Project Communications Management

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Chapter 8: Project Communica3ons Management Stevbros Training & Consultancy www.stevbros.edu.vn Copyright@STEVBROS Project Management Fundamentals 1 PMI, PMP and PMBOK are registered marks of the Project Management Ins9tute, Inc.

Transcript of Project Communications Management

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Chapter  8:    Project  Communica3ons  

Management  Stevbros  Training  &  Consultancy  

www.stevbros.edu.vn  

Copyright@STEVBROS   Project  Management  Fundamentals   1  

PMI,  PMP  and  PMBOK  are  registered  marks  of  the  Project  Management  Ins9tute,  Inc.  

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Overview  

Ini$a$ng  process  group  

Planning  process  group  

Execu$ng  process  group  

Monitoring  &  controlling  process  group  

Closing  process  group  

    •  Plan  Communica3ons  Management  

•  Manage  Communica3ons  

•  Control  Communica3ons  

   

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Plan  communica3on  management  

•  The  process  of  developing  an  appropriate  approach  and  plan  for  project    communica3ons   based   on   stakeholder’s   informa3on   needs   and  requirements,  and  available  organiza3onal  assets.  The  key  benefit  of  this  process  is  that  it  iden3fies  and  documents  the  approach  to  communicate  most  effec3vely  and  efficiently  with  stakeholders.  

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A  Guide  to  the  Project  Management  Body  of  Knowledge,  FiBh  Edi9on  (PMBOK®  Guide)  ©2013  Project  Management  Ins9tute,  Inc.    All  Rights  Reserved.    Figure  10-­‐2  Page  289.  

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Inputs  1.  Project  Management  Plan  

–  provides   informa3on   on   how   the   project   will   be   executed,  monitored,  controlled,  and  closed.      

2.  Stakeholder  Register    –  provides   the   informa3on   needed   to   plan   the   communica3on  with  project  stakeholders.  

3.  Enterprise  Environmental  Factors    –  the  structure  of  an  organiza3on  will  have  a  major  effect  on  the  project’s  communica3on  requirements.  

4.  Organiza3onal  Process  Assets    –  lessons   learned   and   historical   informa3on   are   of   par3cular  importance   because   they   can   provide   insights   on   both   the  decisions   taken   regarding   communica3ons   issues   and   the  results  of  those  decisions  in  previous  similar  projects  

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Tools  and  techniques(1/5)  

1.  Communica3on  Requirements  Analysis  –  determines   the   informa3on   needs   of   the  project   stakeholders.   Project   resources  should  be  expended  only  on  communica3ng  informa3on   that   contributes   to   the   success  of   the   project   or   where   a   lack   of  communica3on  can  lead  to  failure.  

–  t h e   t o t a l   n um b e r   o f   p o t e n 3 a l  communica3on  channels  is  n(n  -­‐  1)/2,  where  n   represents   the   number   of   stakeholders.  For  example,  a  project  with  10  stakeholders  ha s   10 (10   -­‐   1 ) /2   =   45   po ten3a l  communica3on  channels.    

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2)1( −NN

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Tools  and  techniques(2/5)  

2.  Communica3on  Technology    –  Factors   that   can   affect   the   choice   of  communica3on  technology  include:    

•  urgency  of  the  need  for  informa3on;    •  availability  of  technology;    •  ease  of  use;    •  project  environment;    •  sensi3vity  and  confiden3ality  of  the  informa3on.  

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Tools  and  techniques(3/5)  

3.  Communica3on  Models      

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A  Guide  to  the  Project  Management  Body  of  Knowledge,  FiBh  Edi9on  (PMBOK®  Guide)  ©2013  Project  Management  Ins9tute,  Inc.    All  Rights  Reserved.    Figure  10-­‐4  Page  294.  

•  To make effective communication, sender/receiver need to be aware of these factors: -  Nonverbal: 55% of all communication is nonverbal -  Para lingual: pitch and tone of voice -  Effective listening

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Tools  and  techniques  (4/5)  

4.  Communica3on  Methods  –  Interac3ve  communica3on.  Between  two  or  more  par3es  performing  a  

mul3direc3onal  exchange  of  informa3on.  It   is  the  most  efficient  way  to  ensure  a  common  understanding  by  all  par3cipants  on  specified  topics,  and   includes   mee3ngs,   phone   calls,   instant   messaging,   video  conferencing,  etc.    

–  Push  communica3on.  Sent  to  specific  recipients  who  need  to  receive  the  informa3on.   This   ensures   that   the   informa3on   is   distributed   but   does  not  ensure   that   it  actually   reached  or  was  understood  by   the   intended  audience.  Push  communica3ons  include  lebers,  memos,  reports,  emails,  faxes,  voice  mails,  blogs,  press  releases,  etc.    

–  Pull  communica3on.  Used  for  very   large  volumes  of   informa3on,  or   for  very   large   audiences,   and   requires   the   recipients   to   access   the  communica3on  content  at  their  own  discre3on.  These  methods  include  intranet   sites,   e-­‐learning,   lessons   learned   databases,   knowledge  repositories,  etc.    

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5. Mee3ng  –  Plan  or  prepare  the  mee3ng  

•  Set  a  3me/schedule  and  determine  the  par3cipants.  •  Have   a   clear   purpose   for   each   mee3ng   &   communicate   it   in   the  invita3on.  

•  Create  the  agenda  and  distribute  it  in  advance.  –  S3ck  to  the  plan  (discipline)  

•  Begin  on  3me,  end  on  3me.  •  Introduce  the  moderator  and  s3pulate  who  will  keep  the  minutes.  •  End  every  agenda  with  a  summary  and  consensus  of  the  par3cipants.  

–  Good  follow-­‐up  •  Send  the  minutes  showing  the  result  along  with  the  to  do  list.  •  Get  feedback    from  the  par3cipants.  •  Monitor  the  status  of  all  ac3on  items.  

Tools  and  techniques  (5/5)  

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Outputs  

1.  Communica3ons  Management  Plan    – describes  how  project  communica3ons  will  be  planned,  structured,  monitored,  and  controlled.  

2.  Project  Documents  Updates    –  include  project  schedule,  and  stakeholder  register.    

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Manage  communica3ons  

•  The   process   of   crea3ng,   collec3ng,   distribu3ng,   storing,  retrieving,  and  the  ul3mate  disposi3on  of  project  informa3on  in  accordance  to  the  communica3ons  management  plan.  The  key  benefit  of   this  process   is   that   it  enables  an  efficient  and  effec3ve  communica3ons  flow  between  project  stakeholders.  

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A  Guide  to  the  Project  Management  Body  of  Knowledge,  FiBh  Edi9on  (PMBOK®  Guide)  ©2013  Project  Management  Ins9tute,  Inc.    All  Rights  Reserved.    Figure  10-­‐5  Page  297.  

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Inputs  1.  Communica3ons  Management  Plan  

–  plan   describes   how   project   communica3ons   will   be   planned,  structured,  monitored,  and  controlled.  

2.  Work  Performance  Reports  –  are   a   collec3on   of   project   performance   and   status   informa3on  that   may   be   used   to   facilitate   discussion   and   to   create  communica3ons  

3.  Enterprise  Environmental  Factors  –  include   organiza3onal   culture   and   structure,   government   or  industry   standards   and   regula3ons,   and   project   management  informa3on  system  

4.  Organiza3onal  Process  Assets  –  include  policies,  procedures,  processes,  and  guidelines  regarding  communica3ons   management;   templates;   and   historical  informa3on  and  lessons  learned.    

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Tools  and  techniques(1/2)  

1.  Communica3on   Technology   (refer   to   previous  process)  

2.  Communica3on   Models   (refer   to   previous  process)  

3.  Communica3on   Methods   (refer   to   previous  process)  

4.  Informa3on  Management  Systems    –  include  hard-­‐copy  document  management,  electronic  communica3ons   management,   electronic   project  management  tools.  

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Tools  and  techniques(2/2)  

5.  Performance  Repor3ng    –  repor3ng   is   the   act   of   collec3ng   and   distribu3ng  performance   informa3on,   including   status  reports,  progress  measurements,  and  forecasts.    

– Difference  between  status  and  progress  report:  •  Status  report:  detailed  report,  provide  detailed  working  status  of  project  to  project  manager,  project  team,  and  other  stakeholders.    

•  Progress   report:   high   level   report,   provide   high   level  informa3on   of   project   to   management,   sponsor,  customer,  and  other  stakeholders.  

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Orders Booked Class A Opportunities & Add-on Sales from SDOD for all Target Organizations

Orders Booked Add-on Sales in MUS/ONE for Local CU

Comments to Performance Achievements Issues & Risks Actions Number of open Opportunities & Add-on Sales (submitted and/or updated) Jan-June 2011:

– Class A’s: 9 – Class B’s: 19 – Class C’s: 119 – Class D’s: 27

› Discuss with CPM to record CR into SDOD.

• Low business growth in Q1 and 2.

• New opportunity hard to come to OB, and long selling process that de-motivated people.

• Low SOG/AoS value

• Put more effort on SOG/AoS from EP and KAM.

• Put more effort on AoS CR from CPM.

.00 MSEK .00 MSEK.00 MSEK.00 MSEK .00 MSEK1.95 MSEK

1.95 MSEK1.95 MSEK

MSEK5 MSEK

10 MSEK15 MSEK20 MSEK25 MSEK30 MSEK35 MSEK40 MSEK45 MSEK50 MSEK

J F M A M J J A S O N D

.06 MSEK .06 MSEK .06 MSEK .36 MSEK .36 MSEK

2.30 MSEK 2.39 MSEK 2.47 MSEK

MSEK5 MSEK

10 MSEK15 MSEK20 MSEK25 MSEK30 MSEK35 MSEK40 MSEK45 MSEK50 MSEK

J F M A M J J A S O N D

Year  End  Es9mate  Current Status

CLASS A YTD AUG

Opportunity 9 2

Add-on Sales 0 0

OB Value (MSEK) 2.47 0.07

R&R Paid (MSEK) 0 0

No. of 4070 FTE

           ProgressReport  

 

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Status  Report  

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Outputs  1.  Project  Communica3ons  

–  involves  the  ac3vi3es  that  are  required  for  informa3on  to  be  created,   distributed,   received,   acknowledged,   and  understood.   Project   communica3ons   may   include  performance  reports,  deliverables  status,  schedule  progress,  and  cost  incurred.    

2.  Project  Management  Plan  Updates    3.  Project  Documents  Updates    

–  include     issue   log,   project   schedule,   and   project   funding  requirements.    

4.  Organiza3onal  Process  Assets  Updates    –  include     stakeholder   no3fica3ons,   project   reports,   project  presenta3ons,   project   records,   feedback   from   stakeholders,  lessons  learned  documenta3on.  

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Control    communica3ons  

•  The   process   of   monitoring   and   controlling   communica3ons   throughout  the  en3re  project  life  cycle  to  ensure  the  informa3on  needs  of  the  project  stakeholders  are  met.  The  key  benefit  of  this  process  is  that  it  ensures  an  op3mal   informa3on   flow   among   all   communica3on   par3cipants,   at   any  moment  in  3me.  

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A  Guide  to  the  Project  Management  Body  of  Knowledge,  FiBh  Edi9on  (PMBOK®  Guide)  ©2013  Project  Management  Ins9tute,  Inc.    All  Rights  Reserved.    Figure  10-­‐7  Page  303.  

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Inputs  1.  Project  Management  Plan    

–  describes   how   the   project   will   be   executed,   monitored,   controlled,  and  closed  

2.  Project  Communica3ons    –  include  deliverables  status,  schedule  progress,  and  costs  incurred.  

3.  Issue  Log  4.  Work  Performance  Data  

–  organizes  and  summarizes  the  informa3on  gathered,  and  presents  the  results   of   compara3ve   analysis   to   the   performance   measurement  baseline.  

5.  Organiza3onal  Process  Assets    –  such   as   report   templates;   policies,   standards,   and   procedures   that  define   communica3ons;   specific   communica3on   technologies  available;   allowed   communica3on   media;   record   reten3on   policies;  and  security  requirements.    

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Tools  and  techniques  

1.  Informa3on  Management  Systems    –  provides  a  set  of  standard  tools  for  the  project  manager  to  capture,   store,   and   distribute   informa3on   to   stakeholders  about   the   project’s   costs,   schedule   progress,   and  performance  

2.  Expert  Judgment    –  judgment  is  olen  relied  upon  by  the  project  team  to  assess  the   impact  of  the  project  communica3ons,  need  for  ac3on  or  interven3on,  ac3ons  that  should  be  taken,  responsibility  for  taking  such  ac3ons,  and  the  3meframe  for  taking  ac3on  

3.  Mee3ngs  –  to   determine   the   most   appropriate   way   to   update   and  communicate   project   performance,   and   to   respond   to  requests  from  stakeholders  for  informa3on  

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Outputs(1/2)  1.  Work  Performance  Informa3on  

–  organizes   and   summarizes   the   performance   data   gathered.  This  performance  data   typically  provides   status  and  progress  informa3on   on   the   project   at   the   level   of   detail   required   by  the  various  stakeholders  

2.  Change  Requests  –  olen   results   in   the   need   for   adjustment,   ac3on,   and  interven3on  such  as:  

•  New   or   revised   cost   es3mates,   ac3vity   sequences,   schedule   dates,  resource  requirements,  and  analysis  of  risk  response  alterna3ves;    

•  Adjustments  to  the  project  management  plan  and  documents;    •  Recommenda3ons   of   correc3ve   ac3ons   that  may   bring   the   expected  future   performance   of   the   project   back   in   line   with   the   project  management  plan;  and  

•  Recommenda3ons   of   preven3ve   ac3ons   that   may   reduce   the  probability  of  incurring  future  nega3ve  project  performance.    

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Outputs  3.  Project  Management  Plan  Updates    

–  Control  Communica3ons  process  may  trigger  updates  to   the   communica3ons  management   plan   as  well   as  other   components   of   the   project   management   plan  (e.g.   stakeholders   and   human   resource  management  plans).    

4.  Project  Documents  Updates    –  Include  forecasts,  performance  reports,  and  issue  log.    

5.  Organiza3onal  Process  Assets  Updates    –  Include   report   formats   and   lessons   learned  documenta3on.  

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Communica3on    concepts  

•  The   communica3on   ac3vi3es   involved   in   these  processes  may  olen  have  many  poten3al  dimensions  that  need  to  be  considered,  including:  –  Internal   (within   the   project)   and   external   (customer,  vendors,  other  projects,  organiza3ons,  the  public);  

–  Formal   (reports,  minutes,   briefings)   and   informal   (emails,  memos,  ad-­‐hoc  discussions);  

–  Ver3cal   (up   and   down   the   organiza3on)   and   horizontal  (with  peers);  

–  Official  (newslebers,  annual  report)  and  unofficial  (off  the  record  communica3ons);  and  

– Wriben   and   oral,   and   verbal   (voice   inflec3ons)   and  nonverbal  (body  language).  

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Summary  

•  Calculate  number  of  communica3on  channels  •  Communica3on  models  •  Communica3on  methods  •  Communica3on  types  •  Report  types  •  Issue  log  

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Ques3ons  for  review  

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•  You  did  the  good  job  at  this  chapter.    Please  complete  ques3ons  for  review  before  moving  to  next  chapter.