Project Communications Management

Project Communications Management

1. 3 Main Processes in Project Communications Management

   • 1. Planning communications management
     • A communication managements plan is a document that guids project communications.
       • Includes:
         • 1. Stakeholder communication requirements
           • 8. A glossary of common terminology
         • 2. Information to be communicated, including format, content, and level of detail
         • 3. Who will receive the information and who will produce it
         • 4. Suggested methods or technologies for conveying the information
         • 5. Frequency of Information
         • 6. Escalation procedures for updating the communications management plan
         • 7. Revision procedures for resolving issues
   • 2. Managing communications management
     • Using a project management information system, you can create and organize project documents, schedules, meeting minutes, and customer requests
     • Project managers must determine the best way to create and distribute the information.
     • Selecting the Appropriate Communication Methods and Media
       • 3 broad classifications for communication methods
         • Interactive communication
           • Two or more people interact - ensures common understanding
         • Push communication
           • ensures that information is distributed, but does not guarantee that it is received or understood
         • Pull communication
           • Information is sent to recipients at their request
     • Reporting Performance
       • Keeps stakeholders informed about how resources are being used to achieve project objectives
       • Two types of reports
         • Status reports
           • describe where the project stands at a specific point in time
           • addresses
             • time
             • scope
             • cost
         • progress reports
           • describe what the project team has accomplished during a certain period
       • forecasts
       • Status review meetings
   • 3. Controlling communictions management
     • Goal: to ensure the optimal flow of information throughout the entire project life cycle.
       • It is often beneficial to have a facilitator from outside the project team assess how well communications are working.
     • Inputs
       • 1. Project management plan
       • 2. Project communications
       • 3. Issue logs
       • 4. Work performance data
       • 5. Organizational process assets

2. Goal: To ensure timely and appropriate gneration, collection, dissemination, storage and disposition of project information.

3. Keys to good communication

   • Focusing on Group and Individual Communication Needs
   • Formal and Informal Methods for Communicating
   • Distributing Important Information in an Effective and Timely Manner
   • Setting the Stage for Communicating Bad News
   • Understanding Communication Channels
     • As the number of people involved in a project increases, the complexity of communication increases due to an increase in number of communication channels
     • number of communication channels = n(n-1)/2

4. Suggestions for Improving Project Communications

   • Developing Better Communication Skills
   • Running Effective Meetings
     • 8 Guidelines to do so
       • Determine if a meeting can be avoided
       • Define the purpose and intended outcome of the meeting
       • Determine who should be attending the meeting
       • Provide an agenda to the participants before the meeeting
       • Prepare handouts and visual aids, and make logistical arrangements ahead of time
       • Run the meeting professionally
       • Set the ground rules for the meeting
       • Build relationships
   • Using E-mail, Instant Messaging, Texting, and Collaborative Tools Effectively