10 3 Distribute Information The process of making

10. 3 Distribute Information • The process of making relevant information available to project stakeholders as per the Communication Plan • It is performed throughout the entire project lifecycle and is part of all management processes • Closely related to Monitor and Control processes as it also covers the distribution of status and performance reporting information • The Communication Plan is implemented during Execution, although information is distributed throughout all phases Initiation • Also unexpected requests for information Monitor Planning Execution Close Control Adapted from PMBOK 4 th Edition BSBPMG 507 A Apply Communication Management Techniques

10. 3 Distribute Information • The inputs into Distribute Information are – ü Project Management Plan ü Performance Reports and Status Reports ü Communications Plan ü Stakeholder Register ü Stakeholder Communication Requirements ü Organisational Process Assets – Information distribution policies and procedures – Existing communication channels and media - eg. Intranet, Share Point, internal TV broadcasts etc Monitor – Templates – Lessons learned Initiation Planning Execution Close Control Adapted from PMBOK 4 th Edition BSBPMG 507 A Apply Communication Management Techniques

10. 3 Distribute Information • Tools and techniques to Distribute Information include Information Distribution Tools Sender-receiver Models Communication Methods Communication Media Writing Style Presentation Techniques Meeting Management Techniques Facilitation Techniques Adapted from PMBOK 4 th Edition BSBPMG 507 A Apply Communication Management Techniques

10. 3 Distribute Information Distribution Tools – ü Hard copy document distribution and manual filing systems ü Shared access electronic databases, knowledge management and collaboration tools ü Electronic communication and conferencing tools – email, voice mail, telephone messages, video conferencing, web publishing ü Electronic project management tools Sender-receiver Models ü Including feedback loops and barriers to communication – covered in Introduction to Project Communications Adapted from PMBOK 4 th Edition BSBPMG 507 A Apply Communication Management Techniques

10. 3 Distribute Information Writing Style – ü Active versus passive voice ü Formal versus informal ü Sentence structure and word choice Meeting Management Techniques ü Preparing an agenda, distributing action items, documenting decisions, resolving conflict – covered in Introduction to Project Communication Presentation and Facilitation Techniques ü Body language and design of visual aids – covered in Introduction to Project Communication ü Building consensus, resolving conflict and negotiation skills – covered in Introduction to Project Communication BSBPMG 507 A Apply Communication Management Techniques Adapted from PMBOK 4 th Edition

10. 3 Distribute Information • Outputs of this process include – ü Stakeholder notifications ü Project reports ü Project presentations and briefings ü Steering Committee presentations ü Project records – Correspondence – Meeting minutes and action items – Memos ü Feedback from Stakeholders ü Lessons Learned Adapted from PMBOK 4 th Edition BSBPMG 507 A Apply Communication Management Techniques

Document Management and Control • It is possible that all documents issues during a project could be subject subpoena to be used as evidence in litigation • Document Management and Control is critical – ü Project documents must be easily found and retrieved ü Specific versions of documents as particular dates must be identifiable ü It must be clear that everyone is working from the correct version of the document BSBPMG 507 A Apply Communication Management Techniques

Document Management Process • Requires formal standards and process flow • All project staff need to adhere to standards for – ü Document storage and archival ü Document format ü Details of author, reviewers and authorisers ü Document identification and naming ü Document revisions and version control ü Document distribution processes ü Document security BSBPMG 507 A Apply Communication Management Techniques