sort & Distribute – Mid sized projects, issues with retention of staff qualified to sort info • Document Control Notification – Daily list of all docs received emailed to team, who are directed to central location for document review
- 13. Distribution Techniques - Verbal • Where do team members get their information? – 7% from words – 38% from tone – 55% non-verbal signals • Your presentation style is extremely important
- 14. Manage Stakeholder Expectations Stakeholder Register Stakeholder Management Strategy Project Management Plan Issue Log Change Log Organizational Process Assets Communications methods Interpersonal skills Management skills Inputs Outputs Tools & Techniques Organizational Process Assets Updates Change Requests Project Management Plan Updates Project Document Updates Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders
- 15. Why Manage Stakeholders? • We Retain – 10% from reading – 20% hearing – 30% read and hear – 50% that we discuss – 80% of experiences – 90% that we teach Agreements without documentation will come back to haunt you!
- 16. Report Performance Variance analysis Forecasting methods Communications methods Reporting systems Inputs Outputs Tools & Techniques Project Management Plan Work Performance Information Work Performance Measures Budget Forecasts Organizational Process Maps Performance reports Change Requests Organizational Process Assets Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders
- 17. Performance Reports • Common Types – Gantt Charts – S-Curves – Histograms – EVA Tables