Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Management Chapter 6 Project Communications Management

Dr. Jana Jagodick Polytechnic of Namibia, 2012 We will cover: Project communication plans Why project communications are important Steps and processes in communication What is good communication What types of communication are most effective Good practice project communications

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Fact Projects typically generate too much paper and to little information! Good organisation and communication is central to good projects – but that doesn’t mean you have to have lots of paperwork

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project communication plan I keep six honest serving men (They taught me all I knew); Their names are What and Why and When And How and Where and Who. - Rudyard Kipling

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project communication plan A formal communication plan is part of the project plan: –What information will be collected –When it will be collected –Who will be responsible for the collection and analysis of the data –To whom will be distributed –How will it be distributed –When will it be distributed I keep six honest serving men (They taught me all I knew); Their names are What and Why and When And How and Where and Who. - Rudyard Kipling

Dr. Jana Jagodick Polytechnic of Namibia, 2012 What’s in a communication plan? how the project team members communicate with each other how the team and the project manager liaise with management how the team liaises with stakeholders outside the Project team the distribution of information the planning and compilation of a communication plan project related documentation

Dr. Jana Jagodick Polytechnic of Namibia, 2012 to cause some action or agreement to take place – helps with decision making to gain understanding, discussing and resolving issues in the project team to get buy in and involvement from stakeholders to document for control and legal purposes Why do we need a communications plan?

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project communication plan – Why? To get buy in and commitment from stakeholders The way project outcomes are communicated can affect how people perceive and accept those outcomes

Dr. Jana Jagodick Polytechnic of Namibia, Identify project stakeholders and role- players 2.Work out their communication needs 3.Select communication media 4.Compile a communication plan Communications Planning - Steps

Dr. Jana Jagodick Polytechnic of Namibia, Identify project stakeholders and role- players 2.Work out their communication needs 3.Select communication media 4.Compile a communication plan Communications Planning - Steps

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Proper communication is a critical success factor for managing the expectations of the stakeholders In many cases where conflicts arise, it is not because of the actual problem but because the customer or manager was surprised (i.e. did not know!!) Managing Expectations of Stakeholders

Dr. Jana Jagodick Polytechnic of Namibia, 2012 people who are needed as resources (part of project team) people who need to be taken along people who are going to be affected by the project people on the sidelines Remember the Categories of Stakeholders

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project success can be hampered by factors like lack of trust, communication and managerial skills, poor motivation, slow decision-making For communication with the various stakeholders the project team needs to consider: the timing, the content, the medium and the response of the institution. Importance of Getting Buy In from Stakeholders

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Communication with key stakeholders must be open so that credibility and trustworthiness are maintained Legal requirements govern disclosures and that various documents have to be produced where specific information must be provided Issues and Challenges of Communicating with Key Stakeholders

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Stakeholder Analysis Level of Influence Low Medium High Commitment to Project No CommitmentOn the fenceCommitted

Dr. Jana Jagodick Polytechnic of Namibia, Identify project stakeholders and role- players 2.Work out their communication needs 3.Select communication media 4.Compile a communication plan Communications Planning - Steps

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Ask them! Focus groups One to one meetings with key stakeholders What do they need to know? When do they need to know? How would they like to be communicated with? How to identify needs

Dr. Jana Jagodick Polytechnic of Namibia, Identify project stakeholders and role- players 2.Work out their communication needs 3.Select communication media 4.Compile a communication plan Communications Planning - Steps

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Methods for Communication (How) Which methods of communication are most effective in projects?

Dr. Jana Jagodick Polytechnic of Namibia, 2012 WHAT you say is not nearly as important as HOW you say it! Studies show that what you say (your words) accounts for only 7% of what others perceive of you. 20%—stems from your voice tone …… and the rest – an amazing 73% comes from your facial expression and body language. Ref: BTI consultants, 2005 How we communicate……

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Informal communication In any institution informal communications will develop and are important to the effective functioning of the institution. They must be managed and are certainly not allowed to replace the formal procedures and channels of communication

Dr. Jana Jagodick Polytechnic of Namibia, 2012 The Role of People in the Project As an expert in the subject matter As a team memberAs a role model

Dr. Jana Jagodick Polytechnic of Namibia, States of Communication Speaking Waiting to speak Out to lunch Active listening

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Active Listening Listen generously – pay full attention as a gift Listen as if your life depends on it Listen in order to report back accurately rather than to agree or disagree

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Active Listening Listen generously – pay full attention as a gift Listen as if your life depends on it Listen in order to report back accurately rather than to agree or disagree

Dr. Jana Jagodick Polytechnic of Namibia, 2012 What does this mean? The meaning of my communication is the response I get If people don’t understand the message you send, whose responsibility is it? Message can be misinterpreted or misunderstood – tone, words you use or the medium you use may be inappropriate

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Language Appropriate for Audience BTB is focused on aligning with our strategic objectives in order to attain a BII approach in dealing with the forward supply chain or The ‘Be the Best Project’ fits with our goals of being the best in our industry, when it comes to dealing with customers