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Project Communications Management
Sections of this presentation were adapted from A Guide to the Project Management Body of Knowledge 3rd Edition, Project Management Institute Inc., © 2004
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Top Ten Reasons Projects Fail
Review Handout
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Communications Management
“The processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information”
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Why Do We Manage Communications?
Project Managers spend most of their time communicating Communication is complex; requiring choices between: Sender-Receiver models Choice of media Writing style Presentation techniques Meeting management
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PMBOK Communication Model
Encode – Translate thought to language Message – Output of encoding Medium – Method to convey message Noise – Interference with transmission/understanding Decode – Translation back to thought/idea Noise Message Encode Decode MEDIUM Sender Receiver Noise Decode Encode Feedback - Message
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Communication Model Communications model implies feedback required
Key Terms Nonverbal – 55% of Communication Paralingual – Pitch and tone of voice Active listening – Receiver confirms message and asks for clarification Effective listening – Receiver pays attention, thoughtfully responds, and provides feedback
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How Do We Manage Communications?
Four processes Communications Planning Information Distribution Performance Reporting Manage Stakeholders Communications Planning Information Distribution Performance Reporting Manage Stakeholders
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Communications Planning
Enterprise Environmental Factors Inputs Tools & Techniques Communications requirement analysis Communications technology Organizational Process Assets Outputs Communications Management Plan Project Scope Statement Project Management Plan Communications Planning Information Distribution Performance Reporting Manage Stakeholders
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Com Requirement Analysis
Who needs to know and how much? Communicate good and bad, but not too much to overwhelm team Communication channels grows exponentially not linearly as team members are added! # of Com Channels = N(N-1)/2 Where N = # of Stakeholders
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Communications Mgmt Plan
Who, what, when, and how information is to be distributed Issue escalation process
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Information Distribution
Tools & Techniques Communications skills Information gathering and retrieval systems Information distribution methods Lessons learned process Outputs Organizational Process Assets (Updates) Inputs Communications Management Plan Requested Changes Communications Planning Information Distribution Performance Reporting Manage Stakeholders
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Distribution Techniques - Written
PM Sort and Distribute Small projects only, issues with timely delivery of info Document Control Sort & Distribute Mid sized projects, issues with retention of staff qualified to sort info Document Control Notification Daily list of all docs received ed to team, who are directed to central location for document review
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Distribution Techniques - Verbal
Where do team members get their information1? 7% from words 38% from tone 55% non-verbal cues Your presentation style is extremely important 1) From PMI Mile High Chapter PMP Prep Course
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Performance Reporting
Work Performance Information Inputs Tools & Techniques Outputs Performance Measurements Communications requirement analysis Communications technology Performance reports Forecasted Completion Forecasts Quality Control Measurements Requested Changes Project Mgmt Plan Recommended Corrective Actions Appd Change Requests Organizational Process Assets Deliverables Communications Planning Information Distribution Performance Reporting Manage Stakeholders
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Performance Reports Common Types Gantt Charts S-Curves Histograms
EVA Tables
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Manage Stakeholders Tools & Techniques Outputs Inputs Resolved Issues
Communications methods Issue logs Inputs Communications Management Plan Approved Change Requests Approved Corrective Actions Organizational Process Assets Organizational Proc Assets Updated Project Management Plan Updated Communications Planning Information Distribution Performance Reporting Manage Stakeholders
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Why Manage Stakeholders?
We Retain1 10% from reading 20% hearing 30% read and hear 50% that we discuss 80% of experiences 90% that we teach How Long1 50% now 25% in 2 days 10% after 7 days Agreements without documentation will come back to haunt you! 1) From PMI Mile High Chapter PMP Prep Course
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Communication Summary
An effective message must survive the noise and return as feedback to the sender Channels increase exponentially with additional people [ # = N(N-1)/2 ] Communicate and document to keep the team and stakeholders happy and productive! Communications Planning Information Distribution Performance Reporting Manage Stakeholders
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