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.
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