The document discusses the key processes in project communications management: identifying stakeholders; planning communications; distributing information; managing stakeholder expectations; and reporting performance. It describes the inputs, tools/techniques and outputs of each process. Identifying stakeholders involves stakeholder analysis to understand their interests and impact. Planning communications determines information needs and the communications plan. Distributing information provides relevant information to stakeholders on time. Managing expectations resolves issues to reduce disruptions and promote buy-in. Reporting performance collects and shares data on scope, schedule, cost and quality.

1. 4/3/2011
Project Management
Knowledge Areas
Section – 3
Chapter – 10
Project Communications Management

Session Objectives…
1. To identify the project communications
management knowledge area’s processes
2. How to identify Stakeholders
3. How to plan communications for the project
4. How to distribute information of the project
to respective stakeholders
5. How to manage stakeholder expectations
6. How to report performance of the project
7. How to manage stakeholders
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2. 4/3/2011
Project Communications
Management

Exam Objectives…
1. Identifying Stakeholders
2. Planning Communications and creating
the Communications Plan
3. Distributing Information
4. Managing Project Stakeholders’
expectations
5. Reporting Project Performance
Project Communications
Management
Project communications management
covers tasks related to
 Producing
 Compiling
 Sending
 Storing
 Distributing and
 Managing
 the project records

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3. 4/3/2011
Project Communications
Management

Communications Skills
 Internal and External
 Formal (Reports & Briefings)
 Informal (Emails & Ad-Hoc discussion)
 Vertical and Horizontal
 Official and Unofficial (Off the record)
 Written and Oral
 Verbal and Non-Verbal (body language)
 Paralingual
 The pitch, tone, and inflections in the sender’s voice
Project Communications
Management

Communications Skills
 Active listening
 Probing ideas and questioning
 Educating
 Fact-Finding
 Setting and managing expectations
 Negotiating
 Resolving Conflicts
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4. 4/3/2011
Identify Stakeholders

Identify Stakeholders process of
identifying all stakeholders and
documenting relevant information to
ensure project success
Identify Stakeholders
• 1. Project Charter
• 2. Procurement
Documents
• 3. Enterprise
Environmental
Factors
• 4. Organizational
Process Assets
Input
Tools &
Techniques
• 1.Stakeholder
Analysis
• 2. Expert Judgment
• 1. Stakeholder
Register
• 2. Stakeholder
Management
Strategy
Output
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5. 4/3/2011
Identify Stakeholders

Inputs
1. Project Charter
2. Procurement Document
3. Enterprise Environment Factors
4. Organizational Process Assets
Identify Stakeholders
Tools and Techniques
1. Stakeholder Analysis
2. Expert Judgment
 Outputs
1. Stakeholder Register
2. Stakeholder Management Strategy

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6. 4/3/2011
Tools and Techniques

Steps in Stakeholder
Analysis
1.
1. Identify All project
Stakeholders. Key
stakeholders are
anyone in decisionmaking, management
role such as sponsor
and primary customer
2.
2. Identify the
potential impact or
support from each
stakeholder
Stakeholder Management Strategy

Stakeholder Analysis Matrix
Stakeholder
Stakeholder
Interests
Assessment of
Impact
Potential
Strategies
Sponsor
Customer
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7. 4/3/2011
Plan Communications

Plan Communications process determines
1. The information
2. Communication needs of the stakeholders
Plan Communications
• 1. Stakeholder Register
• 2. Stakeholder
Management Strategy
• 3. Enterprise
Environmental Factors
• 4. Organizational Process
Assets
Input
Tools &
Techniques
• 1. Communications
Requirements Analysis
• 2. Communication
Technology
• 3. Communication Models
• 4. Communication Methods
• 1. Communications
Management Plan
• 2. Project Document
Updates
Output
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8. 4/3/2011
Plan Communications

Inputs
1. Stakeholder Register
2. Stakeholder Management Strategy
3. Enterprise Environmental Factors
4. Organizational Process Assets
Plan Communications

Tools and Techniques
1. Communications Requirements Analysis
 Organizational Charts
 Project organization and stakeholders
responsibility relationships
 Logistics
 Internal information needs
 External information needs
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9. 4/3/2011
Plan Communications

Tools and Techniques
2. Communications Technology
 Urgency
 Availability of Technology
 Expected project staffing
 Project Environment
 Duration of the project
3. Communication Models
4. Communication Methods
Plan Communications

Outputs
1. Communications Management Plan
Includes
 Communications item
 Purpose
 Frequency
 Start / End dates
 Format / medium
 Responsibility
2. Project Document Updates
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10. 4/3/2011
Project Communications
Management

The components in a basic model of
communication are
 Encode
 Message
 Medium
 Noise
 Decode
Plan Communications

Communications Requirements Analysis
 Identifying communications channels
 No of lines of communications is
N(N-1)/2
 Ex: A team of 6 will have
= 6*(6-1)/2
= 6*5/2
= 15
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11. 4/3/2011
Distribute Information

The process involves
 Making relevant information available
 On time
 To relevant stakeholders
Distribute Information
Effective information distribution
techniques
 Sender-receiver models
 Choice of media
 Writing style
 Presentation techniques
 Meeting management techniques
 Facilitation techniques
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12. 4/3/2011
Distribute Information
• 1. Project
Management Plan
• 2. Performance
Reports
• 3. Organizational
Process Assets
Tools &
Techniques
• 1. Communication
Methods
• 2. Information
Distribution Tools
• 1. Organizational
Process Assets
Updates
Input
Output
Distribute Information
Inputs
1. Project Management Plan
2. Performance Reports
3. Organizational Process Assets
 Tools and Techniques
1. Communication Methods
2. Information Distribution Tools

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13. 4/3/2011
Distribute Information

Outputs
1. Organizational Process Assets Updates
 Stakeholder notifications
 Project reports
 Project presentations
 Project records
 Feedback
 Lessons learned documentation
Manage Stakeholder Expectations
Managing stakeholder is important for the
success of the project as
 Resolving stakeholders’ issues
 Reduces disruption to project
execution
 Promotes project buy-in
 Project Manager is responsible for
stakeholder expectations management

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14. 4/3/2011
Manage Stakeholder Expectations
•1. Stakeholder Register
•2. Stakeholder management
Strategy
•3. Project Management Plan
•4. Issue Log
•5. Change Log
•6. Organizational Process Assets
Input
Tools &
Techniques
•1. Communications Methods
•2. Interpersonal Skills
•3. Management Skills
•1. Organizational Process Assets
•2. Change Request
•3. Project Management Plan
Updates
•4. Project Document Updates
Output
Manage Stakeholder Expectations

Inputs
1. Stakeholder Register
2. Stakeholder Management Strategy
3. Project Management Plan
4. Issue Log
5. Change Log
6. Organizational Process Assets
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15. 4/3/2011
Manage Stakeholder Expectations

Tools and Techniques
1. Communications Methods
2. Interpersonal Skills
 Building Trust
 Resolving Conflict
 Active Listening
3. Management Skills
 Presentation Skills
 Negotiation
Manage Stakeholder Expectations

Outputs
1. Organizational Process Assets
Updates
2. Change Requests
3. Project Management Plan Updates
4. Project Document Updates
 Stakeholder management strategy
 Stakeholder register
 Issue log
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16. 4/3/2011
Report Performance
This process involves
 Collection of Data
 Distribution of Performance
Information to stakeholders
 Information regarding
 Scope
 Schedule
 Cost
 Quality

Report Performance
• 1. Project Management
Plan
• 2.Work Performance
Information
• 3.Work Performance
Measurements
• 4. Budget Forecasts
• 5. Organizational Process
Assets
Input
Tools &
Techniques
• 1.Variance Analysis
• 2. Forecasting Methods
• 3. Communication
Methods
• 4. Reporting Systems
• 1. Performance Reports
• 2. Organizational Process
Assets updates
• 3. Change Requests
Output
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17. 4/3/2011
Report Performance

Inputs
1. Project Management Plan
2. Work Performance Information
3. Work Performance Measurements
4. Budget Forecasts
5. Organizational Process Assets
Report Performance

Tools and Techniques
1. Variance Analysis
2. Forecasting Methods
3. Communication Methods
4. Reporting Systems
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18. 4/3/2011
Report Performance

Outputs
1. Performance Reports
2. Organizational Process Assets Updates
3. Requested Changes
Project Communications
Management

To Sum Up….
1. We identified the project communications
management knowledge area’s processes
2. We know how to identify Stakeholders
3. We know how to plan communications for
the project
4. We know how to do information
distribution
5. We know how to manage stakeholder
expectations
6. We know how to do performance
reporting
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19. 4/3/2011
Questions ?
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