Project Management Communications Overview Copyright ©

Bruce Taylor is an expert in the field of project management with more than 40 years in project management. Bruce regularly provides professional assistance to top management and has accumulated impressive experience in developing project scheduling and cost control systems continuously throughout his career. He was responsible for the scheduling and resource leveling of many huge North Sea oil platforms, including Thistle and Brent B & C, each worth approx. $5 billion. Bruce has conducted many project management classes and seminars throughout the United States, Canada, Europe, Japan, Australia, South America and the Near and Far East. Contact Bruce at or at Today’s Presenter – Bruce Taylor Copyright ©

Today’s Presenter – Bill Dow, PMP Bill Dow is a published author, PMP Certified Project Management Professional, with more than 20 years in Information Technology, specializing in software development and project management. Bill has a strong passion for Project Management, Project Management Offices and Software Development Lifecycle Methodologies. Bill has a strong methodology background, been very successful in every company he has worked for in ensuring the projects methodologies matches the project while still guaranteeing the highest of quality for the customer. Contact Bill at or at Copyright ©

INTRODUCING PROJECT COMMUNICATIONS Copyright ©

Houston, we have a problem…. Copyright © 20085

Those words really got our attention… What type of problem do you think they had? What would you do? How do you handle your project problems? Copyright ©

The to solve project problems is by communicating…… There is no other way…… Copyright © ONLY WAY best way

28% of projects fail due to poor communications Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19) Copyright ©

That’s 1 out of 4 projects fail due to poor communications. Copyright ©

What would you do if you had the one project that was failing? Copyright © That’s why we are here today!

Today’s Topic’s Top Reasons Projects Fail Introducing Project Communications How to succeed at project communications Top Project Communications Tools Copyright ©

TOP REASONS PROJECT’S FAIL…. Copyright ©

Top reasons why projects fail 1.Poor Communication 2.Insufficient resource planning 3.Unrealistic schedules 4.Poor project requirements 5.Lack of stakeholders buy-in 6.Undefined success/closure criteria 7.Unrealistic budgets 8.Insufficient or no risk planning 9.Lack of control/change process 28.0% Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19) 18.0% 13.2 % 9.8% 6.7% 5.2% 4.8% 4.4% 4.3% 2%16% 44% 1.2%12% 56% 0% Survey ResultsOur Opinion 65.8%

Top reasons why projects fail 1.Poor Communication 2.Insufficient resource planning 3.Unrealistic schedules 4.Poor project requirements 5.Lack of stakeholders buy-in 6.Undefined success/closure criteria 7.Unrealistic budgets 8.Insufficient or no risk planning 9.Lack of control/change process 28.0% Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19) 2% 1.2% 0% 3.7% 0% 2.4% 0% Survey ResultsOur Opinion 85.1% 16% 12% 3.0% 2.4% 9.8% 5.2% 4.4% 4.3%

We believe it is 85.1% of why project’s fail is due to poor communications….. Based on our professional Opinion! Copyright © Original Survey Results

Let’s discuss the top reason…. Copyright ©

# 1 Reason – No or Poor Communications Copyright ©

Poor Communications is like being lost in space! Copyright ©

Today’s Topic’s Copyright © Top Reasons Projects Fail Introducing Project Communications How to succeed at project communications Top Project Communications Tools

Introducing Project Communications Copyright ©

Core Concepts of Project Communications Copyright ©

Who, what, where, when and how to communicate project information. Communication Planning Communication Links Stakeholder Risk Tolerance Who, what, where, when and how # of People receiving the messageHow much risk will customer be willing to take? Project Communication Rhythm Ensuring there is a regular cadence for communicating project information Copyright ©

Communication Planning “Develop a project Communication Plan for every project” Copyright ©

Communication Planning – Key Points Planning your project communications is going to be one of the most important aspects of managing your project. Understanding what and how you want to communicate your project information at the beginning of the project is critical. Understanding of how your customer wants their information delivered to them is essential and very important to understand. Continually following-up on your project communications. (Trust but Verify!) Recommended tools for project managers: 1. Communication Management Plan 2. Communication Requirements Matrix 3. Role Report Matrix Copyright ©

25 Section # Description Section 1 Project Communication Plan Section 2 Project Organization Chart Section 3 Project Communication Requirements Matrix Section 4 People Report Matrix Section 5 Timeframe Section 6 Lessons Learned Communication Management Plan

26 Communication Requirements Matrix Team Member/Tool Project Manager Stakeholder /Customer(Internal) Team Members Project Manager Communicates project status, risks, budget, and ongoing project information Receives and communicates project information Stakeholder /Customer(Internal) Feedback/Issues/ConcernsProject Specific details Team Members Updated project information Specific project details where applicable

27 ROLE REPORT MATRIX People (Who receive what Report) Name On Demand WeeklyMonthly CEO/CFO John Smith Status & Cost Reports Variance Report Owner Peter Adams Status & Cost Reports Status Reports Stakeholder Mark TaylorStakeholder ReportStatus Reports Risk Manager Bruce JonesRisk ReportStatus Reports Media ABC NewsMedia Report Note: Focus on Timing of Report and who is getting what Report.

Project Communication Rhythm How often do you send information? What meeting cadence do use? How much volume is being sent or received? Copyright ©

29 Project Calendar - Example MondayTuesdayWednesdayThursdayFriday Prepare Status Material Team Meeting, gather information for Status Report Customer Status Meeting, Finalize Status Information Submit Final Status Report Prepare Status Material Team Meeting, gather information for Status Report Customer Status Meeting, Finalize Status Information Submit Final Status Report Prepare Status Material Team Meeting, gather information for Status Report Prepare Monthly Newsletter Customer Status Meeting, Finalize Status Information Submit Final Status Report

Communication Links It is critical to understand when crafting your messages, that you are speaking to a much larger audience then you would ever anticipate. Ensure messages are clear and to the point, or they will be “lost” as they are repeated from person to person. Number of Links = n(n-1)/2 Copyright © s = 1200 Links

Stakeholder Risk Tolerance High – Will allow a high level of risk to occur on their project. Medium - Will allow a medium level of risk to occur on their project. Low - Will not allow much risk at all to occur on the project. High Medium Low How much risk will your stakeholder be comfortable with? Tolerance Levels: Copyright ©

Today’s Topic’s Top Reasons Projects Fail Introducing Project Communications How to succeed at project communications Top Project Communications Tools Copyright ©

HOW TO SUCCEED AT PROJECT COMMUNICATIONS? Copyright ©

Who, what, where, when and how to communicate project information. Common Communication Problems Copyright ©

Common Communication Problems Fail to communicate effectively Failure to believe project communications is a high priority Failure to create Communication plans Failure to capture customer’s communication requirements Copyright ©

How can you be Successful? Copyright ©

Success in Project Communications Making sure everyone understands the message Establishing a Project Rhythm Ensuring your communications results in Actions Customer Satisfaction Copyright ©

Today’s Topic’s Top Reasons Projects Fail Introducing Project Communications How to succeed at project communications Top Project Communications Tools Copyright ©

TOP PROJECT COMMUNICATION TOOLS Copyright ©

Project Communications Tools…. What tools do you use? Copyright ©

Knowledge Breakdown Tools Chart Copyright ©

Lifecycle Process Tools Breakdown Chart Copyright ©

COMMON COMMUNICATION TOOLS Copyright © Budget Spreadsheet Customer Requirements Daily Progress Reports Design Specifications Tool Estimating Tool Formal Acceptance Document Gantt Chart Human Resource Plan Instant Messaging Project Calendar Project Meeting Minutes Project Milestone List Project Schedule Project Status Meetings Project Status Report System Requirements/Design Drawings Team Charter User Acceptance Document MINIMUM TOOLS FOR EVERY PROJECT:

Today’s Topic’s Copyright © Top Reasons Projects Fail Introducing Project Communications How to succeed at project communications Top Project Communications Tools

Where do I get help? Copyright ©

Part 1 – Introduction Project Communications Concepts – Planning Project Communications Part 2 – Communication Tools Broken Down by the 9 PMI Knowledge Areas Part 3 – Communication Tools Broken Down by the 5 Life Cycle Processes Project Management Communications Bible Copyright ©

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Mission Accomplished!! Copyright ©

Questions….. Copyright ©