Project Communications Management Sections of this presentation were

Project Communications Management Sections of this presentation were adapted from A Guide to the Project Management Body of Knowledge 4 th Edition, Project Management Institute Inc. , © 2008

Communications Management “The processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information”

Why Do We Manage Communications? Project Managers spend most of their time communicating Communication is complex; requiring choices between: n n n Sender-Receiver models Choice of media Writing style Presentation techniques Meeting management

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 Message Encode Sender Decode Noise MEDIUM Feedback - Message Decode Receiver Encode

Communication Model Communications model implies feedback required Key Terms n n 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

How Do We Manage Communications? Five processes n n n Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

Identify Stakeholders Inputs Project Charter Tools & Techniques q Stakeholder analysis q Expert Judgment Procurement Documents Outputs Stakeholder Management Strategy Enterprise Environmental Factors Organizational Process Assets Identify Stakeholders Stakeholder Register Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

Plan Communications Stakeholder Register Inputs q Communications requirement analysis Stakeholder Management Strategy Enterprise Environmental Factors Organizational Process Assets Identify Stakeholders Tools & Techniques q Communications technology Outputs q Communications models Project Document Updates q Communications methods Plan Communications Distribute Information Communications Management Plan Manage Stakeholder Expectations Report Performance

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

Communications Mgmt Plan Who, what, when, and how information is to be distributed Issue escalation process

Distribute Information Tools & Techniques q Communications methods Project Management Plan Inputs Outputs q Information distribution tools Organizational Process Assets Updates Performance Reports Organizational Process Assets Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

Distribution Techniques - Written PM Sort and Distribute n Small projects only, issues with timely delivery of info Document Control Sort & Distribute n Mid sized projects, issues with retention of staff qualified to sort info Document Control Notification n Daily list of all docs received emailed to team, who are directed to central location for document review

Distribution Techniques - Verbal Where do team members get their information 1? n n n 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

Manage Stakeholder Expectations Tools & Techniques Stakeholder Register Stakeholder Management Strategy Inputs Project Management Plan q Communications methods q Interpersonal skills Outputs Organizational Process Assets Updates Change Requests q Management skills Change Log Project Management Plan Updates Organizational Process Assets Project Document Updates Issue Log Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

Why Manage Stakeholders? We Retain 1 n n n 10% from reading 20% hearing 30% read and hear 50% that we discuss 80% of experiences 90% that we teach How Long 1 n n n 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

Report Performance Tools & Techniques Outputs q Variance analysis Project Management Plan Work Performance Information Performance reports q Forecasting methods q Communications methods Inputs Organizational Process Assets q Reporting systems Change Requests Work Performance Measures Budget Forecasts Organizational Process Maps Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

Performance Reports Common Types n n Gantt Charts S-Curves Histograms EVA Tables

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!