Presentation I gave at the LaunchPad PM Clublet on the importance of Project Communications

1. Launchpad Job Club
Project Managers Clublet
Ten Slide Tuesday’s
The Importance of Communication as
a Project Manager
1

2. Communication Knowledge Areas &
Project Management Process Groups
2008 PMI PMBOK Guide 4th Ed. 2

3. What’s the big deal, I’ll send out a
mass email?
• Everyone doesn’t need to see everything
– People will begin ignoring you’re emails because
they think it doesn’t pertain to them.
– People who do actually read them, may see info
they are not supposed to (financial data, contract
prices, etc.
– Makes the Project Manager appear lazy.
– The list goes on….
3

4. But who needs what and why?
• Consider your audience and the information
you are sending.
2008 PMI PMBOK Guide 4th Ed.
4

5. But where do I start?
• Think of the types of information you need to
send out during a project:
– Progress reports, charts, graphs, dashboards.
– Memos
– Milestone party invitations
– Newsletters
– Information specific to a group or individual
– And so on.
5

6. What else?
• Is the information official?
• What do you want the receiver of
the information to do with the
information
• How often is the information
disbursed?
6

7. Now what?
• Have a brainstorming session to think of every
type of communication that may go out
during the project
• Capture that information on a spreadsheet
• Create categories for each type of
communication, is and how it should be be
disseminated.
7

8. Do you have an example?
Type Audience Official (Y/N) Frequency Method of
Dispersion
Progress Major/Minor Y Monthly Email
Report Stakeholders
Change Order Contractor Y As Needed Mail (Signature
required)
Daily Project Any N Daily Project Web
Status Access
Project Minor Y Weekly Email
Dashboard Stakeholder/Pr
oject Team
8

9. That Dashboard sounds interesting
• Yes, let me show you an example.
9

10. Lake Mary Readiness Dashboard – Cutover 5
FRICE-W Object
Readiness Learning Issue Governance
Master Data
Cutover Resources Site Readiness
Migration
Transaction Data
Roles/Auth/SOD SAS Migration
Migration
UAT Communication
Condition Jeopardizes Sites ability to go-
live
Condition requires close management
Condition on track
10

11. Lake Mary Readiness Dashboard – Cutover 5
Critical Go-Live #5 Tiger Lead assessment weekending Business Team Comments
Factors June 12/09
Prep for Cutover Wave to June 15 The business team comments for the week of June 12:
 Scope of Transactional Data conversion  Transaction Data will be on time for June 16
The Scope and approach has been defined for each transactional data
object
 Data mapping
Transaction Data Data mapping Control Sheets and data sheets have been defined for all
transactional data object. The DMT is in the process of mapping the
Migration requirements
 Sample loads and validation
Scheduled to begin on June 16.
 Data cleansing
Scheduled to begin on June 16.
 Data issues
Data issues are being addressed and a review of control sheets is being
carried out to minimize data issues
Cutover Planning Wave to May 15 The business team comments for the week of June 12:
 Outstanding tasks  UAT testing to include development objects currently in production (EDIS,
Test scripts have been selected from the existing script library for each Stromberg, MES) and to be completed June 19.
site. PP OsA to confirm that scripts have been defined to address all The testing of transactional data above is important to PP, therefore
requirements informal testing will continue.
Prep for Cutover Wave to June 15
 Execute scripts
UAT Process testing is underway in QR2 for UAT Learning. End to end
scripts have been defined in HPQC to represent core functionality.
Test Steps:
Target 566 Actual 536 Total 94.7%
 Issues and defects
Logged in HPQC as they arise
 UAT Closure
Target is to complete UAT June 15
UAT to be extended to include interfaces. See Site Readiness section
Condition Jeopardizes Site’s ability to
go-live
Condition requires close management
Condition on track

12. Lake Mary Readiness Dashboard – Cutover 5
Critical Go-Live #5 Tiger Lead assessment weekending: Business Team Comments
Factors June 12/09
Number of open issues The business team comments for the week of June 12:
• Open: 1  The approach to reports for the PP Div is being reviewed up by PP STECO
• Div STECO: 0  The delta between available reports and required reports will be completed
• BDC: 2 Wednesday June 17.
• US STECO: 0
• Resolved: 4
Prep for Cutover Wave to June 15
BDC
• 150190 Lake Mary - Vendor AMI Database
Issue Governance • 150185 Lake Mary - Addition of User Defined Fields
• Open
•150189 Corporate Customer Database
• Resolved
•150192 MES Changes necessary to support Factory Floor
• 150195 Various reports for Lake Mary/Switchgear
• 150196 Custom Reports for Lake Mary - Packaging
• 150202 Lake Mary - Padmount - Various Reports
These resolved items need to be closed by the site.
Condition Jeopardizes Site’s ability to go-live

13. Thanks, any feedback?
Please feel free to create your own to
present.