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

2. 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 effectively
Using software to assist in project communications

3. 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. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. Using email effectively
Faculty of Computing and Informatics
Using effectively
Make sure that , 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 s 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

12. 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

13. 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

14. 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

15. Thank You. Faculty of Computing and Informatics 13 Storch Street
Private Bag 13388
Windhoek
NAMIBIA T: F: E: W:
Faculty of Computing and Informatics
Thank You.