Project Communication Management Training PM Semarang, 16-17 Juni 2008

To become a new and innovative energy company Contents 1 Communication Planning 2 Information Distribution 3 Performance Reporting 4 Manage Stakeholder PT Rekayasa Industri To become a new and innovative energy company

To become a new and innovative energy company PT Rekayasa Industri To become a new and innovative energy company

PROJECT COMMUNICATION MANAGEMENT PT Rekayasa Industri To become a new and innovative energy company

10.1 Communication Planning Determining the information and communications needs of the project stakeholders PT Rekayasa Industri To become a new and innovative energy company

To become a new and innovative energy company Stakeholder analysis Definition of Stakeholders Define the stakeholders Essence: Information needed by them, and what sources to meet the needs Remember: Communication skill is mostly needed by PM PM’s time to communicating:90% PM role in communication: to control changes, miscommunication, unclear direction, scope creep Expeditor mostly deal with communication (rather than problem solving) PT Rekayasa Industri To become a new and innovative energy company

Communication Management Plan The plan includes: What information needs to be collected and when Who will receive the information Methods use to gather and store information Limits on who may give direction and to whom Reporting relationship Listing of contact information for all stakeholders Schedule of distribution of each type of communication Method for updating and refining the communication management plan PT Rekayasa Industri To become a new and innovative energy company

To become a new and innovative energy company PT Rekayasa Industri To become a new and innovative energy company

Communication Requirement Analysis Organization Charts Project organization and stakeholder responsibility relationship Disciplines, departments, and specialties involved in the project Logistics of how many persons will be involved with the project and which locations Internal information needs (e.g., communicating across organizations) External information needs (e.g., communicating with the media or contractors) Stakeholder information PT Rekayasa Industri To become a new and innovative energy company

Establishing Standards and Procedures for : Stakeholder communication requirements Information to be communicated, including format, level of detail Person responsible for communicating the information Person or groups who will receive the information Methods or technologies used to convey the information, such as memoranda, e-mail, and/or press releases Frequency or communication, such as weekly, monthly Escalating process-identifying time frames and the management chain (names) for escalation of issues that cannot be resolved at a lower staff level Method for updating and refining the communication management plan as the project progresses and develops Glossary of common technology PT Rekayasa Industri To become a new and innovative energy company

Communication Management Plan include : Communications items. The information that will be distributed to stakeholder Purpose. The reason for the distribution of that information Frequency. How often that information will be distributed Start/End dates. The time frame for the distribution of the information Format/medium. The lay out of the information and the method of transmission Responsibility. The team member charged with distribution of information PT Rekayasa Industri To become a new and innovative energy company

10.2 Information Distribution Making needed information available to project stakeholders in the timely manner PT Rekayasa Industri To become a new and innovative energy company

To become a new and innovative energy company Communication Model A circle of three parts: sender, message, receiver Communication terms: Non verbal: (incl. physical mannerism) 55% of all communication are non verbal Para lingual: pitch and tone of your voice Active listening: receiver confirms, confirms agreement, asks for clarification Effective Listening: watching the speaker to pick up physical gesture, thinking about to say to respond, asking question, repeating & providing feedback Feedback:”do you understand what I have explained?’ usually asked by sender PT Rekayasa Industri To become a new and innovative energy company

Communication Dimensions Written & Oral, Listening & Speaking Internal (within the project) & External (customer, media, public) Formal (reports, briefings) & Informal (memos, ad hoc conversation) Vertical (up & down the organization) & Horizontal (with peers) PT Rekayasa Industri To become a new and innovative energy company

Information Distribution Methods Project Meetings, Hardcopy Document, Manual filing System, Shared-access Database Electronic Communication & Conferencing Tools, e.g. ; e-mail, fax, phone, etc Electronic Tools for Project Management e.g. : PM Software, portals, etc PT Rekayasa Industri To become a new and innovative energy company

To become a new and innovative energy company Lessons Learned Update of the lessons learned knowledge base Input to knowledge management system Updated corporate policies, procedures, & processes Improved business skills Overall product & service improvements Update to risk management plan PT Rekayasa Industri To become a new and innovative energy company

Communication Barriers Noise Distance Improper encoding of messages Saying “that is bad idea” Hostility Language Culture PT Rekayasa Industri To become a new and innovative energy company

Communication Channel Formula: (Nx(N-1))/2 N = number of people Example: As project manager you have 3 stakeholders. A new stakeholder has been added. How many more channels of communication? Answer: previous 6, become 10, means need more 4 channels PT Rekayasa Industri To become a new and innovative energy company

10.3 Performance Reporting Collecting and distributing performance information. This include status reporting, progress measurement and forecasting PT Rekayasa Industri To become a new and innovative energy company

Performance Reporting The information include: scope, schedule, cost, quality, risks and procurement Status reporting: Where the project stand Actual vs plan: ahead, behind, on time/budget Progress Report What have accomplished Percent completed, deliverables completed Forecasting Predicting future project status and progress PT Rekayasa Industri To become a new and innovative energy company

To become a new and innovative energy company Tools Variances Analysis Comparing actual project results to planned results Trend Analysis Examining project result over time to determine if performance is improving or deteriorating Earned Value Analyisis See cost management PT Rekayasa Industri To become a new and innovative energy company

Performance Report Principal Of Effective Presentation How much achieved What have been done PROGRESS How is the progress compare to baseline plan? STATUS Estimate at Completion vs current budget Estimate Completion Date vs organizational completion date FORECAST PROBLEM PT Rekayasa Industri To become a new and innovative energy company

To become a new and innovative energy company 10.4 Manage stakeholders Managing communication to satisfy the requirements of and resolve issues with project stakeholders PT Rekayasa Industri To become a new and innovative energy company

To become a new and innovative energy company SUMMARY Communication vs Information What kinds of ‘noise’ in communication processes may result perceptual differences between one party to another ? Classify communication dimensions may be used in project ! What items should be included in communication management plan ? What kind of information should be presented in performance report presentation ? PT Rekayasa Industri To become a new and innovative energy company

Arisman Indrawan SH, MT, PMP Thank You ! Arisman Indrawan SH, MT, PMP