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10 project communications

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Information about 10 project communications
Business & Mgmt

Published on February 18, 2014

Author: omeralsayed

Source: slideshare.net

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Brain Power Center PMP Preparation course PROJECT  C O M M U N I C AT I O N S M A N A G E M E N T omeralsayed@yahoo.com facebook.com/omer2t  +249123494587

‫א‬‫א‬‫א‬                                                                ﴾١٨﴿                                                                                ١٩﴿                         ﴾ OSO OCT 2013

Project Communications  Management includes the processes that are required to ensure timely and appropriate : planning,  collection,  creation,  distribution,  storage,  retrieval,  management,  control,  Monitoring ultimate  disposition of project information. OSO OCT 2013

Project Communications Processes 10.1 Plan Communications Mt.10.2 Manage Communications 10.3 Control Communications OSO OCT 2013

Communication potential  dimensions  OSO OCT 2013

Project Management Process Group and Knowledge  Area Mapping Knowledge Area 4. Project Integration Management Initiating 4Develop Project Charter Planning 4.2 Develop Project Management Plan Executing 4.3 Direct & Manage Project  Work M& C 4.4 Monitor & Control Project Work 4.5 Perform Integrated Change Control 5. Project Scope Management 5Plan Scope Management 5.2 Collect Requirements 5.3 Define Scope 5.4 Create WBS 6. Project Time Management 6.7 Control Schedule 7. Project Cost Management 7Plan Cost Management 7.2 Estimate Costs 7.3 Determine Budget 7.4 Control Costs 8. Project Quality Management 8Plan Quality Management 8.2 Perform Quality Assurance 9. Project Human Resource  Management 9.1 Plan Human Resource Management 9.2 Acquire Project Team 9.3 Develop Project Team 9.4 Manage Project Team 10. Project Communications  Management 10Plan Communications Management 10.2 Manage Communications 11. Project Risk Management 11Plan Risk Management 11.2 Identify Risks 11.3 Perform Qualitative Risk Analysis 11.4 Perform Quantitative Risk Analysis 11.5 Plan Risk Responses 12. Project Procurement  Management 12Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements 13.2 Plan Stakeholder Management 13.3 Manage Stakeholder Engagement 13.4 Control Stakeholder Engagement 4.6 Close Project or Phase 5.5 Validate Scope 5.6 Control Scope 6Plan Schedule Management 6.2 Define Activities 6.3 Sequence Activities 6.4 Estimate Activity Resources 6.5 Estimate Activity Durations 6.6 Develop Schedule Closing 13. Project Stakeholder  Management 13Identify Stakeholders OSO OCT 2013 8.3 Control Quality 10.3 Control Communications 11.6 Control Risks 12.4 Close  Procurements

communication skills   Listening Questioning Educating Fact‐finding Setting 55% of communications is non-verbal 90% of Project Manager's time is communicating actively and effectively; probing ideas >> understanding; to increase team’s knowledge >> effective to identify or confirm information; expectations; Persuading to perform an action Motivating to provide encouragement Coaching Negotiating to improve performance mutually acceptable agreements Resolving conflict to prevent disruptive impacts; Summarizing recapping, and identifying the next steps. OSO OCT 2013

Active Listening  L • Look interested I • Involve by responding S • Stay on target T • Test understanding E • Evaluate message V • VOCAL tone: need to calm N • Neutralize feelings E • EYE contact: pay attentions • get interested A C • ATTENTIONS: • reduce distraction. • CONCERN: • person , process, objectives T • TIME appropriately : neither  I • INVOLVEMENT: OSO OCT 2013 party preoccupied. • mental and emotional

Effective Listening the most important skills for a PM 1. Face the speaker and maintain EYE  contact. 2. Be attentive, but  relaxed. 10 Pay attention to what ISN’T said—to nonverbal  cues 3. Keep an open  mind. 9 Give the speaker regular  FEEDBACK 4. Listen  & PICTURE what is  saying 8 Try to FEEL what the speaker is  feeling 5. Don’t INTERRUPT or impose your  “solutions.” 7 Ask questions only to ENSURE  understanding 6 Wait for the speaker to pause to ask CLARIFYING  questions. OSO OCT 2013

! Face the speaker and maintain EYE contact 10 Pay attention to what ISN’T said—to nonverbal cues OSO OCT 2013 Don’t INTERRUPT or impose your “solutions.”

10.1 Plan Communications  Management developing an appropriate APPROACH and plan for project communications based on. stakeholder’s information available needs organizational assets requirements Inputs identifies and documents the approach to communicate most EFFECTIVELY and EFFICIENTLY with stakeholders. Project management plan T&T Stakeholder register Communication  Enterprise environmental  requirements analysis factors Communication  technology Organizational process  assets Communication models Communication methods Meetings OSO OCT 2013 Outputs Communications  management plan Project documents  updates

10.1 Plan Communications  Management Data flow diagram 10.1 Plan  Communications 10.1.3 Management OPA Communications  management   plan 10.1.4 EEF Project Documents (U) 4.2 Develop  Project M Plan Enterprise/  Organization Project Documents  Schedule 10.1.1 10.2 Manage Communications Project M Plan  S/H REGISTER 13.3 Manage Communication requirements analysis Stakeholder Engagement Communication technology Communication models 10.1.2 S/H Register OSO OCT 2013 Communication methods 13.1 Identify Meetings 4 Integration Stakeholders 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders

10.1 Plan Communications Important considerations : Who : When  Where  What  How  Whether  • needs  /authorized; • need • stored; • format • retrieved • barriers OSO OCT 2013

10.1 Plan Communications in the  RIGHT format at the  RIGHT time information  is provided To the  RIGHT audience Efficient communication  providing ONLY the information that is NEEDED.. OSO OCT 2013 with the  RIGHT impact. 

1 Plan Communications Management 10.1.2.1 Communication Requirements  Analysis determines the information needs of the project stakeholders (type and format  )with an analysis of the value of that information. Organizational charts; Sources of information to identify /define project communication requirements: Project organization & stakeholder responsibility relationships; Disciplines, departments, and specialties Logistics of how many / at which locations; Internal information needs (within organizations); External information needs (media, public, or contractors) Stakeholder information (stakeholder register) OSO OCT 2013

number of potential  communication channels  PCC n(n – 1)/2 OSO OCT 2013

2 Plan Communications Management 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.2 Communication Technology The methods used to transfer information among project stakeholders  may vary significantly*.  Factors that can affect the choice of communication technology include: OSO OCT 2013

Plan Communications Management 3 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.3 Communication Models Transmit Message Encode Decode Noise  Acknowledge Message medium Decode Encode Transmit Message. NOISE : Decode.  Acknowledge Feedback/Response Noise  Feedback Message receiver Encode •Thoughts or ideas are translated (encoded) into language by the sender. •information is then sent by the sender using communication channel (medium). •various factors compromised message. •The message is translated by the receiver back into meaningful thoughts or ideas. •Upon receipt of a message, the receiver may signal (acknowledge) receipt of the message •the receiver encodes thoughts and ideas into a message and then transmits this message to the  original sender. OSO OCT 2013

Plan Communications Management 4 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.4 Communication methods several communication methods that are used to share information among project stakeholders. Interactive  Push  Pull  • 2+ • Multi‐dir • Efficient distributed  large volumes  understood ? intranet sites, e‐ learning, lessons  learned databases,  knowledge  repositories, etc. • meetings, phone  calls, instant  messaging, video  conferencing letters, memos,  reports, emails,  press releases, etc. OSO OCT 2013

4 Plan Communications Management 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.5 Meetings to determine the most APPROPRIATE way to update and communicate project information, and to respond to requests from various stakeholders  for that information OSO OCT 2013

Plan Communications Management 1 10.1.3 Plan Communications Management: outputs 10.1.3.1 Communications Management Plan Stakeholder  communication  requirements; Information to be  communicated,  Reason for the  distribution of that  information; Time frame and  frequency  Person responsible for  communicating the  information; Person responsible for  authorizing release of  confidential  information; Person or groups who  will receive the  information; Methods or  technologies  Escalation process  Method for updating  and refining the  communications  management plan  Glossary of common  terminology; Flow charts of the  information flow  Communication  constraints  Resources  OSO OCT 2013

10.2 Manage  Communications creating, collecting, distributing, storing, retrieving, and the ultimate disposition  of project information in accordance to the communications management plan.  Inputs enables an EFFICIENT & EFFECTIVE communications flow between project stakeholders. T&T Communications  management plan Work performance reports Enterprise environmental  factors Organizational process  assets Communication technology Outputs Communication models Project communications Communication methods Project management plan  updates Information management  systems Performance reporting OSO OCT 2013 Project documents updates Organizational process  assets updates

10.2 Manage Communications Data flow diagram Enterprise/  Organization 10.1 Plan  Communications 10.1.4 10.1.3 Management 4.2 Develop  Project M Plan 10.1.1 Project M Plan 4.4 Monitor &  control P. works Work performance  reports OPA Communications  management   plan 10.2.1 EEF Project Documents (U) Project Documents 10.2 Manage Communications 10.2.2 10.2.3 Project  Communications Issue log Project schedule, and 10.2.4 Project funding requirements Project Documents (U) OPA(U) Communication technology 13.3 Manage 10.3 CONTROL Communications Communication models Stakeholder Engagement Communication methods 10.1.2 Information management systems S/H Register Performance reporting OSO OCT 2013 13.1 Identify 4 Integration Stakeholders 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders

4 10.2 Manage Communications Information management  systems Hard‐copy document  management letters, memos,  reports,  Electronic communications  management e‐mail, fax, voice  mail, telephone,  video and web  conferencing,  websites, and web  publishing; and OSO OCT 2013 EPMT Electronic project  management tools web interfaces to  scheduling and  project  management  software,

5 10.2 Manage Communications Performance reporting collecting and distributing performance information, including: Analysis of past performance, Analysis of project forecasts Current status of risks and issues, Work completed during the period, Work to be completed in the next period, Summary of changes approved in the period, and Other relevant information, which is reviewed and discussed. OSO OCT 2013

5 10.2 Manage Communications Performance reporting Status Report  • where the project now stands Progress Report  • what has been accomplished. Trend Report  Forecasting Report  • if performance is improving or deteriorating • future project status and performance. Daily  weekly  Monthly REPORT OSO OCT 2013

OSO OCT 2013

1 10.2 Manage Communications 10.2.3.1 Project Communications Project communications may include but are not limited to: performance  reports,  factors influence Project communications deliverables  status,  schedule  progress,  the urgency  and impact OSO OCT 2013 method of  delivery,  cost  incurred.  level of  confidentiality.

1 10.2 Manage Communications 10.2.3.1 Project Documents Updates 10.2.3.4 Organizational Process Assets Updates Project Documents Updates Issue log, Project schedule Project funding requirements. Organizational Process Assets Updates Stakeholder notifications. Project reports Project presentations OSO OCT 2013 Project records. Feedback from  Lessons learned  stakeholders documentation

10.3 Control Communications monitoring and controlling communications throughout the entire project life  cycle to ensure the information NEEDS of the project stakeholders are met.  Inputs Project management plan it ensures an OPTIMAL information flow among all communication participants, at any moment in time Project communications T&T Issue log Information management  systems Work performance data Expert judgment Organizational process assets Meetings Outputs Work Performance  information Change requests Project management plan  updates Project documents updates Organizational process assets  updates OSO OCT 2013

10.3 Control Communications Data Flow Diagram Project  management  plan 4.2 Develop PMP Project  management  plan (u) 10.2 Manage Communications Project  communications 4.3 D&M project works Project  documents Work  performance data 10.3 Control Project documents  updates Work  Performance  information 4.4 M&C project works Communications 13.3 Manage SH engagement Enterprise / 4.5 Perform ICC Change requests Issue  log OPA Organization OSO OCT 2013

1 10.3 Control Communications 10.3.1.1 Project management plan OSO OCT 2013

3 10.3 Control Communications 10.3.1.3 Issue log document and monitor the resolution of issues OSO OCT 2013

5 10.3 Control Communications 10.3.1.5 Organizational process assets OSO OCT 2013

1 10.3 Control Communications 10.3.2.1 Information Management Systems Distribute costs, schedule progress, and performance information to stakeholders table reporting, spreadsheet analysis, and presentations OSO OCT 2013

3 10.3 Control Communications 10.3.3.1 O U T P U T S Work Performance Information provides status  and progress • performance  data.  • information  organizes and  summarizes • stakeholders. communicated  to OSO OCT 2013

3 O U T P U T S 10.3 Control Communications EXAMPLE (COST) WP AC PV % WP AC EV CPI WP PV CPI FC EW 125 100 100% EW 125 100 0.80 EW 100 0.80 125 CW 180 250 80% CW 180 200 1.11 CW 250 1.11 225 EW CW PROJECT COST PERFORMANCE ALL 350 305 250 180 350 300 225 200 ALL 125 100 100 125 CW EW AC PV EV OSO OCT 2013 FC

3 O U T P U T S 10.3 Control Communications Other outputs :example (cost) From previous example what will happened? 10.3.3.2 EW ALL • Change Requests ? CW PROJECT COST PERFORMANCE 350 10.3.3.3 350 305 • Project Management  Plan Updates? 300 250 10.3.3.4 • Project Documents  Updates? 125 225 200 180 100 100 125 A… E… 10.3.3.5 • Organizational Process  Assets Updates? OSO OCT 2013 AC PV EV FC

My web sites omeralsayed http://omer2t.wordpress.com omeralsayed 2t‐pm

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