For the PMP Exam using PMBOK. PMI, PMP, PMBOK Guide are registered trade marks of Project Management Institute, Inc.

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1 For the PMP Exam using PMBOK For the PMP Guide Exam 5 th Edition using PMBOK Guide 5 th Edition PMI, PMP, PMBOK Guide are registered trade marks of Project Management Institute, Inc. 1

2 Contacts Name: Khaled El-Nakib, MSc, PMP, PMI-RMP URL: LinkedIn: Course Agenda Introduction to communication management Project Communication Management Processes 2

3 Introduction to communication management Introduction Project manager spends 90% of his time in communication 3

4 Introduction Face-to-face Communication components Non-verbal (Visual) 55% 7% 38% Verbal Vocal Communication Channels User 1 User 2 User 3 OR User 4 4

5 Communication Channels (continued) Communication Barriers Noisy work space Visual distractions Distance Tiredness Culture Language Encoding messages badly Sender uses emotionally charged words or statements Sender speaks too slow or too much 5

6 Project Communication Management Processes Project Communication management Objective: Insure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information 6

7 Project Communication management Plan Communication Management Manage Communications Control Communications 10.1: Plan Communications Management The Plan Communications Management process involves determining the communication needsof the stakeholders by defining the typesof information needed, the formatfor communicating the information, how oftenit s distributed, and who prepares it 7

8 Communication plan elements 1. Who needs the information 2. What does he need to know 3. Who does the telling 4. When to tell -timing 5. How do you communicate 6. Where to tell the medium Plan Communications Management Inputs Project Management Plan Stakeholder register Enterprise environmental factors Organizational process assets Lessons learned Historical Data 8

9 TT-1: Communications Requirements Analysis The analysis of the communications requirements results in the sum of the information needs of the project stakeholders. These requirements are defined by combining the type and format of information needed with an analysis of the value of that information. Project resources are expended only on communicating information that contributes to success, or where a lack of communication can lead to failure. This does not mean that Bad news should not be shared; rather, the intent is to prevent overwhelming stakeholders. Communications Requirements Analysis Information typically required to determine project communications requirements includes: Organization charts Project organization and stakeholder responsibility relationships Disciplines, departments, and specialties involved in the project Logistics of how many persons will be involved with the project and at which locations Internal information needs (e.g., communicating across organizations) External information needs (e.g., communicating with the media or contractors) Stakeholder information. 9

10 TT-2: Communication Technology Communications technology factors that can affect the project include: The urgency of the need for information The availability of technology The expected project staffing Sensitivity and confidentiality of data The project environment TT-3:The Communication Model Feed back travels to sender Sender Has idea Sender Encodes Idea in message Message Travels Over channel Receiver Decodes message Possible additional Feedback to receiver 10

11 TT-4: Communication Methods Interactive Communication Push Communication Pull Communication Communications Methods Comm. s Method Formal written Formal Verbal Informal written Informal verbal When used Complex problems, project plans, project charter, communicating over long distances Presentations, Speeches Memos, , notes Meetings, conversations 11

12 TT-5: Meetings Project team may attend project meetings to develop the communications management plan. Out-1: Communications Management Plan Name of the item to be communicated Purpose for communication Frequency of communications Time frame for distribution, including starting and ending dates Format of the communication and method of transmission Person responsible for distributing the information 12

13 Communication Plan example Source Target Need Document name Frequency Method Project Manager Sponsor Progress report Risk Updates MPR Risk Register Monthly When happened Project team Project Manager Progress and status of all work WP Progress Report 2 week Project Manager Customer Plan update Progress report Project Plan MPR Monthly Monthly Hard copy Hard copy Project Documents Update Project schedule Stakeholder register 13

14 10.2: Manage Communications Manage communications is the process of creating, collecting, distributing, storing, retrieving, and ultimate disposition of project information in accordance to Communications Management Plan It includes implementing the communications management plan, as well as responding to unexpected requests for information. IN-1: Communications management plan Communications management plan describes how project communications will be planned, structured, monitored and controlled 14

15 IN-2: Work Performance Reports Work performance reports are a collection of project performance and status information that may be used to facilitate discussion and to create communication. IN-3: Enterprise Environmental Factors Organizational structure and culture Project management information system 15

16 IN-4: Organizational Process Assets Policies and procedures Templates Historical information and lessons learned TT-1: Communication Technology The methods used to transfer information among project stakeholders. Manual filing systems Shared-access electronic databases Fax Voice mail Telephone Video conferencing Web conferencing 16

17 TT-2: Communication Model The communication model is used to facilitate communications and the exchange of information. TT-3: Communication Methods Interactive Communication Push Communication Pull Communication 17

18 TT-4: Information Management System Information can be gathered and retrieved through a variety of media including: Manual filing systems Electronic databases Project management software Systems that allow access to technical documentation TT-5: Performance Reporting The performance reporting process involves the collection of all baseline data, and distribution of performance information to stakeholders. Reporting might include information concerning project quality, costs, scope, project schedules, procurement, and risk 18

19 Out-1: Project Communications Project communications may include: Status report Progress report Trend report Forecasting report Variance report Earned Value Lessons learned Out-2: Project Management Plan Updates Out-3: Project Documents Updates Issue Log Project Schedule 19

20 Out-4: Organizational Process Assets (Updates) Lessons learned documentation Project records Project reports Project presentations Feedback from stakeholders Stakeholder notifications 10.3: Control Communications Control Communications is the process of monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met. 20

21 IN-1: Project Management Plan Communication management plan Project schedule Human resource management plan IN-2: Project Communications Project communications may include: Status report Progress report Trend report Forecasting report Variance report Earned Value Lessons learned 21

22 IN-3: Issue Log IN-4: Work Performance Data Work performance data are the raw observation and measurements identified during activities being performed to carry out the project work. 22

23 IN-5: Organizational Process Assets Reports templates Policies and procedures Allowed communication media Tools and Techniques Information Management Systems Expert Judgment Meetings 23

24 Out-1: Work Performance Information Performance reports are the primary output of this process. It s here that performance information is documented and reported to the stakeholders as outlined in the communication management plan. Common Outputs Change Requests Project Management Plan Updates Project Documents Update Organizational Process Assets Updates 24

25 Question & Answers 25