Project Management PTM721S Faculty of Computing and Informatics 10 July 2017 Project Management PTM721S Lesson 10 – Project communications management

Project communications management Faculty of Computing and Informatics Project communications management What is project communications management 4 processes in project communications management Communications planning Information distribution Performance reporting Administrative closure Conflict management Using email effectively Using software to assist in project communications

What is project communications management? Faculty of Computing and Informatics What is project communications management? The goal of project communications management is to ensure timely and appropriate generation, collection, dissemination, storage and disposition of project information

4 processes in project communications management? Faculty of Computing and Informatics 4 processes in project communications management? Communications planning – involves determining the information and communication needs of the stakeholders: who needs what information, when they need it and how information will be given to them Information distribution – involves making the needed information available to project stakeholders in a timely manner Performance reporting – involves collecting and disseminating performance information, including status reports, progress measurement and forecasting Administrative closure involves generating, gathering and disseminating information to formalize phase or project completion

Communications planning Faculty of Computing and Informatics Communications planning Communications plan – a document that guides project communications. Components of a communications management plan Description of a collection and filing structure for gathering and storing various types of information A distribution structure describing what information goes to whom, when, how A format for communicating key project information – template for preparing written and oral reports A production schedule for producing the information Access methods for obtaining the information A method for updating the communications management plan as the project progresses and develops A stakeholder communications analysis – info to stakeholders

Information distribution Faculty of Computing and Informatics Information distribution Getting project to the right people at the right time Making information available on the intranet, extranet or internet Informal communications – stand-up meetings, discussions over coffee As the number of people involved in a project increases, so does the complexity of the communications Number of communications channels = n(n-1)/2, where n is the number of people E.g. 4 people have 6 channels = 4(4-1)/2 = 6

Performance reporting Faculty of Computing and Informatics Performance reporting Performance reporting keeps stakeholders informed about how resources are being used to achieve objectives Main outputs of performance reporting: Status reports – describe where the project stand at a specific point in time in terms of triple constraints – scope, time, goals Progress reports – describe what the project team has accomplished during a certain period – monthly/weekly Project forecasting – predicts future project status and progress based on past information and trends – how long, how much money needed Performance reporting – through status review meeting

Administrative closure Faculty of Computing and Informatics Administrative closure A project or phase of project requires closure Administrative closure consists of verifying and documenting project results Administrative closure also allows time to collect project records, ensure those records reflect final specifications, analyse project effectiveness and archive information Outputs for administrative closure are project archives, formal acceptance and lessons learned Project archives include a set of organized project records that provide an accurate history of the project Formal acceptance is documentation that the project sponsor/customer signs to show they have accepted the products of the project Lessons learnt are reflective statements written by project managers and teams

Conflict management Modes for handling conflicts: Faculty of Computing and Informatics Conflict management Modes for handling conflicts: Confrontation – PM directly face a conflict using a problem-solving approach that allows affected parties to work through their disagreement – Problem-solving mode Compromise – PM use a give-and-take approach to resolving conflicts and bring a degree of satisfaction to all parties in a dispute Smoothing – The PM de-emphasizes or avoids areas of differences and emphasizes areas of agreement Forcing – A win-lose approach, where PM exert their viewpoint at the expense of another viewpoint Withdrawal – PM retreat/withdraw from actual or potential disagreement

Running effective meetings Faculty of Computing and Informatics Running effective meetings Determine if a meeting can be avoided Define the purpose and intended outcome of the meeting Determine who should attend the meeting Provide an agenda to participants before the meeting Prepare handouts and visual aids, and make logistic arrangements ahead of time Run the meeting professionally Build relationships

Using email effectively Faculty of Computing and Informatics Using email effectively Make sure that e-mail, instant messaging, or collaborative tools are an appropriate medium for what you want to communicate Be sure to send information to the right people Use meaningful subject lines, limit the content of e-mails to one main subject, and be as clear and concise as possible Be sure to authorize the right people to share and edit your collaborative documents

Using software to assist in project communications Faculty of Computing and Informatics Using software to assist in project communications Microsoft’s Enterprise Project Management solution provides the following to enhance communications: Portfolio management – centralized consolidated view of programs and projects Resource management – enables the user to maximize resource use across the organisation to manage workforce Project collaboration – an organisation can share knowledge immediately to improve decision-making, eliminate redundancy

Outline for a final project report Faculty of Computing and Informatics Outline for a final project report Cover page Table of contents and executive summary Need for the project Project description and letter of agreement Overall outcome of the project and reasons for success or failure Project management tools and techniques used and assessment of them Project team recommendations and future considerations Final project Gantt chart Attachment with all deliverables

Final project documentation items Faculty of Computing and Informatics Final project documentation items Project description Project proposal Original and revised contract information and client acceptance documents Original and revised project plans and schedules (WBS, Gantt charts, network diagrams, cost estimates, communications management plan, etc.) Design documents Final project report Deliverables, as appropriate Audit reports Lessons learnt reports Copies of status reports, meeting minutes, change notices, etc

Thank You. Faculty of Computing and Informatics 13 Storch Street Private Bag 13388 Windhoek NAMIBIA T: +264 61 207 2258 F: +264 61 207 9258 E: fci@nust.na W: www.nust.na Faculty of Computing and Informatics Thank You.