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Top Communication Tools

S e l e c t i n g t h e r i g h t t o o l s f o r y o u r P r o j e c t s !

Bill Dow, PMP • Co-author: “Project Management Communications Bible”

• Author: “The Tactical Guide for Building a PMO”

• Co-Author: “Project Management Communications Tools”

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© Copyright 2016 – B Dow, B Taylor

Hands On

Bill Dow, PMP

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SocialAuthorGiving Back

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Having a set of common

communication tools is critical for

every project manager.

Top Project Communication Tools

Project Managers must understand

the 5W’s. (and the 1H) when

communicating project information.

Develop a project Communication

Plan for every project before starting

any activities!

© Copyright 2016 – B Dow, B Taylor

Who Project Organization Chart

Bill Dow

VP Projects

Bob Jordan

Project Manager

Al Smith

Analyst Lead

Mary Jones

Dev Lead

Alice Ball

Customer

Susan White

AnalystTBH TBH

Kevin McGraw

Developer

Terry Marie

Designer

Brian Shaw

Design Lead

Use pictures if possible!

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Circle of Communication Chart Project

Manager

Development

Lead

Test Lead

UAT Lead

Training

Lead

Deploy

Lead

Customer

Developer # 1

Developer # 2

Tester # 1

Tester # 2

UAT Tester # 1

UAT Tester # 2

UAT Tester # 3

Trainer # 1

Ops Agent # 1

Ops Agent # 2

Customer

Manager # 1

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Communication Requirements MatrixWhat

Team

Member /

Tool

Project

Manager

Stakeholder

/ Internal

Customer

Team

Members

Project

Manager

Stakeholder

/ Internal

Customer

Team

Members

-

Feedback

Issues

Concerns

Update Project

Information

Project Status

-

Specific Project

Details

Receive and

Communicate

Project Info.

Specific Project

Details

-

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Role Report MatrixWhenWho WhatFocus on timing and recipient of each report

People

(Who receive Report) Name On Demand Weekly Monthly

CEO/CFO John SmithStatus & Cost

ReportsVariance Report

Owner Peter AdamsStatus & Cost

ReportsStatus Reports

Stakeholder Mark Taylor Stakeholder Report Status Reports Status Reports

Risk Manager Bruce Jones Risk Report Status Reports

Media ABC News Media Report

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Project Calendar / Rhythm ExampleWhen

Monday Tuesday Wednesday Thursday Friday

Prepare Status

Material

Team Meeting,

gather

information for

Status Report

Customer Status

Meeting, Finalize

Status

Information

Submit Final

Status Report

Prepare Status

Material

Team Meeting,

gather

information for

Status Report

Customer Status

Meeting, Finalize

Status

Information

Submit Final

Status Report

Prepare Status

Material

Team Meeting,

gather

information for

Status Report

Prepare Monthly

Newsletter

Customer Status

Meeting, Finalize

Status

Information

Submit Final

Status Report

Week 1

Week 2

Week 3

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Report Creation CalendarWhen

Week 1

Week 2

Week 3

Monday Tuesday Wednesday Thursday Friday

Daily Budget

Report,

Monthly VP Report

Daily Budget

Report,

Bi-Weekly Risk

Report

Daily Budget

Report

Daily Budget

Report, Customer

Status Report

Daily Budget

Report,

Final Status Report

Daily Budget

Report

Daily Budget

Report

Daily Budget

Report

Daily Budget

Report, Customer

Status Report

Final Status Report

Daily Budget

Report

Daily Budget

Report,

Bi-Weekly Risk

Report

Daily Budget

Report, Monthly

Project Newsletter

Daily Budget

Report, Customer

Status Report

Final Status Report

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WK1

WK2

WK3

What Work Breakdown Structure

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WK1

WK2

WK3

What Scatter Chart

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WK1

WK2

WK3

Project NewsletterWhat

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WK1

WK2

WK3

Financial Risk MatrixProject Risk Matrix

Contingency Value required in case Risk occurs

What Risk Matrix

Note: To create a Risk Matrix you must already be using a Risk Log.

© Copyright 2016 – B Dow, B Taylor

SummaryTop Project Communication Tools

1

2

Take time and consider how to use these tools on your projects.

Don’t rush getting project information too quickly. Be sure to

understand the purpose of these tools.

3At a minimum, every project manager should be using these tools on

their projects

© Copyright 2016 – B Dow, B Taylor

Project Management

Communication Tools

- Published 2015

Bill Dow, PMP

© Copyright 2016 – B Dow, B Taylor

@dowpublishing

@billdow

dowpublishingllc

Bill Dow, PMP

The Tactical Guide for Building

a PMO

-Published 2012

dowbill@Hotmail.com

Dowpublishingllc.comw w w

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Win a free copy of the book!

http://products.dowpublishingllc.com/freecommsbook

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Thanks!

Bill Dow, PMP