communications-pmbok5 new blended

8/16/2019 Communications-PMBOK5 New Blended

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ProjectCommunications

Management


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PlanCommunicati

onsManagement

ManageCommunicati

ons

ControlCommunicati

ons

Agenda

0Lecture:

0 Overview0 Plan Project Communication0 Manage Project Communication0 Control Project Communication

0 In Class: Managing Project Communication0Review (time-permitting): Communication Methods

0Close


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3

What is Communications Management?

Ensuring timely andappropriate:

Planning

Collection Creation Distribution Storage Retrieval

Management Control Monitoring and dis!osition o" # !roject

in"ormation$


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4

Communications Management

0%


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Of the common project problems… !ac" of Communicationis #$


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0 eginning project managers

0 etter project managers

0&reat project managers

' the% as" sta&eholders what the% need communicated tothem$

' the% identify what communications the% need "romsta&eholders$

' the% "re'uentl% re(isit communications$

(

(

)tatus

*eports

CommunicationMgmt Plan

(


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Distribution Techniques


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Methods

)udience

*ormal In"ormal

+ritten ,erbal

-.ternal Internal

,ertical /oriontal


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Methods

*ormal In"ormal

+ritten ,erbal


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Communication Models

Paralingual communication 1 the tone o" voice used itsin2ection and other auditor% as!ects o" communication

besides +ords 1 can transmit valuable in"ormation$


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Communication Models

0 Communication involves two !artici!ants

0 3oise garbles the communication

0 *ilters also change the transmission

0 Model "or inter!ersonal communications:


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Communication Skillsinclude!

0 Listening )ctivel% and-4ectivel%

0 5uestioning and Probing

0 -ducating *act6*inding

0 Setting and managing

e.!ectations0 Persuading

0 Motivating encouragingand reassuring

0 Coaching

0 3egotiating0 Resolving Con2icts

0 Summariing


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0+hile it is im!ossible to control all communicationin a !roject it is (ital to control as much aspossible

0)nd remember

a!!ro.imatel% 778 o"communication isnonverbal$

Communication Skills


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0-4ective listening re'uires:+atching the s!ea&er to !ic& u! !h%sical cues

9hin&ing be"ore res!onding

)s&ing 'uestions

Re!eating !ara!hrasing; whena!!ro!riate

Providing "eedbac&

"inal Thoughts onCommunication Skills


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Chec& arriers can in2uence communication whensending or receiving in"ormation$ +hich o"the "ollowing is 3O9 a barrier?

a; Prejudices

b; )ttitudes and emotionsc; Personalities and interests

d, -eedbac"

The correct answer is D.

Feedback is a tool to improve communication,

not a communication "blocker."


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0 PMIB

identies three &e% !rocesses that areassociated with the Communications Managementnowledge )rea$

0 Plan Communications Management E0$E;

0 Manage Communications E0$F;

0 Control Communications E0$G;

Project Procurement ManagementThree #e$ Processes

&oal

.e(elop an approach andplan forcommunication of theproject

/ey enete able to communicatemost e1ecti(ely +ithsta"eholders


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0 .etermining information and communication needs of

the project sta"eholders:o +ho needs what in"ormation?

o +hen will the% need it?

o /ow will it be given to them

and b% whom?

0 Organi2ational structure has the biggest e1ecton the communication re3uirements:

o Com!le.it% breeds com!le.it%

o Communication channelso Communication in a matri. environment

Plan Communications Management


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4nputs

5ools 6

5echni3ues Outputs

ProjectManagement

Plan

)ta"eholder*egister

EnterpriseEn(ironmental

-actors

Communication*e3uirements

7nalysis

Plan Communications Management %&'!&( Inputs, Tools & Techniques, Outputs

Communication

5echnology

CommunicationModels

CommunicationMethods

CommunicationsManagement

PlanProject

.ocument8pdates

Organi2ationalProcess 7ssets

Meetings


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0Project Management Plan0 Provides in"ormation as to how the !roject be

e.ecuted monitoredHcontrolled and closed$

0)ta"eholder *egister 1 the !eo!le %ou@regoing to communicate to$

0Enterprise En(ironmental -actors0 3eed to ada!t communication to the !roject

environment$

0 3O9-: the structure o" the organiation has anim!act on communication$

0Organi2ational Process 7ssets0 9hese can !rovide insights into decisions made

regarding comms issues and the results$

Plan Communications Management %&'!&( Inputs


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0Communications *e3uirements7nalysis0 In short gure out who needs what in"ormation in

what "ormat at what "re'uenc%$

0 Resources are e.!ended onl% on in"ormation that:0

Contributes to success$0 Or where lac& o" communication can lead to "ailure$

0 9he Project Manager should consider the number o"channels as an indicator o" the com!le.it% o"!roject@s communication#

0 Communication Channels are the connections

between communicators in a !roject:0 9he greater the number o" !roject sta&eholders the

more channels$

0 9he more channels the more com!le. thecommunication issues can become$

Plan Communications Management %&'!&(Tools & Techniques

Intent o" the communication re'uirements anal%sis?

Prevent overwhelming sta&eholders with minutiae$

4nformation that may be usedto help determine the projects communication

re3uirements:

Organiation charts internal in"ormation needs;

Project organiation and sta&eholder res!onsibilit% relationshi!s

Disci!lines de!artments and s!ecialties involved in the !roject

Logistics o" number o" !ersons involved and at which locations

-.ternal in"ormation needs media !ublic contractors;


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0 9he greater the number o" !roject sta&eholders themore channels#

0 9he more channels the more com!le. thecommunications issues are$

0 9he more the !roject manager should movetowards written and "ormal communicationsmethods$

• )s !artici!ants are added number o" channelsincreases algebraicall%:

# channels =n(n-1)

2

n=stakeholders

Eam tip: /no+ ho+ to calculate the # of communication channels



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0 *ormula:

0 )s an e.am!le: I" %ou have a team o" !eo!le how man% channels o"

communication are there?

2 2 2

( channels ) n *n+-

n = number of people

2 2 2

Plan Communications Management )Channels

6E;J KG J EF J


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0 )s another e.am!le:0 I" %ou have a team o" !eo!le and %ou add E more

how man% MOR- channels o" communication arethere?

0 7 76E;J 7K J F0 J E0 was now E0;

0 )nswer J

0 >e care"ul to read the 'uestion correctl%$

( channels ) n *n+-

n = number of people

2 2 22 2 22 2 2

Plan Communications Management )Channels


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0Communications 5echnology0 Methodologies used to trans"er in"ormation

among sta&eholders$

0 Communication "actors that can a4ect thetechnolog% chosen:0

=rgenc%0 )vailabilit% o" technolog%

0 -.!ected sta4

0 Project environment

0 Duration



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0Communications Models0 /ow in"ormation is sent and received between

two !arties$

0 e% com!onents o" the basic model o"communication include:0 -ncode0 Message and "eedbac&6message0 Medium0 3oise0 Decode



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0Communications Methods0 Several communication methods are used

to share in"ormation$

0 9hese methods are broadl% classied as:

0 4nteracti(e communication

0 Multi6directional e.change0 9ele!hone call

0 Push Communication

0 In"ormation is distributed but there is noconrmation that it actuall% reached orunderstood b% the audience

0 -mail0 Pull Communication

0 =sed "or large volumes o"in"ormation or large audiences

0 Document re!ositor%



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0Meetings0 Discussion and dialogue with the !roject

team to determine the most a!!ro!riatewa% to u!date and communicate !rojectin"ormation$

0 /ow best to res!ond to a re'uest "rom

sta&eholders "or that in"ormation$



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0Communications Management Plan0 ) !art o" the Project Management Plan$

0 Describes how communications will be !lannedstructured monitored and controlled$

0 Contains:

0 Sta&eholder communication re'uirements

0 In"ormation that will be communicated

0 Reason "or distribution

0 9ime"rame "re'uenc% "ormat level o" detail

0 Methods technologies used to conve% it

0 Person who will communicate the in"ormation

0 PersonHs receiving the in"ormation

0 Method "or u!dating and rening the Plan

0 lossar%

0 Project .ocument ;updates,0 Project schedule

0 Sta&eholder register

Plan Communications Management %&'!&(Outputs


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0 PMIB identies three &e% !rocesses that areassociated with the Communications Managementnowledge )rea$





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Create= collect= distribute=store=

retrie(e= and dispose ofproject information

/ey enetEnables communications >o+

bet+eensta"eholders

Manage Communications %&' *(


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4nputs

5ools 6

5echni3ues Outputs

CommunicationsManagement

Plan?or"

Performance*eports

EnterpriseEn(ironmental

-actors

Communication5echnology

Manage Communications %&'!*( Inputs, Tools & Techniques, Outputs

CommunicationModels

CommunicationMethods


ProjectManagement

Plan ;updates,


4nformationManagement

)ystems

Performance*eporting

Project.ocument;updates,


;updates,


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0 9o manage communications the !roject manager

must have good communication s&ills including: Sender6receiver models

Media Choice

+riting St%le

Manage Communications

MeetingManagement

Presentation

*acilitation

Listening



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0Communications ManagementPlan0 /ow communications will be !lanned structured

monitored and controlled$

0?or" Performance *eports 1 !roject

!er"ormance and status in"ormation$

0EnterpriseEn(ironmental -actors

0Organi2ational

Process 7ssets

Manage Communications %&'!*( Inputs


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l C i i % ' (


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Communication Methods0 Meetings video6 and audio6con"erences

com!uter chats and other remotecommunications methods

5he specic method for thespecic sta"eholder is found

in your Communication Plan @




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4nformation Management )ystems0 Provides a set o" standard tools "or the PM to

ca!ture store and distribute in"ormation tosta&eholder about the !roject:

0 AardBcopy

0 Electronic

0 ?ebsites and web !ublishing

0 Shared6access electronic databases

0 5elephone video6 and web6con"erencing

0 Press releases

0 Meeting and virtual oce su!!ort so"tware !ortals

Manage Communications %&'!*(Tools & Techniques



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)nal% sis o" !ast !er " or mance$ * or ecast s including t ime and cost s$ C ur r ent st at us o" w or & com!let ed and o" r is& s and issues$

+ or & !lanned " or ne. t r e!or t ing !er iod$ )n% ot her r elev ant in" or mat ion$

0Performance *eporting0 9he act o" collecting and distributing !roject!er"ormance in"ormation$

0 9his is the !roject# the in"ormation %ou will besharing:

Manage Communications %&'!*(Tools & Techniques



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0Project Communications0 #$communicating the !roject@s in"ormation$

0Project Management Plan;updates,

0Project .ocument ;updates,0 Issue log$0 Project schedule$

0 Project "unding re'uirements$

Manage Communications %&'!*(Outputs



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0Organi2ational Process 7ssets;updates,0 Sta&eholder notication 1 resolve any issues?

0 Project re!orts 1 what’s going on?

0 Project !resentations 1 relevant to them

0 Project records 1 meeting mins, for example

0 In"ormation to and "eedbac& "romsta&eholders$

0 Lessons learned documentation causes o"issues reasoning

behind correctiveactions;$

Manage Communications %&'!*(Outputs

Project Procurement Management


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0 PMIB identies three &e% !rocesses that areassociated with the Communications Managementnowledge )rea$





&oal

Ensure sta"eholdercommunication needsare met

/ey enetOptimal information >o+

Control Communications %&' 3(


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4nputs5ools 6

5echni3ues

Outputs

ProjectManagement

Plan


4ssue !og

Control Communications %&'!3( Inputs, Tools & Techniques, Outputs

Epert udgment

?or"Performance4nformation

Change *e3uests


4nformationManagement

)ystems

MeetingsProjectManagement

Plan ;updates,


;updates,

?or"Performance

.ata

Project.ocument;updates,

C t l C i ti


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0Control

Communicationsensures thein"ormation needs o"the !roject

sta&eholders aremet$

0 It triggers e.ecution1 control revisions

deliver% timing o" are!ort an u!dateetc$

Control Communications

5his means that you arecontrolling the content and

>o+ of communication



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0Project Management Plan0Project Communications 1 usuall%

%ou@re communicating the status schedule!rogress costs incurred$

0 4ssue !og 1 used to document and monitor

resolution o" issues$

0?or" Performance .ata 1 wor& results$

0Organi2ational Process 7ssets0 9em!lates standards

0 )llowed communication media0 Record retention !olicies

0 Securit% re'uirements

Control Communications %&'!3( Inputs



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0 4nformation Management )ystems0 9ools used to distribute in"ormation$

0Epert udgment 1 hel! with assessing the

im!act or message o" the communication i" there isa need "or action etc#

0Meetings

Control Communications %&'!3(Tools & Techniques

Control Communications %&'!3(


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0?or" Performance 4nformation0Change *e3uests 1

0 9he control !rocess can result in the need "oradjustment action or intervention$

0 Change re'uests will be generated$

0Project Management Plan;updates, 1 u!dates to the CommunicationPlan$

0Project .ocument ;updates, 1includes issue logs$

0Organi2ationalProcess 7ssets;updates,

Control Communications %&'!3(Outputs


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Chec& erformance reporting during closure is to show progress made on pro'ects, not activities

*choice A-. Approval is not needed to start the lessons learned *choice 5-. 6uch reports

are used to gain formal acceptance, not to show that it has been achieved *choice D-.


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