Project Communications Management

Size: px

Start display at page:

Download "Project Communications Management"

Ashley Todd
6 years ago
Views:

1 Project Communications Management Unit 10

2 Project Communication Management Includes the processes required to insure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information Plan Communications Management The process of determining the project stakeholder information needs Manage Communications The process of making relevant information available to project stakeholders Control Communications The process of monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met. 2

3 Knowledge Area Integratio n Process Group Initiating Planning Executing Monitoring & Controlling Closing Develop Direct & Manage Close Project or Project Develop Project Management Plan Monitor & Control Project Work Project Execution Phase Charter Scope Plan Scope Management Collect Requirements Define Scope Create WBS Time Plan Schedule Management Define Activities Sequence Activities Estimate Activity Resource Estimate Activity Duration Develop Schedule Plan Cost Management Cost Estimate Costs Determine Budget Perform Quality Quality Plan Quality Management Assurance HR Develop HR Plan Acquire Project Team Develop Project Team Manage Project Team Comm. Plan Communication management Manage Communications Perform Integrated Change Control Validate Scope Control Scope Control Schedule Control Costs Control Quality Control Communication Risk Plan Risk Management Control Risks Identify Risks Perform Qualitative Analysis Procurem ent Stakehold 3 er Identify Stakeholders Perform Quantitative Analysis Plan Risk Responses Plan Procurements Conduct Procurements Control Procurements Plan Stakeholder Management Manage Stakeholder Engagement Control Stakeholder Management Close Procurements

4 What is Project Communication Management? Project communications management processes provide the critical links among people and information that are necessary for successful communications. Everyone involved in the project should understand how communications affect the project as a whole. 90% of a Project Manager's job is spent acquiring and communicating information. Project Manager must keep the customer and top management informed of project status. 4

5 5

6 Basic Model of Communication Key components of a basic model of communication include: Encode - to translate thoughts or ideas into a language that is understood by others Message - output of encoding Medium - method used to convey the message Noise - anything that interferes with the transmission and understanding of the message Decode - translate the message back into meaningful thoughts or ideas Encode Massage Noise decode sender Noise medium receiver decode encode 6 Feedback- massage

7 Plan Communications (10.1) The process of determining the project stakeholder information needs and defining a communication approach. Who needs what information, when they will need it, how it will be given to them, and by whom. A communication plan allows the project manager to document the approach to communicate most efficiently and effectively with stakeholders. Effective communication means that the information is provided in the right format, at the right time, and with the right impact. Efficient communication means providing only the information that is needed. 7

8 Plan Communications Management (10.1) Stakeholder Register (Input) Project management plan(input) Enterprise Environmental Factors (Input) Organizational Process Assets (Input) 8

9 Plan Communications (10.1) Communication Requirements Analysis (Tools & Techniques) All project stakeholders have some form of communications requirements. Communications scope, effort and complexity increases substantially with the number of Stakeholders. As the number of people involved in the communications increases the number of communications channels increases geometrically. Formula to compute the number of communication channels: No. of channels = n(n-1)/2 n = number of stakeholders 9

10 Plan Communications (10.1) Communication Methods (Tools & Techniques) Interactive communications Push communications Pull communications The project manager decides what, how, and when Communication methods are to be used in the project 10

11 Plan Communications (10.1) Communication Technology (Tools & Techniques) The methods used to transfer information among project stakeholders can vary significantly. Factors that can affect the project include: Urgency of the need for information. Is project success dependent upon having frequently updated information? Availability of technology. Are appropriate systems already in place or do project needs warrant change? Expected project staffing. Are the proposed communication systems compatible with the participants? Duration of the project. Is the available technology likely to change before the project is over? Project environment. Does the team meet on a face-to-face basis or in a virtual environment? 11

12 Plan Communications (10.1) Communications Management Plan (Outputs) 1. Stakeholder communication requirements; 2. Information to be communicated, including language, format, content, and level of detail; 3. Reason for the distribution of that information; 4. Time frame and frequency for the distribution of required information; 5. Person responsible for communicating the information; 6. Person or groups who will receive the information; 7. Methods or technologies used to convey the information, such as memos, , and/or press releases; 8. Resources allocated for communication activities, including time and budget; 12

Plan Communications (10.1) inputs 1. Stakeholder register 2. Project management plan 3. Enterprise environmental factors 4. Organizational process assets Tools & techniques 1.

13 Plan Communications (10.1) inputs 1. Stakeholder register 2. Project management plan 3. Enterprise environmental factors 4. Organizational process assets Tools & techniques 1. Communication requirements analysis 2. Communication technology 3. Communication models 4. Communication methods 5. Meeting outputs 1. Communication management plan 2. Project document updates 13

14 Plan Communications (10.2) 14

15 Manage Communications(10.2) Manage Communications is the process of creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan. Sender-receiver models. Feedback loops and barriers to communication. Choice of media. Situation specifics of when to communicate in writing versus orally, when to write an informal memo versus a formal report. Writing style. Active versus passive voice, sentence structure, and word choice. Meeting management techniques. Preparing an agenda and dealing with conflicts. Presentation techniques. Body language and design of visual aids. 15

16 Manage Communications(10.2) Communications Management Plan(Input) Work Performance Reports (Input) Enterprise Environmental Factors (Input) Organizational Process Assets (Input) 16

17 Manage Communications(10.2) Communication Technology (Tools& Techniques) Communication Models (Tools& Techniques) Communication Methods (Tools& Techniques) Information Management Systems (Tools& Techniques) 17

18 Report Performance (Tools& Techniques) (10.2) The process of collecting and distributing performance information, including status reports, progress measurements, and forecasts. Analysis of past performance Current status of risk and issues Work completed during the period Work to be completed next Summary of change approved in the period 18

19 Manage Communications(10.2) Organizational Process Assets updates (Outputs) The organizational process assets which may be updated include, but are not limited to: Stakeholder notifications. Information may be provided to stakeholders about resolved issues, approved changes, and general project status Project reports. Include lessons learned, issues logs, project closure reports, and outputs from other Knowledge Areas Project records. Include correspondence, memos, meeting minutes, and other documents describing the project. Project presentations. Feedback from stakeholders. Lessons learned documentation. 19

20 Manage Communications(10.2) inputs 1. Project management plan 2. Performance reports 3. Organizational process assets 4. Enterprise environmental factors Tools & techniques 1. Communication Technology 2. Communication models 3. Information management systems 4.communication methods 5.Performance reporting outputs 1. Project Communications 2. Project management plan Updates 3. Project documents updates 4.Organizational process assets updates 20

21 Control Communications (10.3) 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. 21

22 Control Communications (10.3) inputs 1. Project management plan 2. Project communications 3. Issue log 4. Work performance data 5. Organizational process assets Tools & techniques 1. Information management systems 2. Expert judgment 3. Meetings outputs 1. Work performance information 2. Change requests 3. Project management plan updates 4. Project document updates 5- Organizational process assets updates 22

23 . Questions 23

24 1 ) Originally the project had four team members. Now the scope has expanded, and there are a total of six people in the project team. How many communication channels does the project have? A ) 6 B ) 9 C ) 12 D ) 15 24

25 1 ) Originally the project had four team members. Now the scope has expanded, and there are a total of six people in the project team. How many communication channels does the project have? A ) 6 B ) 9 C ) 12 D ) 15 25

26 2 ) All of the following are part of the communication management plan EXCEPT? A ) names of the stakeholders who can talk to the project manager B ) Names of those receiving a telephone call when the system crashes C ) Methods used to collect and store information D ) Names of the stakeholders and instructions on sending project status to them 26

27 2 ) All of the following are part of the communication management plan EXCEPT? A ) names of the stakeholders who can talk to the project manager B ) Names of those receiving a telephone call when the system crashes C ) Methods used to collect and store information D ) Names of the stakeholders and instructions on sending project status to them 27

28 3 ) If a project manager wants to report on the actual project results vs. planned results, he would use a : A ) trend report B ) forecasting report C ) status report D ) variance report 28

29 3 ) If a project manager wants to report on the actual project results vs. planned results, he would use a : A ) trend report B ) forecasting report C ) status report D ) variance report 29

30 4 ) Project A has had ineffective project meetings since its inception. There have been complaints that information does not get to the right people, some people are talking too much during the meeting, and the right people are not there to resolve issues. What is MOST likely missing from this project? A ) A project scope management plan B ) A staffing management plan C ) A communication management plan D ) A process improvement plan 30

31 4 ) Project A has had ineffective project meetings since its inception. There have been complaints that information does not get to the right people, some people are talking too much during the meeting, and the right people are not there to resolve issues. What is MOST likely missing from this project? A ) A project scope management plan B ) A staffing management plan C ) A communication management plan D ) A process improvement plan 31

32 5 ) When a project manager is engaged in negotiations, nonverbal communication skills are of : A ) Little importance. B ) Major importance C ) important only when cost and schedule objectives are involved. D ) Important only to ensure you win the negotiation 32

33 5 ) When a project manager is engaged in negotiations, nonverbal communication skills are of : A ) Little importance. B ) Major importance C ) important only when cost and schedule objectives are involved. D ) Important only to ensure you win the negotiation 33

34 6 ) Inputs to plan communications include all the following EXCEPT? A ) Stakeholder register B ) project scope statement C ) Organizational process assets D ) forecasts 34

35 6 ) Inputs to plan communications include all the following EXCEPT? A ) Stakeholder register B ) project scope statement C ) Organizational process assets D ) forecasts 35

36 7 ) The major reason why a project manager should use written instead of oral communication is : A ) documentation B ) feedback C ) cost D ) barrier elimination 36

37 7 ) The major reason why a project manager should use written instead of oral communication is : A ) documentation B ) feedback C ) cost D ) barrier elimination 37

38 8 ) Which of the following is NOT a type of performance reporting? A ) progress report B ) status report C ) benchmark reporting D ) forecasting 38

39 8 ) Which of the following is NOT a type of performance reporting? A ) progress report B ) status report C ) benchmark reporting D ) forecasting 39

40 40 Thank you

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

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