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Stakeholder Management Processes

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Project Communications Management PMbook 5th ed.

Good Communication …. Why Important?

§It consumes 90% of a Project Manager’s time.

§The greatest threat to many projects is a failure to communicate.

Project Communications Management Processes

§Plan communication: The process of developing an appropriate approach and plan for project communications based on stakeholder's information needs and requirements, and available organizational assets.

§Manage communication: The process of creating, collecting, distributing, sorting, retrieving and the ultimate disposition of project information in accordance with the communication management plan.

§Control communication: The process of monitoring and controlling communications through the entire project life cycle to ensure the information needs of the project stakeholders are met.

Plan Communication Management

§Plan communications management is the process of developing an appropriate approach and plan for project communication based on stakeholders information needs and requirements , and available organization assets.

üWho needs What.

üWhen he/she needs it.

üWho will deliver.

üHow will it be delivered (report, email,

üverbal, … etc.)

Inputs of Plan Communication Management

§Project Management Plan: The project management plan provides information on how the project will be executed, monitored, controlled, and closed.

§Stakeholder Register: The stakeholder register provides the information needed to plan the communication the project stakeholders.

§Enterprise Environmental Factors: All enterprise environmental factors (organizational culture, structure, government and infrastructure)are used as inputs for this process  .

§Organization Process Assets: All organizational process assets (process, policies, procedure and …) are used as inputs to the plan communication).

Tools and techniques of Plan Communication Management

§Communication Requirements Analyses: The analyses of the communication requirements determines the information needs of the project stakeholders. These requirements are defined by combining the type and format of information needed with an analyses of the value of that information.

§The number of potential communication channels

n(n-1)/2

Types of communications

Communications can be expressed in different ways:

1.Formally.

2.Informally.

3.Written

4.Verbal

§Communication Technology: The methods used to transfer information among project stakeholders.

Factors affects the communication technology :-

Urgency of the need for information.

Availability of technology.

Ease of use.

Project environment.

Sensitivity and confidentiality of the information.

§Communication Models: A basic communication model consists of two parties, defined as the sender and receiver. Medium is the technology medium and includes the mode of communication while noise includes any barriers that compromise the delivery of the message.

Effective communication.

§The sender should encode a message carefully, determine which communication method to use to send it, and confirm that the message is understood.

§Important communication factors:

1.Nonverbal : about 55% of all communications.

2.Paralingual : Pitch and tone of voice.

Effective listening.

§The receiver should decode the message carefully and confirm the message is understood. This includes watching the speaker to pick up physical gestures and facial expressions, thinking about what to say before responding, and using active listening, in which the receiver confirms he is listening. 

§Communication Methods: There are communication methods that are used to share information :

Interactive communication.

This method is reciprocal and can involve just two people or many people (Meeting).

Push communication.

This method involves a one way stream of information to the people who need it.

Pull communication.

This method involves the placement of the information in a central location. The recipients are responsible for pulling the information from that location.  

§Meetings:

is discussions and dialogue which may be conducted face to face or online and in different locations.

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 logistical arrangements ahead of time.

§Run the meeting professionally.

§Build relationships.

Outputs of Plan Communication Management

§Communication Management Plan: The communication management plan is component of the project management plan that describes how project communications will be planned, structured , and monitored.

§Project Documents Updates: Project documents that may be updated include ,

1.Project schedule.

2.Stakeholders register.

Manage communication

§Manage communication is the process of creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan.

Inputs of Manage communication

§Project Management Plan: The project management plan provides information on how the project will be executed, monitored, controlled, and closed.

§Communication Management Plan : The communication management plan describes how project communications will be planned, structured, monitored, and controlled.

§Work Performance Reports: Work performance reports are a collection of project performance and status information that may be used to facilitate discussion and to create communications.

§Enterprise Environmental Factors.

§Organizational Process Assets.

Tools and techniques of Manage communication

§Communication Technology: The focus is to insure that the choice is appropriate for the information that is being communicated.

§Communication Model: The focus is to insure that the choice is appropriate for the project and that any barriers are identified and managed.

§Communication Methods: The focus is to insure that the information that has been created and distributed has been received and understood to response and feedback .

§Information management systems.

§Performance Reports.

Performance Reports.

Is the act of collecting and distributing performance information, including the followings :

1.Status Reports: Describe where the project stands at a specific point in time.

2.Progress Reports: Describe what the project team has accomplished during a certain period of time .

3.Forecasts Reports: Predict future project status and progress based on past information and trends.

Outputs of Manage communication

§Project Communications: May include performance reports, deliverable status, schedule progress.

§Project Management Plan Updates.

§Project Documents Updates.

§Organizational Process Assets Updates.

Control communication

§Is the process of monitoring and controlling communications through the entire project life cycle to ensure the information needs are met.

Inputs of Control communication

§Project Management Plan: The control communication process involves the activities that are required for information and communications come from multiple sources.

§Issue Log: An issue log is used is used to document and monitor the resolution of issues.

§Work Performance Data: Work performance data organizes and summarize the information gathered, and presents the results of comparative analyses to the performance measurement baseline  .

§Organizational Process Assets.

Tools and techniques of Control communication

§Information Management Systems: Provides a set of standard tools for the project manager to capture, store, and distribute information abut the project's costs, schedule progress and performance .

§Expert Judgment: Is often relied upon by the project team to assess the impact of the project communications.

§Meetings: The control communications process requires discussion and dialogue with the project team to determine the most appropriate way to update and communicate project performance, and to respond to requests from stakeholders for information. These discussion done through meetings.

Outputs of Control communication

§Work Performance Information: Organizes and summarizes the performance data gathered.

§Change Requests: The control com. Process often results in the need for adjustment and intervention.

§Project Management Plan.

§Project Documents Updates.

§Organizational Process Assets Updates.

Easy Tips To Pass PMP Exam

I have passed PMP exam on April-2013 according to PMP handbook 4^th edition and I would like to share the experience of this study with everyone. The following is the recommended steps from my point of view to prepare and pass the exam and the following is what I really did:

1- Attend PMP course

It is a must to have “35 contact hours of formal education” which is mandatory to exam registration on PMI , there are mainly two ways for this:

a- Attend formal course for PMP in your area, but usually it costs you too much, unless it is    included    within your company training schedule.

b- Distance learning by purchasing an online course, and at the end you get your certificate by passing an exam.

I prefer the first choice because it has interaction between you and the instructor and direct contact, it also will be helpful for non-English speaking students.

         There are many authorized centers to conduct PMP training around the world.

2- Becoming PMI.org member 

When you start your preparation coarse and when you decide to proceeds with your plan so ,Please create a new account in PMI before applying for individual membership that will cost you 129 USD.

When u become PMI member you will have discount on everything  you do on PMI include exam and re-exam fees , book prices and also you may download free version of PMBOK .

You will receive electronic copy of PMI NETWORK ,PMI today  and PM Journal for free

3- Download PMBOK Guide 4th edition

On the beginning of attendance preparation course and after your registration to PMI you must have the latest version of PMBOK this may be free download from PMI.

This book is the knowledge core for PMP and you must read and understand it , it is not for remember everything on it but it is important to understand and feel reach to the concepts.

4- Aids to be ready for the exam

There are many preparation book you can read to understand more and more the base book PMBOK and these books are very important to clearly understand the idea of PMP and its related tasks, PMBOK is considered tenser and towards exam objectives, I find myself try to understand or seeking more declaration about a subject in preparation books if I can’t understand from PMBOK.

I find the most important book to help you on the preparation stage is:

-  Rita's Course in a Book for Passing the PMP Exam.

5-Stick to a study schedule

One of the biggest mistakes that you will do is that you get the certification in relax mode, this may take months or even years. My advice will be making a schedule for the preparation till the day of the exam including solving exams. You can prepare your own schedule depending on your working time but remember that “YOU MUST STUDY HARD”.

I prepare my study pattern as the following :

1-      Attend training session.

2-      Read the session from PMBOK.

3-      Read it again from   Rita's Course.

4-      Solve Rita's Course question on the end of the chapter.

5-      Solve fast track questions for this chapter.

6-      When you finish all this you must start solving complete Exam (200 question).

6- Online exams simulation

You need to solve many exams as you can before the real exam. But don’t wait to see this question on your real exam it is only to train you , Following is list of available free websites :

http://www.thepmp.com

http://www.oliverlehmann.com

http://www.examcentral.net

http://www.headfirstlabs.com

http://www.pmperfect.com

https://www.pmi.org (Practice Exams and Quizzes, The PMP Exam Made Easy: Your 24-Hour Study Guide to Passing)

7- Real Advices for Exam day

a- Language aid: If English is not your mother tongue language; apply for free language aid in the exam, this sometimes help in some types of questions.

b- Exam time is limited, you need to be fast: You have 4 hours to answer 200 questions, i.e. you have only 72 secs per question (1st hr --> you should have reached 50 questions, 2nd hr --> 100 questions, 3rd hr --> 150 questions) you should check these milestone in the exam in-order to keep moving as fast as you can.

c- Exam duration is 15 mins tutorial, 4 hours exam, 15 mins survey. The first 15 mins you will have complete tutorial on how to mark and review exam, and use of calculator before you finish this tutorial (As exam will start after this) take the remaining time for writing down all equations you know in a clear paper the testing center have provided you. This is really helpful as you might get distracted from long time in exam and will consume time trying to remember them.

d- Method of elimination is best used for exam, for tough questions, pick any answer from what you think are probably correct before marking the question for review; i.e. never leave a question without an answer.

c- Sometimes for long questions, it is better to start reading the last part sentence to know what it require, before reading a whole paragraph as it is giving stoo much unneeded information.

d- When a question is asking what you will use for a process, it is asking you to pick up input, tool, technique that’s part of the process.

e- Take your time answering “Which is not” question. I think the best way to eliminate confusion is to remove the word “NOT” in the phrase and write down your answers then convert it x --> √ & vise versa. This worked for me very well.