project communication management

presentation on:

Project Communications Management

PREPARED BY: SUPERVISED BY: OUMAIMA NAJJAH ELIDRISSI MR,ZAKHIR YOUNESS JABBAR

Plan Introduction Importance of Communications Management Def. Project Communication Management Plan comm. - Tools & Techniques Problems in Requirements Analysis Manage Communications Control Communications Conclusion

Introduction

“Project mangers spend most of their time (about 90%) communicating with team members and other project stakeholders — internal or external to the organization”.

Importance of Communications Management

The project manager should effectively and efficiently communicate with stakeholders.

Managing communications is very vital for any project. A failure in communication can have a negative impact on the

project.

Importance of Communications Management

The project manager uses a variety of communication methods to share information among stakeholders. He/she should decide what, how, and when to use each communication method.

Project Communication Management

Is the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information.

Various forms of communicationForm of

CommunicationCharacteristics Examples

Written Formal Precise Transmitted through the medium of

correspondence

Project charter, scope statement, project plan, WBS, project status

Complex issues Contract related communications Memos

Written Informal Email, notes, letters, etc. Regular communication with team

members

Oral Formal

High degree of flexibility Use the medium of personal contact,

group meetings, or telephone

Presentations, speeches Negotiations

Oral Informal Conversation with team members Project meetings Break-room or war-room conversations

Non-verbal Communication About 55% of total communication Facial expressions, hand movements, tone of voice while speaking, etc.

Plan communications management

Mostly performed during the early stages of the project, i.e., during developing project management plan.

Is linked with enterprise environmental factors, because project’s organizational structure impacts the project’s communication requirements.

The results of this process should be reviewed regularly throughout the project and revised as needed to ensure continued applicability.

The project Kick-Off Meeting is held at the end of the project-planning phase.

Communications management plan

Plan comm. - Tools & Techniques

Plan comm. - Tools & Techniques

Push communication Pull communication Interactive communication

Plan comm. - Tools & Techniques

Problems in Requirements Analysis

Analyst have difficulties: In getting pertinent (appropriate) information Handling large and complex problems Accommodating changes

Example of communication plan Project name: Redevelopment Project (ref: db61001)

Stakeholder group Area of interest Information requirements Information provider Method of communication Frequency

Senate and Chancellor’s office

Senior Management Board

Progress to cost and budget advance notice of problems. Achievement of benefits.

Highlight reports and exception reports. Project Manager At monthly committee meetings.Monthly or as required for escalations

External Relations Office/Communications Office

Benefits to University and impact on community

High level information regarding the master plan and progress. Details of and involvement in consultation planning and communication planning.

Project Office and Project Manager At meetings and via email. Bi-weekly and as

required.

Business and enterprise Benefits to University and impact enterprise

High level information regarding the master plan and progress. Project Manager To Director via Senior

Management Board meetings. Monthly

Manage Communications

Control Communications