Post on 17-Jan-2016
Project Management Communications Overview
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Bruce Taylor is an expert in the field of project management with more than 40 years in project management. Bruce regularly provides professional assistance to top management and has accumulated impressive experience in developing project scheduling and cost control systems continuously throughout his career. He was responsible for the scheduling and resource leveling of many huge North Sea oil platforms, including Thistle and Brent B & C, each worth approx. $5 billion. Bruce has conducted many project management classes and seminars throughout the United States, Canada, Europe, Japan, Australia, South America and the Near and Far East.Contact Bruce at Brucet@projectcommunication.org or at http://projectcommunicaton.org
Today’s Presenter – Bruce Taylor
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Today’s Presenter – Bill Dow, PMP
Bill Dow is a published author, PMP Certified Project Management Professional, with more than 20 years in Information Technology, specializing in software development and project management. Bill has a strong passion for Project Management, Project Management Offices and Software Development Lifecycle Methodologies. Bill has a strong methodology background, been very successful in every company he has worked for in ensuring the projects methodologies matches the project while still guaranteeing the highest of quality for the customer.
Contact Bill at Billd@projectcommunication.org or at http://projectcommunicaton.org
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INTRODUCING PROJECT COMMUNICATIONS
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Houston, we have a problem….Houston, we have a problem….
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Those words really got our attention…
What type of problem do you think they had?
What would you do?
How do you handle your project problems?
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The to solve project problems is by communicating……
There is no other way……
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ONLY WAY best way
28% of projects fail due to poor communications
Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)
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That’s 1 out of 4 projects fail due to poor communications.
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What would you do if you had the one project that was failing?
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That’s why we are here today!
Today’s Topic’s
Top Reasons Projects Fail
Introducing Project
Communications
How to succeed at project
communications Top Project
Communications Tools
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TOP REASONS PROJECT’S FAIL….
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Top reasons why projects fail
1. Poor Communication2. Insufficient resource planning
3. Unrealistic schedules
4. Poor project requirements
5. Lack of stakeholders buy-in
6. Undefined success/closure criteria
7. Unrealistic budgets
8. Insufficient or no risk planning
9. Lack of control/change process
28.0%
Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)
Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)
18.0%
13.2 %
9.8%
6.7%
5.2%
4.8%
4.4%
4.3%
2% 16%
44%
1.2% 12%
56%
0%
Survey Results Our Opinion
65.8%
Top reasons why projects fail
1. Poor Communication2. Insufficient resource planning
3. Unrealistic schedules
4. Poor project requirements
5. Lack of stakeholders buy-in
6. Undefined success/closure criteria
7. Unrealistic budgets
8. Insufficient or no risk planning
9. Lack of control/change process
28.0%
Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)
Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)
2%
1.2%
0%
3.7%
0%
2.4%
0%
0%
Survey Results Our Opinion
85.1% 16%
12%
3.0%
2.4%
9.8%
5.2%
4.4%
4.3%
We believe it is 85.1% of why project’s fail is due to poor communications…..
Based on our professional Opinion!
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Original Survey Results
Let’s discuss the top reason….
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# 1 Reason – No or Poor Communications Copyright © 2008 17
Poor Communications is like being lost in space!
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Today’s Topic’s
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Top Reasons Projects Fail
Introducing Project
Communications
How to succeed at project
communications Top Project
Communications Tools
Introducing Project Communications
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Core Concepts of Project Communications
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• Who, what, where, when and how to communicate project information.
Communication Planning
Communication Links Stakeholder Risk Tolerance
Who, what, where, when and how
# of People receiving the message How much risk will customer be willing to take?
Project Communication Rhythm
Ensuring there is a regular cadence for communicating project information
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Communication Planning
“Develop a project Communication Plan for every project”
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Communication Planning – Key Points
Planning your project communications is going to be one of the most important aspects of managing your project.
Understanding what and how you want to communicate your project information at the beginning of the project is critical.
Understanding of how your customer wants their information delivered to them is essential and very important to understand.
Continually following-up on your project communications. (Trust but Verify!)
Recommended tools for project managers:
1. Communication Management Plan2. Communication Requirements Matrix3. Role Report Matrix
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Section # Description
Section 1 Project Communication Plan
Section 2 Project Organization Chart
Section 3 Project Communication Requirements Matrix
Section 4 People Report Matrix
Section 5 Timeframe
Section 6 Lessons Learned
Communication Management Plan
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Communication Requirements Matrix
Team Team Member/ToolMember/Tool Project ManagerProject Manager
Stakeholder Stakeholder /Customer(Inter/Customer(Inter
nal)nal)Team MembersTeam Members
Project ManagerProject Manager
Communicates project status,
risks, budget, and ongoing project
information
Receives and communicates
project information
Stakeholder Stakeholder /Customer(Intern/Customer(Intern
al)al)
Feedback/Issues/Concerns
Project Specific details
Team MembersTeam Members Updated project information
Specific project details where
applicable
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ROLE REPORT MATRIX People (Who People (Who receive what receive what
Report)Report)NameName On DemandOn Demand WeeklyWeekly MonthlyMonthly
CEO/CFO John SmithStatus & Cost
ReportsVariance Report
Owner Peter AdamsStatus & Cost
ReportsStatus Reports
Stakeholder Mark TaylorStakeholder
ReportStatus Reports
Risk Manager Bruce Jones Risk Report Status Reports
Media ABC News Media Report
Note: Focus on Timing of Report and who is getting what Report.
Project Communication Rhythm
How often do you send information?
What meeting cadence do use?
How much volume is being sent or received?
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Project Calendar - ExampleMondayMonday TuesdayTuesday WednesdayWednesday ThursdayThursday FridayFriday
Prepare Prepare Status Status
MaterialMaterial
Team Team Meeting, Meeting, gather gather
information information for Status for Status
ReportReport
Customer Customer Status Status
Meeting, Meeting, Finalize Finalize Status Status
InformationInformation
Submit Final Submit Final Status ReportStatus Report
Prepare Prepare Status Status
MaterialMaterial
Team Team Meeting, Meeting, gather gather
information information for Status for Status
ReportReport
Customer Customer Status Status
Meeting, Meeting, Finalize Finalize Status Status
InformationInformation
Submit Final Submit Final Status ReportStatus Report
Prepare Prepare Status Status
MaterialMaterial
Team Team Meeting, Meeting, gather gather
information information for Status for Status
ReportReport
Prepare Prepare Monthly Monthly
NewsletterNewsletter
Customer Customer Status Status
Meeting, Meeting, Finalize Finalize Status Status
InformationInformation
Submit Final Submit Final Status ReportStatus Report
Communication Links
It is critical to understand when crafting your messages, that you are speaking to a much larger audience then you would ever anticipate.
Ensure messages are clear and to the point, or they will be “lost” as they are repeated from person to person.
Number of Links = n(n-1)/2
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50 Emails = 1200 Links
Stakeholder Risk Tolerance
• High – Will allow a high level of risk to occur on their project. • Medium - Will allow a medium level of risk to occur on their project. • Low - Will not allow much risk at all to occur on the project.
High Medium Low
How much risk will your stakeholder be comfortable with?
Tolerance Levels:
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Today’s Topic’s
Top Reasons Projects Fail
Introducing Project
Communications
How to succeed at project
communications Top Project
Communications Tools
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HOW TO SUCCEED AT PROJECT COMMUNICATIONS?
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• Who, what, where, when and how to communicate project information.
Common Communication Problems
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Common Communication Problems
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How can you be Successful?
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Success in Project Communications
Making sure everyone
understands the message
Establishing a Project Rhythm
Ensuring your communications results in Actions
Customer Satisfaction
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Today’s Topic’s
Top Reasons Projects Fail
Introducing Project
Communications
How to succeed at project
communications Top Project
Communications Tools
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TOP PROJECT COMMUNICATION TOOLS
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Project Communications Tools….
What tools do you use?
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Knowledge Breakdown Tools Chart
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Lifecycle Process Tools Breakdown Chart
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COMMON COMMUNICATION TOOLS
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Budget Spreadsheet Customer Requirements Daily Progress Reports Design Specifications E-mail Tool Estimating Tool Formal Acceptance Document Gantt Chart Human Resource Plan Instant Messaging
Project Calendar Project Meeting Minutes Project Milestone List Project Schedule Project Status Meetings Project Status Report System Requirements/Design Drawings Team Charter User Acceptance Document
MINIMUM TOOLS FOR EVERY PROJECT:
Today’s Topic’s
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Top Reasons Projects Fail
Introducing Project
Communications
How to succeed at project
communications Top Project
Communications Tools
Where do I get help?
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• Part 1– Introduction Project Communications Concepts– Planning Project Communications
• Part 2– Communication Tools Broken Down by the 9 PMI
Knowledge Areas• Part 3
– Communication Tools Broken Down by the 5 Life Cycle Processes
Project Management Communications Bible
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http://projectcommunication.org
Mission Accomplished!!
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Questions…..
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