4/3/2011

Project Management
Knowledge Areas
Section – 3
Chapter – 10

Project Communications Management


Session Object...
4/3/2011

Project Communications
Management


Exam Objectives…
1. Identifying Stakeholders
2. Planning Communications and...
4/3/2011

Project Communications
Management


Communications Skills
 Internal and External
 Formal (Reports & Briefings...
4/3/2011

Identify Stakeholders


Identify Stakeholders process of
identifying all stakeholders and
documenting relevant ...
4/3/2011

Identify Stakeholders


Inputs
1. Project Charter
2. Procurement Document
3. Enterprise Environment Factors
4. ...
4/3/2011

Tools and Techniques


Steps in Stakeholder
Analysis
1.
1. Identify All project
Stakeholders. Key
stakeholders ...
4/3/2011

Plan Communications


Plan Communications process determines
1. The information
2. Communication needs of the s...
4/3/2011

Plan Communications


Inputs
1. Stakeholder Register
2. Stakeholder Management Strategy
3. Enterprise Environme...
4/3/2011

Plan Communications


Tools and Techniques
2. Communications Technology
 Urgency
 Availability of Technology
...
4/3/2011

Project Communications
Management


The components in a basic model of
communication are
 Encode
 Message
 M...
4/3/2011

Distribute Information


The process involves
 Making relevant information available
 On time
 To relevant s...
4/3/2011

Distribute Information

• 1. Project
Management Plan
• 2. Performance
Reports
• 3. Organizational
Process Assets...
4/3/2011

Distribute Information


Outputs
1. Organizational Process Assets Updates
 Stakeholder notifications
 Project...
4/3/2011

Manage Stakeholder Expectations

•1. Stakeholder Register
•2. Stakeholder management
Strategy
•3. Project Manage...
4/3/2011

Manage Stakeholder Expectations


Tools and Techniques
1. Communications Methods
2. Interpersonal Skills
 Buil...
4/3/2011

Report Performance
This process involves
 Collection of Data
 Distribution of Performance
Information to stake...
4/3/2011

Report Performance


Inputs
1. Project Management Plan
2. Work Performance Information
3. Work Performance Meas...
4/3/2011

Report Performance


Outputs
1. Performance Reports
2. Organizational Process Assets Updates
3. Requested Chang...
4/3/2011

Questions ?

19
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Project managment 9

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Project managment 9

  1. 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 1
  2. 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  2
  3. 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 3
  4. 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 4
  5. 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  5
  6. 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 6
  7. 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 7
  8. 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 8
  9. 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 9
  10. 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 10
  11. 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 11
  12. 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  12
  13. 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  13
  14. 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 14
  15. 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 15
  16. 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 16
  17. 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 17
  18. 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 18
  19. 19. 4/3/2011 Questions ? 19

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