Project CommunicationsKaty Koenen05/07/2013

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Agenda

Taxonomy The Process

Best PracticesIntroduction Q & A

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Project Communications

GoalUnderstand the importance of project communications

ObjectiveBe able to describe and create project communication tools

Section Introduction

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Project Communications

Why Communicate?• To manage expectations• To inform stakeholders,

customers and team members about project status, risks, and issues

• To keep the project on-track

Section Introduction

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Project Communications

Why bother with project communications?By communicating key information about your project, you will provide those involved with a greater understanding of the project, thereby increasing your chances for success.

Section Introduction

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Taxonomy

CommunicationThe act of communicating or imparting information

Taxonomy

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Taxonomy

Taxonomy

Document Purpose

Project CharterDescribes the purpose & business justification of the project

Scope Statement Describes what the project will include & what it will exclude

Project Plan Describes how the project will be executed and implemented

Communications Plan

• Identifies the audience for each type of communication

• Identifies the type of information each audience needs

• Describes how and how often you will communicate with each audience

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Taxonomy

Taxonomy

Document Purpose

Risk Management PlanIdentifies risks to the project and describes how they will be mitigated

Change Management PlanDescribes how changes to the project’s scope, schedule, and resources will be handled

Status ReportDescribes the current state of the project at a given point in time

Status Meeting

Meeting to report on the project status and discuss the issues, risks, assumptions, and changes that have cropped-up since the last meeting

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The Process

The ProcessCreate a Communications MatrixCommunication Type

Audience Format Frequency

Owner

Project Charter StakeholdersProject Team

Document At inception PM

Project Plan StakeholdersProject Team

Document At inception PM

Communication Plan StakeholdersProject Team

Document At inception PM

Risk Management Plan StakeholdersProject Team

Document At inception PM

Change Management Plan

StakeholdersProject Team

Document At inception PM

Status Reports Project Team Email Weekly Team Members

Status Meetings Project Team Meeting Weekly PM

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The Process

The Process

1. Create a Project Charter2. Write the Scope

Statement3. Create the Project Plan4. Create the

Communications Plan5. Create the Risk

Management Plan6. Create the Change

Management Plan7. Write regular Status

Reports8. Conduct regular Status

Meetings

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Best Practice

Do… Create each type of project communication Identify the audience for each type of project

communication Create a Communication Matrix

Don’t… Forget to analyze the needs of each audience.

Different audiences have different information needs.

Best Practices

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Q & A

Q & A

What are your questions?

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ExamplesSection Wrap-up

Scope StatementDevelop a Scope Management Plan for the project based on project size and complexity. Typical Scope Management Plans describe the process of how project scope and the work breakdown structure will be defined, developed and verified. Scope Management Plans can also outline how project scope is managed and controlled; however, this will be documented in the Change Management Plan found later in this document.

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ExamplesSection Wrap-up

Project Charter

Project Charter Elements

Project Manager Assumptions

Project Sponsor Constraints

Stakeholders Risks

Approvers High-Level Milestones

Executive Project Summary Summary Budget

Purpose/Business Justification

Requirements

Project Scope

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ExamplesSection Wrap-up

Project Plan (MSIT)Alternate Template

Project Plan Elements

Introduction Risk Management Plan

Approach/Methodology • Identify Risks

• Background Information • Analyze & Rate Risks

• Goals & Objectives • Define Risk Responses

Scope Scope Management Plan

High-Level Timeline Cost Management Plan

Milestones Schedule Management Plan

Communications Management Plan

Change Management Plan

• Communication Matrix Status Reporting

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ExamplesSection Wrap-upProject Communications Plan (ITLC)

Communication Plan Elements

Overview Internal Communications cont’d.

• Summary • Project Calendar

• Objectives • UAT & Training Communications

• Audience

Internal Communications External Communications

• Distribution Lists • Publicity

• Project Status Communications

• External Inquiries

• Communications Requirements Matrix

• Project News & Briefings

Confidential & Sensitive Information

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ExamplesSection Wrap-upRisk Management Plan (MSIT)

Risk Identified

•By Team•By PM

Risk Analyzed and Rated

•Impact•Probability•Exposure

Risk Response Defined

•Create Risk Mitigation Plan•Monitor Risk•Etc.

Review Risks

Periodically

•Update•Close•Change to Issue

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ExamplesSection Wrap-upChange Management Plan (MSIT)

Change Request Form Submitted to

PM

PM Logs Change Request on Project

Site

PM Reviews Change Request with

Sponsor / Leadership Team

Approved?

PM Updates Project Management Plan

and Change Control Log

Yes

PM Updates Change Control Log

No

Change Control Process CompleteChange Desired

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ExamplesSection Wrap-upStatus Reports

Status Report Elements

Health Indicators

Executive Summary

Help Wanted

Top Risks/Issues

Key Milestones

Planned Activities

Budget

Change Management

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Section Wrap-upSection Wrap-up

In this section we… Learned the importance of a

Communications Plan

The importance of communicating with team members and stakeholders about the project

Learned the various types of communications required for a project

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Section Wrap-upSection Wrap-up

Sources• www.projectmanagementcommunications.com• http://www.mpug.com/• http://www.21stcenturyprojectmanagement.com• http://smallbusiness.chron.com• http://InsideIT

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