This document discusses project communication management. It describes planning communication by identifying stakeholder information needs, defining the communication approach, and creating a communication management plan. It discusses managing communication through creating, distributing, and storing project information using various communication methods and technology. It also discusses controlling communication to ensure information needs are met and optimal information flow through monitoring work performance data and using meetings and expert judgement.

1. Dr. Mostafa Elgamala
PMP-ITIL-IBDL-LDP8
RHCE-MCSA-CCNA/CCAI-CSCU

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

6. Project communications management
Plan Manage Control

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

16.  Meetings

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

30. Thanks