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 3 rd Edition, Project Management Institute Inc. , © 2004

Top Ten Reasons Projects Fail Review Handout

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? Four processes n n Communications Planning Information Distribution Performance Reporting Manage Stakeholders

Communications Planning Enterprise Environmental Factors Organizational Process Assets Inputs Tools & Techniques q Communications requirement analysis q Communications technology Project Scope Statement Outputs Communications Management Plan Project Management Plan Communications Planning Information Distribution Performance Reporting Manage Stakeholders

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

Information Distribution Tools & Techniques q Communications skills Communications Management Plan Inputs q Information gathering and retrieval systems q Information distribution methods q Lessons learned process Communications Planning Information Distribution Performance Reporting Outputs Organizational Process Assets (Updates) Requested Changes Manage Stakeholders

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

Performance Reporting Work Performance Information Performance Measurements Forecasted Completion Inputs Tools & Techniques q Communications requirement analysis q Communications technology Outputs Performance reports Forecasts Quality Control Measurements Requested Changes Project Mgmt Plan Recommended Corrective Actions Appd Change Requests Organizational Process Assets Deliverables Communications Planning Information Distribution Performance Reporting Manage Stakeholders

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

Manage Stakeholders Tools & Techniques Communications Management Plan Inputs q Communications methods q Issue logs Outputs Resolved Issues Approved Change Requests Approved Corrective Actions Organizational Process Assets Organizational Proc Assets Updated Project Management Plan Updated Communications Planning Information Distribution Performance Reporting Manage Stakeholders

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

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! Communications Planning Information Distribution Performance Reporting Manage Stakeholders