This presentation shares best practices for project managers communicating project status.

1. Project Communications – Tips and Best Practices
Presented by Bill Dow, PMP
© Copyright 2013 – B Dow, B Taylor

2. Today’s Topics
1. Understanding Project
Communications and Why
Projects Fail Survey(s)
2. Introduction to Project
Communication Planning
3. Top Communication Tools
© Copyright 2013 – B Dow, B Taylor

3. Bill Dow, PMP
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23 years in information technology
21 in Project Management
8 years at Microsoft, over 10 years running large PMOs
Instructor of Project Management, currently teaching at
Bellevue College, and has taught in other Colleges in
British Columbia & Ontario, Canada
Strong passion for Project Management, PMO’s & Project
Management Methodologies.
Author of two Project Management books and several
related project management articles.
Bill Dow, PMP:
Author of “The Tactical Guide
for Building a PMO” and coauthor of “Project Management
Communications Bible”
© Copyright 2013 – B Dow, B Taylor

4. TOP REASON PROJECT’S FAIL….
© Copyright 2013 – B Dow, B Taylor

5. Project Communications Introduction
The only way to solve project problems is by
communicating……
There is no other way……
© Copyright 2013 – B Dow, B Taylor

6. 28% of projects that fail, poor
communications is the # 1 reason
28%
Other Reasons for Failure
Project Communications
Failures
72%
That’s 1 out of 4 projects that fail – do so based on poor communications.
Results based on a Jan 2007 poll of 1,007 respondents
© Copyright 2013 – B Dow, B Taylor
(PMI Net July 2007 page 19)

7. Top 9 Causes for Project Failure
Survey Results
1.
Poor Communication
2.
Insufficient resource planning
3.
Unrealistic schedules
4.
Poor project requirements
9.8%
5.
Lack of stakeholders buy-in
6.7%
6.
Undefined success/closure criteria
5.2%
7.
Unrealistic budgets
4.8%
8.
Insufficient or no risk planning
4.4%
9.
Lack of control/change process
4.3%
Results based on a Jan 2007 poll of 1,007 respondents
© Copyright 2013 – B Dow, B Taylor
28.0%
18%
13.2%
(PMI Net July 2007 page 19)

8. Other Project Failure Survey's
Center for Project Management Study
 Mistaking half-baked ideas for projects
 Inadequate due diligence – is the project feasible?
 Poor sponsorship
 Under-skilled project managers
 Failing to deploy a robust project management
process
 Not monitoring the vital signs
 Absence of a well managed project portfolio.
© Copyright 2009 – B Dow, B Taylor

9. Other Project Failure Survey's
Penn State University Study
 Lack of corporate leadership
 Poorly communicated deliverables and goals
 Team-related weaknesses
 Poor project management
 Deviation from schedule or budget
 Notice that there is no mention of technical limits
Research from University of Karlsruhe
 Poor project management
 Uncontrolled “soft factors”
 Absence of change management
© Copyright 2013 – B Dow, B Taylor

10. Summary
 These 4 survey’s are pretty clear in showing you
that communications is a common theme as why
projects fail. Are you projects any different?
 90% of a project manager’s role is communications
so I can’t stress enough how important it is to be
successful at communicating your project status.
 Ensure you treat communications with high priority
throughout the life of the project.
© Copyright 2013 – B Dow, B Taylor

11. Introducing Project Communication
Planning
© Copyright 2013 – B Dow, B Taylor

12. Communication Planning
Who, What, Where, When and How….
© Copyright 2013 – B Dow, B Taylor

13. Communication Planning Key Concepts!
• Communication planning is going to be one of the most
important aspects of managing your project. Just as important
as any other area!
•Understanding what to communicate and how you will
communicate project information at the beginning of the project is
critical to being successful. No time to go back!
• Ask your customer how they want their project information
delivered to them at the beginning of the project. Continue to
verify throughout the project that your customers are
getting the status that they really need!
“Every project requires a Communication Plan!”
© Copyright 2013 – B Dow, B Taylor

14. Communication Planning Tools
1. Circle of Communications Chart (who)
2. Communication Requirements Matrix
(what/who)
3. Role Report Matrix (who/what/when)
4. Project Calendar (what/when)
“Add these tools directly into your Communication Plan!”
© Copyright 2013 – B Dow, B Taylor

15. Include these tools into every Communication Plan
Table of Contents
Use your existing templates today and add new
sections and include these Communication tools.
© Copyright 2013 – B Dow, B Taylor

16. Communication Plan Breakdown
Circle of Communications Chart - Software
Development
Manager
• Lead Developer
• Developer
NO
• Analyst #1
• Analyst #2
Requirements
Managers
Project
Manager
Customer
Test Manager
Arch Manager
© Copyright 2013 – B Dow, B Taylor
• Test Analyst #1
• Test Analyst #2
• Architecture Lead
• Designer

17. Communication Requirements Matrix
Team Member/Tool
Project Manager
Stakeholder
/Customer(Internal)
Updated project information
Team Members
Communicates project
information
Feedback/Issues/Concerns
Team Members
Stakeholder
/Customer(Internal)
Communicates project
status, risks, budget, and
ongoing project information
Project Manager
Project Specific details
Specific project details where
applicable
Note: Best read from left to right and from bottom to top
© Copyright 2013 – B Dow, B Taylor

18. ROLE REPORT MATRIX
Note: Focus on Timing of Report and who is getting what Report.
People (Who
receive what
Report)
Name
On Demand
CEO/CFO
John Smith
Status & Cost Reports
Owner
Peter Adams
Status & Cost Reports
Stakeholder
Mark Taylor
Stakeholder Report
Risk Manager
Bruce Jones
Risk Report
Media
ABC News
Media Report
© Copyright 2013 – B Dow, B Taylor
Weekly
Monthly
Variance Report
Status Reports
Status Reports
Status Reports

19. Timeframe/Calendar
•Establishing a Rhythm/Cadence for reporting project
information.
•Such as how often does reports go out?
•How often is information gathered by your team
members? Did you work with your customers to
understand how often they want reports delivered?
Use the Role Report Matrix as your guide to creating
a Project Rhythm Calendar.
© Copyright 2013 – B Dow, B Taylor

20. Project Calendar
Monday
Wk1
Wk2
Wk3
Prepare Status
Material
Tuesday
Wednesday
Prepare Status
Material
Prepare Status
Material
Team Meeting,
gather
information for
Status Report
Prepare
Monthly
Newsletter
© Copyright 2013 – B Dow, B Taylor
Submit Final
Status Report
Customer
Status Meeting,
Finalize Status
Information
Team Meeting,
gather
information for
Status Report
Friday
Customer
Status Meeting,
Finalize Status
Information
Team Meeting,
gather
information for
Status Report
Thursday
Submit Final
Status Report
Customer
Status Meeting,
Finalize Status
Information
Submit Final
Status Report

21. Summary
 4 New Communication Planning tools we
believe will help you be successful.
 All of these tools will enhance your
communications and help you drive successful
project from a communication perspective.
 Ensure you add these tools to your
Communications Plan for all your projects.

22. TOP PROJECT COMMUNICATION TOOLS
© Copyright 2013 – B Dow, B Taylor

23. Project Communications Tools….
What tools do you use?
© Copyright 2013 – B Dow, B Taylor

24. ALL COMMUNICATION TOOLS
© Copyright 2013 – B Dow, B Taylor

25. Knowledge Breakdown Tools Chart
© Copyright 2013 – B Dow, B Taylor

26. Lifecycle Process Tools Breakdown Chart
© Copyright 2013 – B Dow, B Taylor

27. Tool Name: Responsibility Matrix
Tool Value: Displays the task the team member is associated with. Some matrixes further identify the level of
authority assigned to a particular role.
© Copyright 2013 – B Dow, B Taylor
Page 304

28. Tool Name: Work Breakdown Structure
Tool Value: Identify and define all the work on the project. Displays….
© Copyright 2013 – B Dow, B Taylor
Page 151

29. Tool Name: Project Schedule
Tool Value: Plan of record for the project. It displays where you have been, where you are, and where you are
going.
© Copyright 2013 – B Dow, B Taylor
Page 194

30. Tool Name: Risk Matrix
Tool Value: Simple and easy-to-read chart to assess risk level
of project. No other…..
© Copyright 2013 – B Dow, B Taylor
Page 421

31. SUMMARY
• Project Communications is the # 1 factor in
project success or failure
• Project manager must treat project
communications as a high priority when
managing their projects.
• Work with your customers and capture their
project communications needs. Understand
their decision points and adapt your
communications accordingly.
• Understand the various Communication Tools
that you can be using on your project.
© Copyright 2009 – B Dow, B Taylor

32. Thanks…….
© Copyright 2013 – B Dow, B Taylor

33. Thanks for your Time!
Bill Dow’s Contact Information:
Http://www.pmotactialguide.com
Email: billdow@pmotacticalguide.com
Social Networks:
Twitter: @billdow
Linkedin: Bill Dow, PMP
Facebook: Bill Dow
Articles @ Projecttimes.com and Projectmanagement.com
Find Both of Bill’s books on Amazon today:
1. “The Tactical Guide for Building a PMO” Published 2012
2. “The Project Management Communications Bible” Published 2008