This document discusses project communication management. It covers topics such as communication requirements analysis, communication methods, the basic communication model, and the communication management plan. Some key points:
- Project communication management includes planning, distributing, managing, monitoring and controlling all project information.
- The communication management plan details how project communications will be planned, structured, monitored and controlled. It identifies stakeholders, information to be communicated, methods, responsibilities and other details.
- Effective communication requires identifying information needs, the appropriate method based on factors like urgency and confidentiality, and ensuring the right people receive the right information.
- The basic communication model shows how a message is encoded, transmitted through a medium, decoded, and feedback
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Kurt Lewin's "3 Stage model of change" is one of the most simplest form of model to understand the change process. It is very much useful for bringing a vital change in the organization. The illustration used here is of India's economic reforms of 1991.
Notes on reader introducing systems approaches prt 3 vsmJames Cracknell
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Organizational culture and its influence on project managementRuhull
Within any organization, successful project management is contextual. What that means is that the organization itself matters:
its culture;
its structure;
and its strategy. Each play an integral part and together they create the environment in which a project will flourish or founder.
Issues that affect a project can vary widely from company to company.
Contextual issues provide the backdrop around which project activities must operate, so understanding what is beneath these issues truly contributes to understanding how to manage projects.
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Understanding Work Teams, Chapter-10, Organizational Behavior
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There are several different models and metrics used to evaluate PR campaigns, Napier take you through several to ensure you are evaluating your campaigns effectively.
Online PMP certification trainings are delivered through web and the PMP candidate accesses the course from his home, work or wherever he wishes as long as he has a healthy and stable internet connection. Online tests enable the user to prepare for exam according to their convenience.
Learning Organisation adapted from Peter Senge's 5th Discipline - Philosophy,...Yuvarajah Thiagarajah
Learning Organisation - main theme adapted from Peter Senge's 5th Discipline. Conveys what a LO is, it's characteristics, 5 drivers required to build, impact of culture and inhibitors to LO.
A slide show on the Systems Perspective that was made for my Organizational Communications class. Hope you enjoy and if you have any questions please leave a comment.
Organizational culture and its influence on project managementRuhull
Within any organization, successful project management is contextual. What that means is that the organization itself matters:
its culture;
its structure;
and its strategy. Each play an integral part and together they create the environment in which a project will flourish or founder.
Issues that affect a project can vary widely from company to company.
Contextual issues provide the backdrop around which project activities must operate, so understanding what is beneath these issues truly contributes to understanding how to manage projects.
Understanding Work Teams, Chapter-10 Organizational BehaviorDr.Amrinder Singh
Understanding Work Teams, Chapter-10, Organizational Behavior
This PPT is based on the Organizational Behavior Book Written By Stephen P. Robbins & Timothy A. Judge, Edition -17th, Publisher Pearson
There are several different models and metrics used to evaluate PR campaigns, Napier take you through several to ensure you are evaluating your campaigns effectively.
Online PMP certification trainings are delivered through web and the PMP candidate accesses the course from his home, work or wherever he wishes as long as he has a healthy and stable internet connection. Online tests enable the user to prepare for exam according to their convenience.
Communications Management PlanProject NameTable of Contents.docxclarebernice
Communications Management Plan
<Project Name>
Table of Contents
2Introduction
2Communications Management Approach
3Communications Management Constraints
3Stakeholder Communication Requirements
4Roles
6Project Team Directory
6Communication Methods and Technologies
8Communications Matrix
9Communication Flowchart
9Guidelines for Meetings
10Communication Standards
11Communication Escalation Process
12Glossary of Communication Terminology
Introduction
The purpose of the Communications Management Plan is to define the communication requirements for the project and how information will be distributed. The Communications Management Plan defines the following:
· What information will be communicated—to include the level of detail and format
· How the information will be communicated—in meetings, email, telephone, web portal, etc.
· When information will be distributed—the frequency of project communications both formal and informal
· Who is responsible for communicating project information
· Communication requirements for all project stakeholders
· What resources the project allocates for communication
· How any sensitive or confidential information is communicated and who must authorize this
· How changes in communication or the communication process are managed
· The flow of project communications
· Any constraints, internal or external, which affect project communications
· Any standard templates, formats, or documents the project must use for communicating
· An escalation process for resolving any communication-based conflicts or issuesCommunications Management Approach
Approximately 80% of a Project Manager’s time is spent communicating. Think about it – as a Project Manager you are spending most of your time measuring and reporting on the performance of the project, composing and reading emails, conducting meetings, writing the project plan, meeting with team members, overseeing work being performed, meeting with clients over lunch and many more activities related to your projects.
You should give considerable thought to how you want to manage communications on this project. By having a solid communications management approach you’ll find that many project management problems can be avoided. In this section give an overview of your communications management approach.Communications Management Constraints
All projects are subject to limitations and constraints as they must be within scope and adhere to budget, scheduling, and resource requirements. Project planning and documentation are no exception to this rule. There may also be legislative, regulatory, technology, or organizational policy requirements which must be followed as part of communications management. These constraints must be clearly understood and communicated to all stakeholders. While communications management is arguably one of the most important aspects of project management, it must be done in an effective manner and within the constraints of the allocated budget, ...
All about project communications management.
project communication management process
communication planning
information distribution
performance reporting
administrative closure
improving project communication
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Stakeholders are individuals, persons or organizations who are actively involved in the project or have interests that may be positively or negatively affected by the performance or completion of the project
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2. * Project Communications Management includes the processes that
are required to ensure timely and appropriate planning,
collection, creation, distribution, storage, retrieval,
management, control, monitoring and the ultimate disposition
of project information
90% of the Project Manager’s job is Communication
Communications Management
2 www.Testudaan.com
3. Communication activities : Potential dimensions
• Internal ( within the project ) External ( customer, vendor, etc.)
• Formal ( reports, minutes, briefings) Informal ( email, memos, adhoc
discussions)
• Vertical ( up and down the organization) Horizontal ( with peers)
• official ( News letters, annual report) unofficial ( off-the record
communication)
• Written and oral and verbal ( voice inflections) , non verbal ( body
language)Project manager cannot control all communications but should try to control or
prevent miscommunication, unclear directions, and scope creeps
Communications Management
3 www.Testudaan.com
4. Formal Written
• Anytime you are signing a legal document or preparing formal documentation
for your project, blueprints, specifications
Informal Written
• If you drop someone a quick email, leave them a memo or a sticky note
Formal Verbal
• If you have to give a presentation to update people on your project, speeches,
prepared talks
Informal Verbal
• Just calling somebody up to chat about your project, meetings, hallway chats
Kinds of Communication
4 www.Testudaan.com
5. • Listening actively and effectively
• Questioning and probing ideas and situations to ensure better understanding
• Educating to increase team’s knowledge so that they can be more effective
• Fact-finding to identify or confirm information
• Setting and managing expectations
• Persuading a person, a team or an organization to perform an action
• Motivating to provide encouragement or reassurance
• Coaching to improve performance and achieve desired results
• Negotiating to achieve mutually acceptable agreements between parties
• Resolving conflict to prevent disruptive impacts
• Summarizing, recapping and identifying the next steps
Common Communications Skills
5 www.Testudaan.com
6. Project Communications Management
Start
Project /
Enter
Phase
Initiating Planning Executin
g
Closing
End
Project /
Exit
Phase
Monitoring and Control Process
Process Groups
Initiatin
g
Planning Executing Monitoring &
Control
Closin
g
Communicati
on
Management
Plan Communications
Management
Manage
Communications
Control
Communicat
ions
6 www.Testudaan.com
9. • A key component is communication planning is to determine who will
communicate with whom and who will receive what information
• Project resources shall be expended only on communicating information that
contributes to success, or where a lack of information can lead to failure of the
project
Communication Requirements Analysis - T
& T
9 www.Testudaan.com
10. Communication Complexity
• The project manager should consider the number of potential channels or paths
as an indicator of the complexity of a project’s communication
• Planning project’s actual communications is to determine and limit who
will communicate with whom and who will receive what information
No of Channels : n (n – 1)
2
n = Number of Resources
2 Resources
= 1 Channel 3 Resources = 3 Channel
4 Resources = 6 Channel
Communication Requirements Analysis - T
& T
10 www.Testudaan.com
12. Sources of information to identify and define project communication
requirements :
Organization charts
Project organization and stakeholder responsibility relationships
Disciplines, departments and specialties involved in the project
Logistics of how many persons will be involved with the project and at which
locations
Internal information needs, when communicating within organizations
External information needs, when communicating with the media, public or
contractors
Stakeholder information and communication requirements from within the
stakeholder register
Communication Requirements Analysis - T
& T
12 www.Testudaan.com
13. Other Project
Managers
Customer, Sponsor, Functional managers, and Team Members
Other
Projects
Other
Stakeholders
The
Project
Communication Requirements Analysis - T
& T
13 www.Testudaan.com
Inadequate
communication
Planning leads to:
Delay in message
delivery
Communication of
information to
wrong audience
Insufficient
communication to
stakeholders
Misunderstanding
or
misinterpretation of
message
communicated
14. The methods used to transfer information among project stakeholders may vary
significantly such as -
from brief conversations to extended meetings
from simple written documents to extensive materials (e.g. schedules,
databases and websites) which are accessible online as methods of
communication
• Factors that can affect the choice of communication technology include:
The urgency of the need for information
The availability : Technology, Resources
Easily Usable
Project Environment
Sensitivity and confidentiality of the information
Communication Technology - T & T
14 www.Testudaan.com
16. • Encode: Thoughts or ideas are translated into language by sender
• Transmit message: This information is then send by sender using
communication channel
• Decode : To translate message back into meaningful thoughts or ideas
• Acknowledge: Upon receipt of the message, receiver may signal receipt of the
message
• Message and feedback message : The output of encoding
• Feedback/response: When the received message has been decoded and
understood the receiver encodes thoughts and ideas into a message and
transmit this message to the original sender.
• Medium : The method used to convey the message
• Noise : Anything that interfaces with the transmission and understanding of
Basic Communication Model Sequence
16 www.Testudaan.com
17. • Interactive communication - Between two or more parties in
multidirectional (Phone calls, meetings, interviews), most
effective way
• Push communication - Sent a specific information to specific
recipients. Examples are letters, memos, emails, faxes etc. This
ensures that message is sent but will not certify that it is
actually received or understood (Push the message to recipient)
• Pull communication – Used for large volume of information
and large audiences. Examples are internet sites, company
data bases, e-learning, etc. Recipients has to access the
communication content (Pull out information) at their own
discretion
Communication Methods - T & T
17 www.Testudaan.com
18. The Communications Management Plan is a subsidiary plan of the project
management plan, and it details how the project communications will be planned,
structured, monitored and controlled.
It contains :
• Stakeholder communication requirements
• Information to be communicated
• Time frame and frequency for the distribution of required information
• Person responsible for communication the information
• Person responsible for authorizing the release of confidential information
• Person or groups who will receive the information
• Methods or technologies used to convey information
• Resources allocated for communication
• Escalation process identifying timeframes and the management chain
• Method for updating and refining communication management plan
• Glossary of common terminology
Plan Communication - Output
18 www.Testudaan.com
20. Information Management Systems
Information is managed and distributed through the use of a variety of tools given
project demands and available technology -
• Hard copies- letters, memos, press releases
• Electronic communications management – e-mail, fax, video and web
conferencing, websites etc.
• Electronic project management tools – web interfaces to scheduling and project
management software, meeting and virtual office support software, portals etc.
Manage Communications – T & T
20 www.Testudaan.com
21. Performance Reporting :
The process of collecting and distributing performance information, including status
reports, progress measurements and forecasts:
Report may include :
• Analysis of past performance
• Analysis of project forecast
• Current status of risk and issues
• Work completed during the period
• Work to be completed in the next period
• Summary of changes approved in the period
Manage Communications – T & T
21 www.Testudaan.com
24. End of Chapter Quiz: Solutions 1/5
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Q.1 A legal process outsourcing company decided to upgrade their 175 desktop computers. They were running
Windows XP. Due to recent patch application, most of them became unstable and employees were losing key
client data. As a project manager, you are identifying the key stakeholders for this project. Which of the
following statement regarding project stakeholders is NOT correct?
Answers :
(A). Project stakeholders can be categorized as internal and external, sellers and contractors, individual citizens,
government agencies and media outlets etc.
(B). Stakeholders are those individuals and organizations whose interests are positively affected by the project
and they can contribute positively to the project.
(C). Key stakeholders include Project team members, Customer and Sponsor and project Manager
(D). Stakeholder expectations may be difficult to manage for often they have conflicting objectives.
Q.2 members have been added in Natasha's team. Now she has 7 team members, 1 sponsor and 1 client. How
many communication lines have been added?
Answers :
(A) 21
(B) 24
(C) 45
(D) 40
24
25. End of Chapter Quiz: Solutions 2/5
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Q.3 You are just assigned a project. Though you are working in the organization for many years, still the project is
new for you. The project performance till date is with in baseline thresholds, still customer is not happy. What
would be the best action to be considered at the very outset:-
Answers :
(A) Motivating your own team first
(B) Identifying the problems faced so far and ensure actions are taken
(C) Verification of customer's needs and expectations
(D) Verifying that the changes are done as per process
Q.4 Jack has just taken over a project. He is currently reviewing staffing management plan. Which of the following is
NOT true about staffing management plan?
Answers :
(A) Staffing management is a part of human resource plan.
(B) It describes as to how and when human resource requirements would be met and also team be released
during project closure.
(C) Escalation procedures for handling issues within the project team
(D) Staffing management plan may include training plan
Q.5 Status coordination and reporting is the PRIME focus of:
Answers :
(A) Project Expediter
(B) Program Manager
(C) Manager in a Projectized organization
(D) Portfolio Manager
25
26. End of Chapter Quiz: Solutions 3/5
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Q.6 In High Fly Pvt Ltd the strict norms has led to the strong pressures within a group. The groups are impelled to
conform to group norms at the expense of critical and innovative thinking. Which of the following terms best
describes this pressure?
Answers :
(A) Group oppression
(B) Groupthink
(C) Group speak
(D) Group grope
Q.7 Meetings are integral part of management. It facilitates the communication of information between
individuals. A legitimate reason for assembling the project team in a meeting includes ________.
Answers :
(A) Giving team members a chance to know each other and befriend so as to make them create a better team
environment and be an effective team
(B) Resolving all the team conflicts
(C) Discussing the project experience among team members
(D) Exhibiting the project information and making further decisions on project direction
Q.8 How much time the team development stage "Storming" continues in a team?
Answers :
(A) one month
(B) few days
(C) The duration of a particular stage depends upon team dynamics, team size, and team leadership.
(D) few weeks
26
27. End of Chapter Quiz: Solutions 4/5
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Q.9 Top'n'Town builders propose to construct a 355 acre, high-tech Country Homes comprising of
Villas, Town Homes and mid to high rise apartments with panoramic views of numerous lakes and
mountains. You are the project manager for this project. You are currently executing the project &
facing issues related to communication gap between various key stakeholders. You decide to address
this issue & start working on a process that enables an efficient and effective communications flow
between project stakeholders. At this stage, which of the following documents are you LEAST likely to
refer?
Answers :
(A) Project Communications
(B) Communications management plan
(C) Work performance reports.
(D) Organizational process assets
Q.10 You are a project manager for a software development company. You have been assigned a new
team and you feel there is a need for some kind of team building activities to break the ice between
various team members. A mandatory pre-requisite for team building is:
Answers :
(A) Commitment from top management
(B) Colocation of team members
(C) Open discussions for poor individual performance
(D) Shared work ethics between members of team
27
28. End of Chapter Quiz: Solutions 4/5
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Q.1 Correct Answer is 2
Explanation: Stakeholders are Individuals / groups, who can positively or negatively impact or are
positively or negatively impacted by the Project. There are not only positive but negative stakeholders as
well.
Q.2 Correct Answer: Option 2
Explanation: Correct Option is A. Here you have 7 team members, 1 sponsor, 1 client and 1 as Natasha, so:
{10*(10-1) }/2 = 45; previously Natasha had 1 as herself, 4 team members, 1 sponsor and 1 client, so : {7 *
(7-1)}/2 = 21. So additional communication channels: 45 - 21 = 24
Q.3 Correct Answer: Option 3
Explanation: Correct Answer is D. It is important to discuss & engage with customer and verify his true
expectations .This may be the strong reason that despite project meeting performance criteria, customer
is not satisfied.
Q.4 Correct Answer: Option 3
Explanation: Correct Answer is D i.e. Not True. As per Guide to PMBoK, Option D is a part of Organizational
Process Assets.
Q.5 Correct Answer: Option
Explanation: Option D is the correct answer. Communication is the prime focus of Project Expediter.
28
29. www.Testudaan.com
Q.6 Correct Answer: Option 1
Explanation: Option B is the correct answer. Group oppressed is to dominate by unjust use of one's authority and
power and completely avoiding the individual thinking and capabilities.
Q.7 Correct Answer: Option 4
Explanation: Option C is the correct answer. The purpose of project meetings is to provide updated information
regarding the progress of the project. The further project plans are also discussed in the project meeting
Q.8 Correct Answer: Option 3
Explanation: Option B is the best answer. The duration of a particular stage depends upon team dynamics, team
size, and team leadership.
Q.9
Correct Answer: Option 1
Explanation: Correct option is B i.e. Not True. You are currently undertaking Manage Communications Process. As
per Guide to PMBoK, all other options, Communications management plan, Work performance reports &
Organizational Process Assets are the documents typically referred during Manage Communications Process.
Option B - Project Communications is in fact an output of Manage Communications Process.
Q. 10 Correct Answer: Option 1
Explanation: Correct option is D. Without any commitment from top management no team building activities can
produce desired results.
29
End of Chapter Quiz: Solutions 6/6