10 project communications
TRANSCRIPT
ENG. OMER ALSAYED OMER
MBA, PMP, B.SC.(CIVIL ENG.)
: PMO MANAGER @EWU-DIU
[email protected] facebook.com/2t-pm +249123494587
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Project Communications Managementincludes the processes that are required to ensure timely and appropriate :
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planning, collection, creation, distribution, storage,
retrieval, management, control, Monitoring ultimate disposition
of project information.
Project Communications Processes
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10.2 Manage Communications10.1 Plan Communications M 10.3 Control Communications
Communication potential dimensions
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Project Management Process Group and Knowledge Area Mapping
Knowledge Area Initiating Planning Executing M& C Closing
4. Project Integration Management 4DevelopProject Charter
4.2 Develop ProjectManagement Plan
4.3 Direct & Manage Project Work
4.4 Monitor & Control Project Work4.5 Perform Integrated Change Control
4.6 Close Projector Phase
5. Project Scope Management
5Plan Scope Management5.2 Collect Requirements5.3 Define Scope5.4 Create WBS
5.5 Validate Scope5.6 Control Scope
6. Project Time Management
6Plan Schedule Management6.2 Define Activities6.3 Sequence Activities6.4 Estimate Activity Resources6.5 Estimate Activity Durations6.6 Develop Schedule
6.7 Control Schedule
7. Project Cost Management7Plan Cost Management7.2 Estimate Costs7.3 Determine Budget
7.4 Control Costs
8. Project Quality Management 8Plan Quality Management 8.2 Perform Quality Assurance 8.3 Control Quality
9. Project Human Resource Management
9.1 Plan Human ResourceManagement
9.2 Acquire Project Team9.3 Develop Project Team9.4 Manage Project Team
10. Project Communications Management 10Plan Communications Management 10.2 Manage Communications 10.3 Control Communications
11. Project Risk Management
11Plan Risk Management11.2 Identify Risks11.3 Perform Qualitative Risk Analysis11.4 Perform Quantitative Risk Analysis11.5 Plan Risk Responses
11.6 Control Risks
12. Project Procurement Management 12Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements 12.4 Close
Procurements
13. Project Stakeholder Management
13IdentifyStakeholders
13.2 Plan StakeholderManagement
13.3 Manage StakeholderEngagement
13.4 Control StakeholderEngagement
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communication skills
Listening Questioning Educating Fact‐finding Setting expectations
Persuading Motivating Coaching Negotiating Resolving conflict
Summarizing
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55% of communications is non-verbal 90% of Project Manager's time is communicating
Effective Listening
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the most important skills for a PM1. Face the speaker and maintain EYE contact.
2. Be attentive, but relaxed.
3. Keep an open mind.
4. Listen & PICTURE what is saying
5. Don’t INTERRUPT or impose your “solutions.”
9 Give the speaker regular FEEDBACK
8 Try to FEEL what the speaker is feeling
7 Ask questions only to ENSURE understanding
6 Wait for the speaker to pause to ask CLARIFYING questions.
10 Pay attention to what ISN’T said—to nonverbal cues
!
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Face the speaker and maintain EYE contact
10 Pay attention to what ISN’T said—to nonverbal cues
Don’t INTERRUPT or impose your “solutions.”
10.1 Plan Communications Management
developing an appropriate APPROACH and plan for project communications based on.
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Inputs
Project management planStakeholder registerEnterprise environmental factorsOrganizational process assets
T&T
Communication requirements analysisCommunication technologyCommunication modelsCommunication methodsMeetings
Outputs
Communications management planProject documents updates
identifies and documents the approach to communicate most EFFECTIVELY and EFFICIENTLY with stakeholders.
stakeholder’s information
needs
requirements
available
organizational assets
4 Integration 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders
EEF
OPA
Enterprise/ Organization10.1 Plan
CommunicationsManagement
10.1.1
10.1.3
10.1.4Communications management plan
10.2 ManageCommunications
Communication requirements analysis
Communication technology
Communication models
Communication methods
Meetings
10.1 Plan Communications Management Data flow diagram
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4.2 Develop Project M Plan
Project M Plan
13.1 IdentifyStakeholders
S/H Register
10.1.2
13.3 ManageStakeholderEngagement
ProjectDocuments
ProjectDocuments (U)
Schedule
S/H REGISTER
10.1 Plan CommunicationsImportant considerations :
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Who :•needs /authorized;
When •need
Where •stored;
What •format
How •retrieved
Whether •barriers
10.1 Plan Communications
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information is provided
in the RIGHTformat
at the RIGHTtime
To the RIGHT
audiencewith the RIGHTimpact.
providing ONLY the information that is NEEDED..
Efficient communication
10.1.2.1 Communication Requirements Analysis
information needs type and format value of information.
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Organizational charts;
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)
1 Plan Communications Management
Sources of information to identify /define project communication requirements:
number of potential communication channels
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PCC
n(n – 1)/2
10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.2 Communication TechnologyThe methods used to transfer information
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2 Plan Communications Management
Factors that can affect the choice of communication technology :
10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.3 Communication Models
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3 Plan Communications Management
Encode
Decode
Decode
Encode
receiver
Transmit Message Noise
Noise
Feedback Message
Acknowledge Message
medium
10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.3 Communication Models
Encode• Thoughts/ideas translated into language.
Transmit Message.• information through communication channel (medium).
NOISE :• various factors compromised message.
Decode. • message translated back into meaningful thoughts or ideas.
Acknowledge• signal receipt of the message
Feedback/Response• transmits message to the original sender.
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3 Plan Communications Management
10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.4 Communication methodsseveral communication methods that are used to share information among project stakeholders.
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4 Plan Communications Management
• 2+• Multi‐dir• Efficient
•meetings, phone calls, instant messaging, video conferencing
Interactive
distributed understood ?letters, memos, reports, emails,
press releases, etc.
Push
large volumes intranet sites, e‐learning, lessons learned databases,
knowledge repositories, etc.
Pull
10.1.2 Plan Communications Management: Tools and Techniques
10.1.2.5 Meetingsto determine the most APPROPRIATE way to update and communicateproject information, and to respond to requests from various stakeholders for that information
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4 Plan Communications Management
10.1.3 Plan Communications Management: outputs
10.1.3.1 Communications Management PlanStakeholder
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
Resources Escalation process
Method for updating and refining the communications management plan
Glossary of common terminology;
Flow charts of the information flow
Communication constraints
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1 Plan Communications Management
10.2 Manage Communications
creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan.
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Inputs
Communications management planWork performance reportsEnterprise environmental factorsOrganizational process assets
T&T
Communication technologyCommunication modelsCommunication methodsInformation management systemsPerformance reporting
Outputs
Project communicationsProject management plan updatesProject documents updatesOrganizational process assets updates
enables an EFFICIENT & EFFECTIVEcommunications flow between project stakeholders.
4 Integration 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders
EEF
OPA
Enterprise/ Organization10.1 Plan
CommunicationsManagement
Communications management
plan
10.2 ManageCommunications
Communication technology
Communication models
Communication methods
Information management systems
Performance reporting
10.2 Manage CommunicationsData flow diagram
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ProjectDocuments
4.4 Monitor & control P. works
Workperformance
reports
Project Communications
ProjectDocuments (U)
OPA(U)
10.3 CONTROLCommunications
Issue logProject schedule, andProject funding requirements
Information management systems
letters, memos, reports,
Hard‐copy document management
e‐mail, fax, voice mail, telephone, video and web conferencing,
websites, and web publishing; and
Electroniccommunications management
web interfaces to scheduling and
project management software,
EPMT Electronic project management tools
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4 10.2 Manage Communications
Performance reportingAnalysis 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.
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5 10.2 Manage Communications
collecting and distributing performance information, including:
Performance reporting•where the project now standsStatus Report
•what has been accomplished.Progress Report
• if performance is improving or deterioratingTrend Report
• future project status and performance.Forecasting Report
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5 10.2 Manage Communications
Daily weekly MonthlyREPORT
Daily weekly MonthlyREPORT
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10.2.3.1 Project CommunicationsProject communications may include but are not limited to:
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1 10.2 Manage Communications
the urgency and impact
method of delivery,
level of confidentiality.
factors influence Project communications
performance reports,
deliverables status,
schedule progress,
cost incurred.
10.2.3.1 Project Documents Updates10.2.3.4 Organizational Process Assets Updates
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1 10.2 Manage Communications
Project Documents Updates
Issue log, Project schedule
Project funding requirements.
Organizational Process Assets Updates
Stakeholder notifications.
Project reports
Project presentations
Project records.
Feedback from stakeholders
Lessons learned documentation
10.3 Control Communications
to ensure the information NEEDS of the project stakeholders are met.
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Inputs
Project management planProject communicationsIssue logWork performance dataOrganizational process assets
T&T
Information management systemsExpert judgmentMeetings
Outputs
Work Performance informationChange requestsProject management plan updatesProject documents updatesOrganizational process assets updates
it ensures an OPTIMALinformation flowamong all communication participants, at any moment in time
10.3 Control Communications Data Flow Diagram
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10.2 Manage
Communications
Project communications
4.2 Develop
PMP Project
management plan
10.3 Control
Communications
4.3 D&M project works
13.3 Manage SH engagement
Enterprise / Organization
Project documents
4.4 M&C project works
4.5 Perform ICC
Project management
plan (u)
Work performance data
Issue log
OPA
Project documents updates
Work Performance information
Change requests
10.3.1.1 Project management plan
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1 10.3 Control Communications
10.3.1.3 Issue log
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3 10.3 Control Communications
document and monitor the resolution of issues
10.3.1.5 Organizational process assets
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5 10.3 Control Communications
10.3.2.1 Information Management Systems
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1 10.3 Control Communications
Distribute costs, schedule progress, and performanceinformation to stakeholders
table reporting, spreadsheet analysis, and presentations
10.3.3.1 Work Performance Information
•performance data.
•performance data.
organizes and summarizes
• information • information
provides status and progress •
stakeholders.•stakeholders.
communicated to
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OUTPUTS
3 10.3 Control Communications
EXAMPLE (COST)
WP AC PV %
EW 125 100 100%
CW 180 250 80%
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OUTPUTS
3 10.3 Control Communications
WP AC EV CPI
EW 125 100 0.80
CW 180 200 1.11
WP PV CPI FC
EW 100 0.80 125
CW 250 1.11 225
EW
CW
ALL
AC PV EV FC
125 100 100 125
180250
200 225
305 350300
350
PROJECT COST PERFORMANCEEW CW ALL
Other outputs :example (cost)From previous example what will happened?
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OUTPUTS
3 10.3 Control Communications
E…
A…
AC PV EV FC
125 100 100 125
180
250200 225
305350
300350
PROJECT COST PERFORMANCEEW CWALL• Change Requests ?10.3.3.2
• Project Management Plan Updates?10.3.3.3
• Project Documents Updates?10.3.3.4
• Organizational Process Assets Updates?10.3.3.5
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