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Dr. Mostafa Elgamala
PMP-ITIL-IBDL-LDP8
RHCE-MCSA-CCNA/CCAI-CSCU
Communication considerations
 Internal vs. external
 Formal vs. informal
 Vertical vs. horizontal
 Written vs. oral
 Official vs. unofficial
 Verbal vs. nonverbal.
Communication skills
 Listening actively
 Questioning
 Presentation skills
 Coaching
 Negotiation
 Resolving conflict
 Interviewing management
 Meeting management
Project communications management
Plan Manage Control
Plan communication management
 Plan for project communications based on
stakeholder’s information needs .
 Identifies and documents the approach to
communicate most effectively and efficiently .
 Efficient communication providing only
the needed information.
 Effective communication
 Information in the right format,
 at the right time,
 to the right audience.
Inputs
• Project
management
plan
• Stakeholder
register
• EEF
• OPA
Tools &
techniques
• Communication
requirements
analysis
• Communication
technology
• Communication
methods
• Meetings
Outputs
• Communication
management
plan
• Project
documents
update
Tools & techniques
 Communication requirements analysis:
 Who need to know what ?
 Type & format & time of information needed.
 No of channels = n(n-1)/2
 Communication technology :
Method used to transfer information among project
stakeholders, depends factors:
Urgency of the need for information
Availability of technology
Ease of use
Sensitivity of information
 Communication blockers
 Negative statements
 Language
 Culture diversity
 Distance
 Feedback types:
 Positive feedback
 Negative feedback
 Constructive feedback
 Communication methods:
Interactive communication (most effective)
 Meeting, video conference, phone calls
Push communication (send & forget)
 Letter, e-mails, faxes
Pull communication
 Internet sites.
Communication method When used
Formal written Complex problem, plans,
charters, contracts
Formal verbal Presentations
Informal written Email
Informal verbal Meeting, conversation
 Meetings
 Why meetings?
 Team work spirit
 Conflict resolution
 Coordination between activities
 Experience transfer
 Consensus in decisions
Effective meeting
 Goal determination
 Meeting agenda preparation
 Meeting tools preparation
 Choose & communicate date/time/duration/people
 Participant identification
 Focus on topics
 On time
 Choose coordinator
 Meeting minutes/action plan distribution
Meeting members
 Director
 Coordinator
 Registrar/Editor
 Participants
Outputs
 Communication management plan :
 Information needed
 Time of communication
 Method of communication
 Format
 Person or group who will receive the information
 Project Documents Updates
Manage Communications
 Creating, collecting, distributing, storing,
retrieving, and the disposition of information.
Inputs
• Communications
management plan
• Work
performance
reports
• EEF
• OPA
Tools &
techniques
• Communication
technology
• Communication
methods
• Information
management
systems
• Performance
reporting
Outputs
• Project
communications
• Project
management plan
updates
• Project
documents
updates
• Organizational
process assets
updates
Input
 Communications management plan
 Work performance reports: facilitate discussion
and to create communications.
 EEF
 OPA
Report types
 Earned value: Assess project performance
 Lesson learned: Used for future projects
 Forecasting: Predicts future project performance
 Trend: Examine project result over time
 Status: Describe the current status of the project
Tools & techniques
 Communication technology
 Communication methods
 Performance reporting
 Information management systems
Output
 Project Communications:
 Required activities for information to be created,
distributed, received, acknowledged, and understood,
include :
 Performance reports,
 Deliverables status,
 Schedule progress,
 Cost.
 Project Management Plan Updates:
 Project baselines,
 Communications management plan,
 Stakeholder management.
 Project Documents Updates:
 Issue log,
 Project schedule.
 OPA updates
Control Communications
 Ensure the information needs of the project
stakeholders are met.
 Ensures an optimal information flow among all
communication participants.
Inputs
• Project
management plan
• Project
communications
• Issue log
• Work
performance data
• Organizational
process assets
Tools &
techniques
• Information
management
systems
• Expert judgment
• Meetings
Outputs
• Work
performance
information
• Change requests
• Project
management plan
updates
• Project
documents
updates
• Organizational
process assets
updates
Thanks

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Communication management

  • 2. Communication considerations  Internal vs. external  Formal vs. informal  Vertical vs. horizontal  Written vs. oral  Official vs. unofficial
  • 3.  Verbal vs. nonverbal.
  • 4. Communication skills  Listening actively  Questioning  Presentation skills
  • 5.  Coaching  Negotiation  Resolving conflict  Interviewing management  Meeting management
  • 7. Plan communication management  Plan for project communications based on stakeholder’s information needs .  Identifies and documents the approach to communicate most effectively and efficiently .
  • 8.  Efficient communication providing only the needed information.  Effective communication  Information in the right format,  at the right time,  to the right audience.
  • 9. Inputs • Project management plan • Stakeholder register • EEF • OPA Tools & techniques • Communication requirements analysis • Communication technology • Communication methods • Meetings Outputs • Communication management plan • Project documents update
  • 10. Tools & techniques  Communication requirements analysis:  Who need to know what ?  Type & format & time of information needed.  No of channels = n(n-1)/2
  • 11.  Communication technology : Method used to transfer information among project stakeholders, depends factors: Urgency of the need for information Availability of technology Ease of use Sensitivity of information
  • 12.  Communication blockers  Negative statements  Language  Culture diversity  Distance
  • 13.  Feedback types:  Positive feedback  Negative feedback  Constructive feedback
  • 14.  Communication methods: Interactive communication (most effective)  Meeting, video conference, phone calls Push communication (send & forget)  Letter, e-mails, faxes Pull communication  Internet sites.
  • 15. Communication method When used Formal written Complex problem, plans, charters, contracts Formal verbal Presentations Informal written Email Informal verbal Meeting, conversation
  • 17.  Why meetings?  Team work spirit  Conflict resolution  Coordination between activities  Experience transfer  Consensus in decisions
  • 18. Effective meeting  Goal determination  Meeting agenda preparation  Meeting tools preparation  Choose & communicate date/time/duration/people  Participant identification  Focus on topics  On time  Choose coordinator  Meeting minutes/action plan distribution
  • 19. Meeting members  Director  Coordinator  Registrar/Editor  Participants
  • 20. Outputs  Communication management plan :  Information needed  Time of communication  Method of communication  Format  Person or group who will receive the information  Project Documents Updates
  • 21. Manage Communications  Creating, collecting, distributing, storing, retrieving, and the disposition of information.
  • 22. Inputs • Communications management plan • Work performance reports • EEF • OPA Tools & techniques • Communication technology • Communication methods • Information management systems • Performance reporting Outputs • Project communications • Project management plan updates • Project documents updates • Organizational process assets updates
  • 23. Input  Communications management plan  Work performance reports: facilitate discussion and to create communications.  EEF  OPA
  • 24. Report types  Earned value: Assess project performance  Lesson learned: Used for future projects  Forecasting: Predicts future project performance  Trend: Examine project result over time  Status: Describe the current status of the project
  • 25. Tools & techniques  Communication technology  Communication methods  Performance reporting  Information management systems
  • 26. Output  Project Communications:  Required activities for information to be created, distributed, received, acknowledged, and understood, include :  Performance reports,  Deliverables status,  Schedule progress,  Cost.
  • 27.  Project Management Plan Updates:  Project baselines,  Communications management plan,  Stakeholder management.  Project Documents Updates:  Issue log,  Project schedule.  OPA updates
  • 28. Control Communications  Ensure the information needs of the project stakeholders are met.  Ensures an optimal information flow among all communication participants.
  • 29. Inputs • Project management plan • Project communications • Issue log • Work performance data • Organizational process assets Tools & techniques • Information management systems • Expert judgment • Meetings Outputs • Work performance information • Change requests • Project management plan updates • Project documents updates • Organizational process assets updates