Project team communication

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Team communication principals that serve as a foundation for projects.

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Project team communication

  1. 1. Project Team Communication
  2. 2. Presentation Outline Topics We Will Cover:  Communications Plan  Meetings ◦Team meetings ◦1-on-1 meetings  Developing Trust  Discussion Questions
  3. 3. What is a Communications Plan?  The purpose of the Communications Plan is to define the project comm requirements and how info will be distributed  Why take time to draft a plan? ◦ Approximately 80% of a Project Manager’s time is spent communicating (at least!!)
  4. 4. What’s in a Communications Plan?  What info will be communicated ◦ To include the level of detail and format  How the info will be communicated ◦ Meetings, email, phone, Web portal, etc.  When info will be distributed ◦ Frequency of formal & informal project communications  Who is responsible for communicating info  Comm requirements for all stakeholders  Resources the project has allocated for comm  How sensitive/confidential info is communicated and who must authorize this
  5. 5. What’s in a Comm Plan? (cont’d)  How changes in communication or the comm process are managed  The flow of project communications  Any constraints, internal or external, that affect project communications  Standard templates, formats, or documents required to use for project  An escalation process for resolving communication-based conflicts, issues
  6. 6. Comm Plan: Further Considerations  Update plan as communication needs change ◦ e.g., changes in personnel, scope, budget  Identify and define Roles & Responsibilities • Include a Project Team Directory with contact info, bios, etc • Provide an in-depth Meetings Guide to detail comm rules & how mtgs conducted o Helps ensure successful project meetings
  7. 7. Meetings (are sometimes necessary!)
  8. 8. Effective Team Meetings • Avoid a meeting if the same info could be covered in an e-mail, quick 1-on-1, or brief report • Set clear objective(s) for the meeting • Determine the objective of the meeting before planning the agenda • Provide an agenda beforehand  Budget time for each agenda item • Assign action items as they come up • Specify who will do each item, and by when • Review/read over items list as group at end of mtg • Regularly examine, refine your meeting process Source: PBRN Project Management Workshop presentation
  9. 9. Team Meetings: Considerations • Frequency? (weekly, biweekly, as needed) • Duration? • Who really needs to attend? • More attendees = more $ spent on meeting (Example: Cost of 60-minute meeting with 5 team members who avg $40/hr each = $200) • Separate meetings for subgroups? • Internal team, subcontractors, specialized content/programming, etc • Phone vs Webinar vs in-person? • 93% of communication is expressed by tone of voice and body language • Who will lead the meetings?
  10. 10. • 1-on-1s help build rapport • Use 1-on-1s to clarify issues before bringing up in team discussions • How often are 1-on-1s needed, & with whom? • One suggestion: PM should have brief, biweekly 1-on-1s with each team member & project stakeholder 1-on-1 Meetings • Team mtgs are often not as effective as 1-on-1s
  11. 11. Factors for Developing Trust  Walk the talk  Encourage interaction; active listening  Address questions  Demonstrate genuine respect and consideration  Use win/win strategies  Provide regular, specific, factual feedback  Follow up! Source: AAFP/JCCC PM course workbook “Managing the Project Team” “You can tell more about a person by what he says about others than what they say about him.”
  12. 12. How have you addressed these challenges?: • The “telephone game”– breakdown in comm • TMI?: what to share, with whom, and when • Too many emails, over-communication • Project team member or stakeholder is M.I.A. Discussion ?s: Challenges
  13. 13. Other Questions or Comments?

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