10-PMP_Project Comm Management_PMBOK_V4.pdf

7/30/2019 10-PMP_Project Comm Management_PMBOK_V4.pdf

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PMP Examination Preparatory Course

Topic: Project Communication Management

Version 4.0



©2009 Capgemini - All rights reserved 1

PMP Workshop | Financial Services All work described was performed by Capgemini or a Capgemini affiliate

Communications Management

Stakeholder Analysis

Expert J udgment

Communication Methods

Stake Holder Register

Distribute Information

Issue Logs

Stakeholder Management Strategy


Performance Reports

Hot Topics






Processes required to ensure timely and appropriate generation, collection, distribution,

storage, retrieval and ultimate disposition of project information.

Project Communication Management process includes

1. Identify Stakeholders

2. Plan Communications

3. Distribute Information

4. Manage Stakeholder expectations

5. Report Performance






ReportPerformance


Manage Stakeholder

Expectations

PlanCommunications

IdentifyStakeholders

Closing

Monitor ing &

ControllingExecutingPlanningInitiating





Identify Stakeholders

Process of identifying all people or organizations impacted by project, and documentingrelevant information regarding their interests, involvement and impact on project success.

Project stakeholders are persons and organizations that are

Actively involved in the project

Whose interests may be positively or negatively affected by the execution or

completion of the project May exert influence over project and its deliverables

Internal or external

May be at different levels and possess different authority level





Identify Stakeholders

Stakeholder analysis.

Expert judgment.

Tools and Techniques

Stakeholder register

Stakeholder managementstrategy.

Project Charter

Procurement documents. Enterprise environmental

factors

Organizational processassets.

OutputsInputs





Identify Stakeholders - Inputs

1. Project charter : Provides information about internal and external parties involved andaffected by the project.

2. Procurement documents : Required when project is result of procurement activity orbased on an established contract.

3. Enterprise environmental factors :

Organizational or company culture and structure Government or industry standards

4. Organizational process assets :

Stakeholder register templates

Lessons learned from previous projects

Stakeholderregisters from previous projects





Identify Stakeholders – Tools & Techniques

1. Stakeholder analysis :

Technique of systematically gathering and analyzing qualitative and quantitativeinformation.

To identify and relate the interests, expectation, and influence of the stakeholders tothe purpose of the project.

Steps in stakeholder analysisStep 1 : Identify all potential stakeholders and relevant information pertaining to projectstakeholders.

Step 2 : Identify the potential impact or support each stakeholder can generate andclassify them so as to define an approach strategy. Classification models available but not

limited to are: Power/Interest grid, Power/Influence grid, Influence/Impact grid, Salience model.

Step 3 : Assess stakeholder behavior in order to plan how to influence them to enhance theirsupport and mitigate potential negative impacts





Identify Stakeholders – Tools and Techniques

2. Expert J udgment

• Involves groups or individuals with specialized training or knowledge. Example: SME in business orproject area, Industry group and consultants, Project Manager who have worked on projects insame area, Professional and Technical associations, etc.

• Can be obtained through individual consultations (one-to-one meetings, interviews, etc.) or througha panel format (focus groups, surveys etc.)





Identify Stakeholders - Output

Potential Strategies Assessment of ImpactStakeholder Interest in the projectStakeholder

1. Stakeholder register : Contains all details related to identified stakeholders like

Identification Information – Name, Location, Role in projectAssessment Information – Major Requirements, Expectations, potential influenceClassification Information – Internal/External

2. Stakeholder Management strategy : The stakeholder management strategy definesan approach to increase the support and minimize negative impact of stakeholders throughout the project life cycle.

Sample stakeholder analysis Matrix given below





Plan Communications

Plan communications is the process of determining the project stakeholder informationneeds and defining a communication approach.

It Includes

Who needs what information ? When they will need it ?

How it will be given to them ?

By whom ?

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.

Plan Communications process is tightly linked with enterprise environmental factors, sinceorganization’s structure will have a major effect on project’s communication requirements.





Plan Communications

Communicationsrequirements analysis

Communicationtechnology

Communication models

Communication methods


Communicationmanagement plan

Project documentupdates


Stakeholder Managementstrategy.

Enterprise Environmentalfactors.

Organizational process

assets.

OutputsInputs





Plan Communications – Inputs

1. Stakeholder Register : Discussed earlier in Identify Stakeholder process.

2. Stakeholder Management strategy : Discussed earlier in Identify Stakeholder process.

3. Enterprise environmental factors : All enterprise environmental factors are used asinputs in this process.

4. Organizational process assets : Lessons learned and historical information are of particular importance.





Plan Communications – Tools & Techniques

1. Communications requirements analysis :

•Determines the information needs of the project stakeholders.

•These requirements are defined by combining the type and format of information needed with ananalysis of the value of that information.

•Includes determining and limiting who communicates with whom.

Calculating number of communication channels

Number of communication channels = n × (n-1)/2 where “n” is the number of stakeholders

Example: with 5 stakeholders No. of channels which will exist are = (5× 4)/2 = 10

2. Communication technology :

•Used to transfer information back and forth among project stakeholders.

•Factors that can affect the project include Urgency of the need for Information, Availability of technology, expected project staffing, duration of the project and project environment.





Plan Communications – Tools & Technique.

3. Communication Models : A basic model of communication shown below demonstrateshow information is sent and received between Sender and Receiver.

Sender Receiver

Encode

Decode

Decode

Encode

Message

Feedback - Message

MediumNoise

Noise

Basic communications model





Plan Communications – Tools & Techniques Contd.

4. Communication methods : It can be broadly classified as

Interactive communication

Multidirectional exchange of information e.g. Video conference

Push Communication

Sent to specific recipients who need to know the information.

Doesn’t certify that it actually reached or was understood . E.g. memos.

Pull Communication

Requires recipients to access the communication content at their own discretion.

Used for Large volumes of information or for very Large audiences.

Project Manager decides what, how and when communication methods are to be used

in the project.





Plan Communications – Outputs

1. Communication management plan includes:

• Stakeholder communication requirements

• Information to be communicated

• Reason, Timeframe, Frequency and person responsible for the distribution of the information.• Person responsible for authorizing release of confidential information.

• Resources allocated for communication activities, including time and budget.

• Flow charts of information flow in the project

• Escalation process. Etc.

Communication management plan is a subsidiary of the projectmanagement plan

Communication management plan is a subsidiary of the projectmanagement plan





Plan Communications – Outputs Contd..

2. Project document updates

• Updates to project documents including but not limited to

− e.g. Project schedule,

−Stakeholder register and

− Stakeholder management strategy.





Plan Communication – Question

Q. A project team has 5 members including the project manager. A new member joins theteam. The increase in number of communication channels is?

a. One

b. Tenc. Fifteen

d. Five






It is the process of making relevant information available to project stakeholders as planned.

Effective information distribution includes ( some examples)

• Sender – receiver models

• Choice of media

• Writing style

• Presentation technique







Information distribution

tools


Organizational processassets (updates)

Project Management plan

Performance reports

Organization processassets

OutputsInputs





Distribute Information – Inputs

1. Project Management plan : Communication management plan included in project

management plan details stakeholder communication needs, channels of distribution,periodicity of distribution etc.

2. Performance Reports : Used to distribute project performance and status information.Should be as precise and current as possible.

3. Organization process assets :• Policies, procedures and guidelines regarding information distribution.

• Templates

• Historical information and lessons learned.





Distribute Information – Tools and techniques

1. Communications methods : Individual and group meetings, video and audio conferences,computer chats, and other remote communications methods are used to distributeinformation.

2. Information distribution tools :

•Hard and Soft copies

•Electronic communication and conferencing tools.

•Electronic tools for project management.





Distribute Information – Outputs

1. Organization process assets (updates)

• Stakeholder notifications about resolved issues, approved changes

• Project Reports – Formal and informal project reports detail project status, issue

• logs, closure reports, etc• Project presentations.

• Project Records – Correspondence, memos, reports, and documents describing

• the project

• Feedback from stakeholders

• Lessons learned documentation





Manage Stakeholders expectations

It is the process of communicating and working with stakeholders to meet their needs andaddressing issues as they occur.

Increase the likelihood of project acceptance by actively managing stakeholderexpectations

Proactive identification and addressing of concerns that have not become issues yet.

Clarifying and resolving issues.

Managing expectations helps to increase the probability of project success.





Manage Stakeholders expectations


Interpersonal skills

Management skills


Organizational processassets

Change request

Project Managementplan updates

Project document

updates


Stakeholder Management

strategy


Issue Log

Change Log


OutputsInputs





Manage Stakeholders expectations - Inputs

1. Stakeholder register : List of relevant stakeholders for the project (Discussed earlier inIdentify Stakeholder process)

2. Stakeholder management strategy : Defines the approach to increase the support andminimize the negative impacts of the stakeholder (Discussed earlier in Identify

Stakeholder process)

3. Project Management Plan : Communication management plan in Project Managementplan documents the identified and analyzed needs of stakeholders.

4. Issue Log : Used to document and monitor the resolution of issues.

5. Change Log : Used to document the changes that occurs.

6. Organization process assets : Assets like Organizational communication requirements,Issue management procedures, Change Control procedures and Historical Informationabout previous projects.





Manage Stakeholders expectations - Tools and Techniques

1. Communication method : Method identified for each stakeholder in the communicationmanagement plan.

2. Interpersonal skills : Building trust, Resolving conflict, Active listening, etc.

3. Management Skills : Presentation skills, Negotiating, writing skills and Public speaking.





Manage Stakeholders expectations - Output

1. Organizational Process assets updates : Cause of issues, reasoning behind correctiveactions and lessons learned

2. Change Request : Any Change request as a result of managing stakeholders.

3. Project Management plan updates : This is required when new or changedcommunication requirement are identified.

4. Project document updates : Documents that may be updated are Stakeholdermanagement strategy, Stakeholder register, issue log etc.





Report Performance

Process of Collecting and distributing performance information.

Includes status reporting, progress measurement, and forecasting.

Involves periodic collection and analysis of baseline versus actual data.

Needs to provide information at an appropriate level for each audience.





Report Performance

Variance analysis

Forecasting method


Reporting systems


Performance reports

Organizational process

assets updates

Change requests


Work performance

information

Work Performancemeasurements

Budget forecast


OutputsInputs





Report Performance – Inputs

1. Project management plan : Contains the various baselines used to assess projectperformance

2. Work performance information : Information like deliverable status, Schedule progress

and costs incurred.

3. Work Performance measurements : Work performance information evaluates actualprogress compared to planned Progress.

4. Budget forecast : Provides information on the additional funds that are expected to berequired for the remaining work as well as estimates for the completion of total projectwork.

5. Organizational process assets :Report templates, Policies and procedures that definethe measures and indicators to be used, Organization defined variance limit.





Report Performance – Tools and techniques

1. Variance analysis : After-the-fact look at what caused a difference between the baselineand the actual performance.

2. Forecasting methods : Predicting future performance based on actual performance todate. Different categories

− Time series methods

− Causal/econometric methods

− J udgmental methods

3. Communication methods : Status review meetings can be used to exchange and analyzeinformation about the project progress and the performance.

4. Reporting systems : A standard tool to capture, store, and distribute information tostakeholders about the project cost, schedule progress and performance.





Report Performance – Outputs

1. Performance reports :

• Organize and summarize the information gathered.

• Present results of the analysis compared to the performance measurementbaseline.

• Common formats include bar charts, S-curves, histograms and tables

• Variance analysis, earned value analysis and forecast data is often included.

2. Organization process assets (updates) : Organization process assets that can be

updated includes but are not limited to, report formats and lessons learned

documentation.

3. Change requests : Any changes which gets generated as a part of project performance

analysis. These change requests are processed as ‘Recommended corrective actionsand Recommended preventive actions.





Recap

Stakeholder Analysis

Expert J udgment


Stake Holder Register


Issue Logs

Stakeholder Management Strategy


Performance Reports





Review Questions Time

Review Questions



www.capgemini.com/financialservices

Thank You

10-PMP_Project Comm Management_PMBOK_V4.pdf

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