Communications

Acquiring and transmitting data Most important PM skill –If you cannot communicate your needs, wants, expectations you will fail –A good communicator is better than a great technician –Listening is a form of communications

Communication Skills Must understand message you are sending How it will be interpreted by receiver What action will result –Simple language better than jargon –Good writing and speaking skills PRACTICE

Communication Skills –I a more recent conversation with Professor Atlas Hsie he mentioned in contacting you. The reason being that with my current employer they are needing individuals familiar with Microsoft Project for project managers. I am current 13 credit hours from graduation but since this software would benefit me at my place of employment Professor Atlas suggested I look into taking your course on Construction Administration. Would this be a good course for me to take to learn the fundamnetals of Microsoft Project? I have been reviewing the prerequisits and there is listing of CTC370 with no course description in the course catalog or I can get permission from the instructor. I was wondering what your thoughts are on this matter? My current duties at XXXXX Companies is a CAD Operator but looking to move into project management with a focus on planning and scheduling of projects. Is CTC-470 a good place to learn this topic better or do I need to take the prerequisits first? As long as I pass my Calculus course this semester I am slated to graduate in April.

Written Comm Required for project –Want a written record of verbal communications –Transmittals – common way to send documents F12-1 –Change orders, contracts, , estimates, field questions, job diaries, letters, meeting notes, project team lists, schedule, submittals, warranties –Simple direct language

Oral Communications Presentations, meetings Day to day activities require communications Written documentation to follow oral –Telephone memos – used to provide record of phone conversations F12-2

Good method to use –Provides trail within correspondence –Provides written trail –Can be printed out and included in project files

Project Meetings Allows parties to communicate directly about issues –Minutes recorded and reviewed by all parties –Many different levels Monthly Owner Update meetings Weekly Project meetings with PM and Officer in Charge Weekly Project Meetings w/ subs and supers Daily start up meetings Safety Meetings

Meetings Can be huge time sink –Ex: Weekly meetings for company How often? –Depends on project Keeps coordination between people at meeting Lets everyone know what is happening More complicated -> more meetings –Only when necessary How do you know? Must have information to present or pass

Meetings –Only for those who need to be there Everyone at meeting is costing Company $ Efficiency = (Billable hours)/(Total hours) Meetings are a good place to chat –People have coffee, a seat, and other people around table –Can formalize meetings No coffee urn No chairs

Calling Meetings –Who needs to be there –How long is it going to take –What is going to be discussed Give people as much notice as possible so that they can be productive and participate in meeting

Leading Meetings Keep on time – use the agenda Keep on track – don’t let side discussions into meeting –You can always schedule a meeting End on time You want people to come to your meetings –Run a meeting that you would want to attend

Agenda Most important part of meeting –Tells participants What will be discussed How long a topic will be discussed What they should bring to meeting When it will end Don’t try to crowd items –Have 2 meetings or increase time

Agenda 1.Announcements 2.Permit update 1.Wetlands 1.DEC Site Visit Results, new wetland flagging 2.Plumbing 3.Building 3.Concrete forming & pouring schedule 1.Concerns 2.Updates 4.End of month submittals 1.Requests for payment submitted by Oct 18, Update schedule starting Oct 25, New Business