1. Project Communication Management
Training PM
Semarang, Juni 2008

2. 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

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

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

5. 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

6. 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

7. 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

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

9. 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

10. 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, , 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

11. 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

12. 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

13. 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

14. 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

15. Information Distribution Methods
Project Meetings, Hardcopy Document, Manual filing System, Shared-access Database
Electronic Communication & Conferencing Tools, e.g. ; , 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

23. 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

24. 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

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