8/9/2019 7- Project Communication Management
1/54
“ ”
) (
Presented by
Eng.Ahmed Shaaban (Ahmed Elsaka)
Email:- [email protected]
8/9/2019 7- Project Communication Management
2/54
10
Email:- [email protected]
8/9/2019 7- Project Communication Management
3/54
Project Communication Management
Includes the processes required to insure timely and appropriategeneration, collection, distribution, storage, retrieval, and ultimatedisposition of project information.
10.1 Identify Stakeholders
The process of identifying all people or organizations impacted by the project.
3
.
The process of determining the project stakeholder information needs.
10.3 Distribute Information
The process of making relevant information available to project stakeholders.
10.4 Manage Stakeholder Expectations
The process of communicating with stakeholders to meet their needs.
10.5 Report Performance
The process of collecting and distributing performance information.Email:- [email protected]
8/9/2019 7- Project Communication Management
4/54
Knowledge AreasInitiating Planning Executing Monitoring & Controlling Closing
Develop project charter Develop projectmanagement plan
Direct and manageproject execution
Monitor and control projectwork
Close
project or
phase
perform Integrated change
control
Collect requirements Varify Scope
define scope Control Scope
Create WBS
Define activities Control schedule
sequence ActivityEstimate acitivity
resources
Estimate activity
durations
Develop schedule
Project Management Process Groups
Project Integration Mangement
Project Scope Management
Project Time Management
4
Determine budget
Project Quality Management Plan qualityPerform quality
assurance Perform quality control
Develop human
resource plan Acquire projec t team
Develop project team
Manage project team
Identify stakeholders Plancommunications Distributeinformation Report performance
Manage stakeholder
expectations
Plan risk
management Monitor and control risks
Identify risks
Perform qualitative
risk analysisPerform
Quantitative risk
analysis
Project Cost Management
Project Human Resource Management
Project Communications Managem
Project Risk Management
8/9/2019 7- Project Communication Management
5/54
What is Project Communication Management?
• Project communications management processes provide the critical linksamong people and information that are necessary for successfulcommunications.
• Everyone involved in the project should understand how communicationsaffect the project as a whole.
5
• 90% of a Project Manager's job is spent acquiring and communicatinginformation.
• Project Manager must keep the customer and top management informed ofproject status.
Email:- [email protected]
8/9/2019 7- Project Communication Management
6/54
6
Email:- [email protected]
8/9/2019 7- Project Communication Management
7/54
Basic Model of CommunicationBasic Model of Communication
•• Key components of a basic model of communicationKey components of a basic model of communicationinclude:include:
– – EncodeEncode -- to translate thoughts or ideas into a language that isto translate thoughts or ideas into a language that is
understood by othersunderstood by others – – MessageMessage -- output of encodingoutput of encoding
– – MediumMedium -- method used to convey the messagemethod used to convey the message
– – NoiseNoise -- an thin that interferes with the transmission andan thin that interferes with the transmission and
7
understanding of the messageunderstanding of the message – – DecodeDecode -- translate the message back into meaningful thoughtstranslate the message back into meaningful thoughts
or ideasor ideas
Encode
decode
decode
encode
sendersendersendersender receiverreceiverreceiverreceiver
mediummediummediummedium
8/9/2019 7- Project Communication Management
8/54
Identify Stakeholders (10.1)
• Process of identifying all people or organizations impacted by theproject, and documenting relevant information regarding theirinterests, involvement, and impact on project success.
• Stakeholders are persons and organizations such as customers,sponsors, the performing organization.
8
• It is critical for project success to identify the stakeholders early in theproject, and to analyze their levels of interest, expectations, importanceand influence.
• As the project manager’s time is limited and must be used as efficiently
as possible, these stakeholders should be classified according to theirinterest, influence, and involvement in the project.
Email:- [email protected]
8/9/2019 7- Project Communication Management
9/54
Identify Stakeholders (10.1)
• Project Charter (Input)
• Procurement Documents (Input)
• Enterprise Environmental Factors (Input)
•
9
Email:- [email protected]
8/9/2019 7- Project Communication Management
10/54
Identify Stakeholders (10.1)
Stakeholder Analysis (Tools and Techniques)Stakeholder Analysis (Tools and Techniques)
Stakeholder analysis is a technique of systematically gathering and analyzingStakeholder analysis is a technique of systematically gathering and analyzingquantitative and qualitative information to determine whose interests should bequantitative and qualitative information to determine whose interests should be
taken into account throughout the project.taken into account throughout the project.
Stakeholder analysis generally follows the steps described below:Stakeholder analysis generally follows the steps described below:
10
ep 1:ep 1:Identify all potential project stakeholders and relevant information, such asIdentify all potential project stakeholders and relevant information, such astheir roles, departments, interests, knowledge levels, expectations.their roles, departments, interests, knowledge levels, expectations.
Step 2:Step 2:Identify the potential impact or support each stakeholder could generate,Identify the potential impact or support each stakeholder could generate,and classify them so as to define an approach strategy.and classify them so as to define an approach strategy.
Step 3:Step 3: Assess how key stakeholders are likely to react or respond in various Assess how key stakeholders are likely to react or respond in varioussituations.situations.
Email:- [email protected]
8/9/2019 7- Project Communication Management
11/54
Identify Stakeholders (10.1)
Stakeholder Analysis (Tools and Techniques)Stakeholder Analysis (Tools and Techniques)
11
8/9/2019 7- Project Communication Management
12/54
Identify Stakeholders (10.1)
Stakeholder RegisterStakeholder Register (Outputs)(Outputs)
•• Identification information:Identification information:
Name, organizational position, location, role in the project, contactinformation;
•• Assessment information: Assessment information:Ma or re uirements, main ex ectations, otential influence in the
12
project, phase in the life cycle with the most interest; and
•• Stakeholder classification:Stakeholder classification:Internal/external, supporter/neutral/resistor, etc.
Stakeholder Management StrategyStakeholder Management Strategy (Outputs)(Outputs)
Defines an approach to increase the support and minimize negative impacts ofstakeholders.
Email:- [email protected]
8/9/2019 7- Project Communication Management
13/54
8/9/2019 7- Project Communication Management
14/54
Identify Stakeholders (10.1)
14Email:- [email protected]
8/9/2019 7- Project Communication Management
15/54
•• The process of determining the project stakeholder information needsThe process of determining the project stakeholder information needsand defining a communication approach.and defining a communication approach.
•• Who needs what information, when they will need it, how it will be given Who needs what information, when they will need it, how it will be givento them, and by whom.to them, and by whom.
•• A communication lan allows the ro ect mana er to document the A communication lan allows the ro ect mana er to document the
Plan Communications (10.2)
15
approach to communicate most efficiently and effectively withapproach to communicate most efficiently and effectively withstakeholders.stakeholders.
•• Effective communication means that the information is provided in theEffective communication means that the information is provided in theright format, at the right time, and with the right impact.right format, at the right time, and with the right impact.
•• Efficient communication means providing only the information that isEfficient communication means providing only the information that isneeded.needed.
Email:- [email protected]
8/9/2019 7- Project Communication Management
16/54
• Stakeholder Register (Input)
• Stakeholder Management Strategy (Input)
• Enterprise Environmental Factors (Input)
Plan Communications (10.2)
16
• rgan za ona rocess sse s npu
Email:- [email protected]
8/9/2019 7- Project Communication Management
17/54
Communication Requirements Analysis (Tools & Techniques)
• All project stakeholders have some form of communications
requirements.
• Communications scope, effort and complexity increases substantially withthe number of Stakeholders.
Plan Communications (10.2)
17
• As the number of people involved in the communications increases thenumber of communications channels increases geometrically.
• Formula to compute the number of communication channels:
No. of channels = n(n-1)/2
n = number of stakeholders
8/9/2019 7- Project Communication Management
18/54
Communication Methods (Tools & Techniques)
• Interactive communications
• Push communications
Plan Communications (10.2)
18
• Pull communications
The project manager decides what, how, and whenCommunication methods are to be used in the project
Email:- [email protected]
8/9/2019 7- Project Communication Management
19/54
Communication Technology (Tools & Techniques)The methods used to transfer information among project stakeholders can varysignificantly.
Factors that can affect the project include:
• Urgency of the need for information.Is project success dependent upon having frequently updated information?
Plan Communications (10.2)
19
• 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?
8/9/2019 7- Project Communication Management
20/54
Communications Management PlanCommunications Management Plan (Outputs)(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
Plan Communications (10.2)
20
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, e-mail, and/or press releases;
8. Resources allocated for communication activities, including time and budget;
Email:- [email protected]
8/9/2019 7- Project Communication Management
21/54
inputsinputs
1 . Stakeholder register2 . Stakeholdermanagement strategy
3 . Enterprise
Tools & techniquesTools & techniques
1 . Communicationrequirements analysis
2 . Communicationtechnology
outputsoutputs
1 . Communicationmanagement plan
2 . Project documentupdates
Plan Communications (10.2)
21
environmental factors4 . Organizationalprocess assets
3 . Communicationmodels
4 . Communicationmethods
Email:- [email protected]
8/9/2019 7- Project Communication Management
22/54
Plan Communications (10.2)
22Email:- [email protected]
8/9/2019 7- Project Communication Management
23/54
Distribute Information (10.3)
The process of making relevant information available to project stakeholdersas planned.
Effective information distribution includes a number of techniques including:
• Sender-receiver models.Feedback loops and barriers to communication.
23
• o ce o me a.
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.
Email:- [email protected]
8/9/2019 7- Project Communication Management
24/54
Organizational Process Assets updates (Outputs)
The organizational process assets which may be updated include, but are notlimited to:
• Stakeholder notifications.Information may be provided to stakeholders about resolved issues,approved changes, and general project status
Distribute Information (10.3)
24
• Project reports.Include lessons learned, issues logs, project closure reports, andoutputs from other Knowledge Areas
• Project records.Include correspondence, memos, meeting minutes, and otherdocuments describing the project.
• Project presentations.• Feedback from stakeholders.• Lessons learned documentation.
Email:- [email protected]
8/9/2019 7- Project Communication Management
25/54
inputsinputs
1 . Project managementplan
2 . Performance
Tools &Tools &
techniquestechniques1 . communicationmethods
2 . Information
outputsoutputs
1 . Organizationalprocess assetsupdates
Distribute Information (10.3)
25
reports
3 . Organizationalprocess assets
distribution tools
Email:- [email protected]
8/9/2019 7- Project Communication Management
26/54
Distribute Information (10.3)
26Email:- [email protected]
8/9/2019 7- Project Communication Management
27/54
Manage Stakeholder Expectation (10.4)
• The process of communicating and working with stakeholders to meettheir needs and addressing issues as they occur.
• Managing expectations helps to increase the probability of projectsuccess by ensuring that the stakeholders understand the project
benefits and risks.
27
• By anticipating people’s reaction to the project, preventive actions can be taken to win their support or minimize potential negative impacts.
Email:- [email protected]
8/9/2019 7- Project Communication Management
28/54
inputsinputs
1 . Stakeholderregister
2 . Stakeholdermanagement strategy
Tools &Tools &
techniquestechniques
1 . Communicationmethods
2 . Interpersonal skills
outputsoutputs
1 . Organizationalprocess assets updates
2 . Change requests
3 . Project management
Manage Stakeholder Expectation (10.4)
28
3 . ro ect
management plan
4 . Issue log
5 . Change log
6 . Organizationalprocess assets
3 . anagement s s p an up ates
4 . Project documentupdates
Email:- [email protected]
8/9/2019 7- Project Communication Management
29/54
Manage Stakeholder Expectation (10.4)
29Email:- [email protected]
8/9/2019 7- Project Communication Management
30/54
Report Performance (10.5)
The process of collecting and distributing performanceinformation, including status reports, progress measurements,and forecasts.
• Analysis of past performance
• Current status of risk and issues
30
• Work completed during the period
• Work to be completed next
• Summary of change approved in the period
Email:- [email protected]
8/9/2019 7- Project Communication Management
31/54
Report Performance (10.5)
• Project Management Plan (Input)
• Work Performance Information (Input)
• Work Performance Measurements (Input)
•
31
• Organizational Process Assets (Input)
Email:- [email protected]
8/9/2019 7- Project Communication Management
32/54
Report Performance (10.5)
Forecasting Methods (Tools & Techniques)
• Time series methods.Earned value – moving average – linear prediction –trend estimation
•
32
.
Regression analysis – econometrics• Judgmental methods
Delphi method – scenario building• Other methods
Probabilistic forecasting – ensemble forecasting
Email:- [email protected]
8/9/2019 7- Project Communication Management
33/54
Report Performance (10.5)
Performance Report (Outputs)Organize and summarize the information gathered, and
present the results of any analysis as compared to theperformance measurement baseline.
•
33
• Current status of risks and issues,• Work completed during the reporting period,• Work to be completed during the next reporting period,• Summary of changes approved in the period,
• Results of variance analysis,• Forecasted project completion (including time and cost)
Email:- [email protected]
8/9/2019 7- Project Communication Management
34/54
Report Performance (10.5)
Tabular Performance Report sample
PerformanceIndex Variance values
CostScheduleCostScheduleActualEarnedPlanned
WBS Element
EV/ACEV/PVEV-ACEV-PVCost ( AC )Value ( EV )Value ( PV )
34
0.930.92-4500-50006250058000630001. Pre-pilot Plan
1.030.751200-160004680048000640002. checklists
0.850.87-5300-30002350020000230003. curriculum
0.941-45000725006800068000
4. Med-term
Evaluation
10.830-20001000010000120005. Implementation
1.030.89-200-8006000620070006. practice Manual
0.750.68-4600-65001810013500200007.Roll-out Plan
0.930.87-15700-33300239400223700257000Totals
8/9/2019 7- Project Communication Management
35/54
inputsinputs
11 . Project management. Project managementplanplan
22 . Work performance. Work performanceinformationinformation
Tools & techniquesTools & techniques
11 . Variance analysis. Variance analysis22 . Forecasting methods. Forecasting methods
33 . Communication methods. Communication methods
Report Performance (10.5)
35
33 . Work performance. Work performancemeasurementsmeasurements
44 . Budget forecasts. Budget forecasts
55 . Organizational process. Organizational processassetsassets
. epor ng sys ems. epor ng sys ems
outputsoutputs
11 . Performance reports. Performance reports22 . Organizational process. Organizational processassets updatesassets updates
33 . Change requests. Change requests
Email:- [email protected]
8/9/2019 7- Project Communication Management
36/54
Report Performance (10.5)
36Email:- [email protected]
8/9/2019 7- Project Communication Management
37/54
uestions
.
37Email:- [email protected]
8/9/2019 7- Project Communication Management
38/54
1 ) .
,
.
) 6
38
) 9
) 12
) 15
Email:- [email protected]
8/9/2019 7- Project Communication Management
39/54
1 ) .
,
.
) 6
39
) 9
) 12
) 15
Email:- [email protected]
8/9/2019 7- Project Communication Management
40/54
2 )
)
40
)
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
41/54
2 )
)
41
)
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
42/54
3 )
. , :
)
42
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
43/54
3 )
. , :
)
43
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
44/54
4 )
.
,
, .
44
)
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
45/54
4 )
.
,
, .
45
)
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
46/54
5 ) ,
:
) .
)
46
)
.
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
47/54
5 ) ,
:
) .
)
47
)
.
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
48/54
6 )
)
48
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
49/54
6 )
)
49
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
50/54
7 )
:
)
50
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
51/54
7 )
:
)
51
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
52/54
8/9/2019 7- Project Communication Management
53/54
8 )
)
53
)
)
)
Email:- [email protected]
8/9/2019 7- Project Communication Management
54/54
54
Email:- [email protected]
Top Related