Embed Size (px)
Citation preview
4/3/2011
1
Project Management
Knowledge Areas
Section – 3
Chapter – 10
Project Communications Management
Session Objectives…
1. To identify the project communications management knowledge area’s processes
2. How to identify Stakeholders
3. How to plan communications for the project
4. How to distribute information of the project to respective stakeholders
5. How to manage stakeholder expectations
6. How to report performance of the project
7. How to manage stakeholders
4/3/2011
2
Project Communications
Management Exam Objectives…
1. Identifying Stakeholders
2. Planning Communications and creating
the Communications Plan
3. Distributing Information
4. Managing Project Stakeholders’
expectations
5. Reporting Project Performance
Project Communications
Management Project communications management
covers tasks related to
Producing
Compiling
Sending
Storing
Distributing and
Managing
the project records
4/3/2011
3
Project Communications
Management
Communications Skills
Internal and External
Formal (Reports & Briefings)
Informal (Emails & Ad-Hoc discussion)
Vertical and Horizontal
Official and Unofficial (Off the record)
Written and Oral
Verbal and Non-Verbal (body language)
Paralingual
The pitch, tone, and inflections in the sender’s voice
Project Communications
Management Communications Skills
Active listening
Probing ideas and questioning
Educating
Fact-Finding
Setting and managing expectations
Negotiating
Resolving Conflicts
4/3/2011
4
Identify Stakeholders
Identify Stakeholders process of
identifying all stakeholders and
documenting relevant information to
ensure project success
Identify Stakeholders
• 1. Project Charter
• 2. Procurement Documents
• 3. Enterprise Environmental Factors
• 4. Organizational Process Assets
Input
• 1.StakeholderAnalysis
• 2. Expert Judgment
Tools & Techniques
• 1. Stakeholder Register
• 2. Stakeholder Management Strategy
Output
4/3/2011
5
Identify Stakeholders
Inputs
1. Project Charter
2. Procurement Document
3. Enterprise Environment Factors
4. Organizational Process Assets
Identify Stakeholders
Tools and Techniques
1. Stakeholder Analysis
2. Expert Judgment
Outputs
1. Stakeholder Register
2. Stakeholder Management Strategy
4/3/2011
6
Tools and Techniques
Steps in Stakeholder Analysis
1. 1. Identify All project Stakeholders. Key stakeholders are anyone in decision-making, management role such as sponsor and primary customer
2. 2. Identify the potential impact or support from each stakeholder
Stakeholder Management Strategy
Stakeholder Analysis Matrix
Stakeholder Stakeholder
Interests
Assessment of
Impact
Potential
Strategies
Sponsor
Customer
4/3/2011
7
Plan Communications
Plan Communications process determines
1. The information
2. Communication needs of the stakeholders
Plan Communications
• 1. Stakeholder Register
• 2. Stakeholder Management Strategy
• 3. Enterprise Environmental Factors
• 4. Organizational Process Assets
Input
• 1. Communications Requirements Analysis
• 2. Communication Technology
• 3. Communication Models
• 4. Communication Methods
Tools & Techniques
• 1. Communications Management Plan
• 2. Project Document Updates
Output
4/3/2011
8
Plan Communications
Inputs
1. Stakeholder Register
2. Stakeholder Management Strategy
3. Enterprise Environmental Factors
4. Organizational Process Assets
Plan Communications
Tools and Techniques
1. Communications Requirements Analysis
Organizational Charts
Project organization and stakeholders
responsibility relationships
Logistics
Internal information needs
External information needs
4/3/2011
9
Plan Communications
Tools and Techniques
2. Communications Technology
Urgency
Availability of Technology
Expected project staffing
Project Environment
Duration of the project
3. Communication Models
4. Communication Methods
Plan Communications
Outputs
1. Communications Management Plan IncludesCommunications item
PurposeFrequency
Start / End datesFormat / medium
Responsibility2. Project Document Updates
4/3/2011
10
Project Communications
Management The components in a basic model of
communication are
Encode
Message
Medium
Noise
Decode
Plan Communications
Communications Requirements Analysis
Identifying communications channels
No of lines of communications is
N(N-1)/2
Ex: A team of 6 will have
= 6*(6-1)/2
= 6*5/2
= 15
4/3/2011
11
Distribute Information
The process involves
Making relevant information available
On time
To relevant stakeholders
Distribute Information
Effective information distribution
techniques
Sender-receiver models
Choice of media
Writing style
Presentation techniques
Meeting management techniques
Facilitation techniques
4/3/2011
12
Distribute Information
• 1. Project Management Plan
• 2. Performance Reports
• 3. Organizational Process Assets
Input
• 1. Communication Methods
• 2. Information Distribution Tools
Tools & Techniques
• 1. Organizational Process Assets Updates
Output
Distribute Information
Inputs
1. Project Management Plan
2. Performance Reports
3. Organizational Process Assets
Tools and Techniques
1. Communication Methods
2. Information Distribution Tools
4/3/2011
13
Distribute Information
Outputs
1. Organizational Process Assets Updates
Stakeholder notifications
Project reports
Project presentations
Project records
Feedback
Lessons learned documentation
Manage Stakeholder Expectations
Managing stakeholder is important for the
success of the project as
Resolving stakeholders’ issues
Reduces disruption to project
execution
Promotes project buy-in
Project Manager is responsible for
stakeholder expectations management
4/3/2011
14
Manage Stakeholder Expectations
•1. Stakeholder Register
•2. Stakeholder management Strategy
•3. Project Management Plan
•4. Issue Log
•5. Change Log
•6. Organizational Process Assets
Input
•1. Communications Methods
•2. Interpersonal Skills
•3. Management Skills
Tools & Techniques
•1. Organizational Process Assets
•2. Change Request
•3. Project Management Plan Updates
•4. Project Document Updates
Output
Manage Stakeholder Expectations
Inputs
1. Stakeholder Register
2. Stakeholder Management Strategy
3. Project Management Plan
4. Issue Log
5. Change Log
6. Organizational Process Assets
4/3/2011
15
Manage Stakeholder Expectations
Tools and Techniques
1. Communications Methods
2. Interpersonal Skills
Building Trust
Resolving Conflict
Active Listening
3. Management Skills
Presentation Skills
Negotiation
Manage Stakeholder Expectations
Outputs
1. Organizational Process Assets Updates
2. Change Requests
3. Project Management Plan Updates
4. Project Document Updates
Stakeholder management strategy
Stakeholder register
Issue log
4/3/2011
16
Report Performance
This process involves
Collection of Data
Distribution of Performance Information to stakeholders
Information regarding
Scope
Schedule
Cost
Quality
Report Performance
• 1. Project Management Plan
• 2. Work Performance Information
• 3. Work Performance Measurements
• 4. Budget Forecasts
• 5. Organizational Process Assets
Input
• 1. Variance Analysis
• 2. Forecasting Methods
• 3. Communication Methods
• 4. Reporting Systems
Tools & Techniques
• 1. Performance Reports
• 2. Organizational Process Assets updates
• 3. Change Requests
Output
4/3/2011
17
Report Performance
Inputs
1. Project Management Plan
2. Work Performance Information
3. Work Performance Measurements
4. Budget Forecasts
5. Organizational Process Assets
Report Performance
Tools and Techniques
1. Variance Analysis
2. Forecasting Methods
3. Communication Methods
4. Reporting Systems
4/3/2011
18
Report Performance
Outputs
1. Performance Reports
2. Organizational Process Assets Updates
3. Requested Changes
Project Communications
Management To Sum Up….
1. We identified the project communications management knowledge area’s processes
2. We know how to identify Stakeholders
3. We know how to plan communications for the project
4. We know how to do information distribution
5. We know how to manage stakeholder expectations
6. We know how to do performance reporting
4/3/2011
19
Questions ?
