07 project communications management

Session 7

Project CommunicationsManagement

2Project Quality Management

Agenda

Prj. Communications Management Overview

5 Processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

3Project Quality Management

Goals

By the end of this session, you will be able to: Have an overview of Project Communications

Management; Have a deep understanding of Inputs, T&Ts, and

Outputs of the 5 processes in Project Communications Management;

4Project Quality Management

Copyright

Most of the material of this presentation has been taken from the PMBOK® Guide 4th Edition of PMI (Project Management Institute)

The material is for LARION Computing internal use only, NOT for reproduction or distribution.

5Project Quality Management

Progress

Prj. Communications Management Overview

5 Processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

6Project Quality Management

Prj. Communications Mgnt. Overview (1 of 5)

Includes the processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposition of project information

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Prj. Communications Mgnt. Overview (2 of 5)

Project Managers spend 90% of their time communicating

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Prj. Communications Mgnt. Overview (3 of 5)

Communication activity has many potential dimensions: Internal & external Formal & informal Vertical & horizontal Official & unofficial Written & oral Verbal & Non-verbal

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Prj. Communications Mgnt. Overview (4 of 5)

Common communication skills: Listening actively and effectively Questioning, probing ideas and situations to ensure

better understanding Educating to increase team's knowledge so that

they can be more effective Fact-finding to identify or confirm information Setting and managing expectations Persuading a person or organization to perform an

action Negotiating to achieve mutually acceptable

agreements between parties

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Prj. Communications Mgnt. Overview (5 of 5)

Common communication skills (cont.): Resolving conflict to prevent disruptive impacts Summarizing, recapping, and identifying the next

steps

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Progress

Prj. Communications Management Overview

5 Processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

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5 Processes

Identify Stakeholders (Initiating)

Plan Communications (Planning)

Distribute Information (Executing)

Manage Stakeholder Expectations (Executing)

Report Performance (Monitoring & Controlling)

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Progress

Prj. Communications Management Overview

5 Processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

14Project Quality Management

Identify Stakeholders (1 of 6)

The process of Identifying all people and organizations that

impacted by the project Documenting relevant information regarding their

interests, involvement and impact on project success

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Identify Stakeholders (2 of 6)

What to do with the stakeholders? Identify all of them Determine all of their requirements Determine their expectations Determine their interests Determine their level of influence Plan how you will communicate with them Communicate with them Manage their expectations and influence

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Identify Stakeholders (3 of 6)

Stakeholder Analysis A technique of systematically gathering and

analyzing quantitative and qualitative information to determine whose interests should be taken into account throughout the project

Classification tools Power/interest grid Power/influence grid Influence/impact grid Salience model

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Identify Stakeholders (4 of 6)

Example Power/Interest grid

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Identify Stakeholders (5 of 6)

Stakeholder Register Identification information Assessment information Stakeholder classification

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Identify Stakeholders (6 of 6)

Stakeholder Management Strategy Defines an approach to increase the support and

minimize negative impacts of the stakeholders Key stakeholders who can significantly impact the prj Level of participation in the project desired for each

identified stakeholder Stakeholder groups and their management

Example

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Progress

Prj. Communications Management Overview

5 Processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

21Project Quality Management

Plan Communications (1 of 13)

The process of Determining the project stakeholder information

needs, and Defining a communication approach

Example Who needs what info When they will need it How it will be given to them And by whom

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Plan Communications (2 of 13)

Improper communication planning will lead to problems: Delay in message delivery Communication of sensitive information to the

wrong audience Lack of communication to some of the required

stakeholders

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Plan Communications (3 of 13)

Communication requirement analysis Determines the information needs of the project

stakeholders

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Plan Communications (4 of 13)

Communication channel 1 → 0 2 → 1 3 → 3 4 → 6

# communication channels = n(n-1) / 2

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Plan Communications (5 of 13)

Communication types

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Plan Communications (6 of 13)

Communication technology How to communicate each item

Face-to-face interactions Emails Telephone Meetings Etc.

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Plan Communications (7 of 13)

Communication method Interactive communication

2 or more parties performing a multi-directional exchange of information

Meetings; Phone calls; conferences; etc.

Push communication The sender provides the information, but does not expect

feedback Updates; Status reports; etc.

Pull communication Places the information in a central location. The

recipients are responsible for pulling the info from the central location

Intranet sites; e-learning; knowledge repositories; etc.

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Plan Communications (8 of 13)

Communication model

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Plan Communications (9 of 13)

Communication model Encode: Translate thoughts and ideas into

language understood by others Message and feedback-message: The output of

encoding Medium: The method used to convey the message Noise: Anything that interferes with the

transmission and understanding of the message Decode: To translate the message back into

meaningful thoughts or ideas

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Plan Communications (10 of 13)

Effective communication The sender should

Encode the message carefully Determine which communication method to use Confirm that the message is understood

Communication factors (consider when encoding)

Nonverbal: 55% of all communication

Para-lingual: Pitch and tone of voice

To confirm the message is understood, the sender should ask for feedback

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Plan Communications (11 of 13)

Effective listening The receiver should

Decode the message carefully Confirm that the message is understood

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Plan Communications (12 of 13)

Em bảo anh đi điSao anh không đứng lại?

Em bảo anh đừng đợiSao anh vội đi mau?

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Plan Communications (13 of 13)

Communication management plan Documents how you will manage and control

communications

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Progress

Prj. Communications Management Overview

5 Processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

35Project Quality Management

Distribute Information (1 of 3)

The process of Making relevant information available to project

stakeholders as planned

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Distribute Information (2 of 3)

Effective information distribution Sender-receiver models Choice of media Writing style Meeting management techniques Presentation techniques Facilitation techniques

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Distribute Information (3 of 3)

Communication Blockers Noisy surroundings Improper encoding of message Making negative statements Hostility Language Culture Etc.

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Progress

Prj. Communications Management Overview

5 Processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

39Project Quality Management

Manage Stakeholder Expectations (1 of 1)

The process of Communicating and working with stakeholders to

meet their needs Addressing issues as they occur

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Progress

Prj. Communications Management Overview

5 Processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholder Expectations Report Performance

41Project Quality Management

Report Performance (1 of 1)

The process of Collecting and distributing performance information:

Status reports Progress measurements Forecasts

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Recap

Project Communications Management 5 processes

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Questions?

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Thank you!