Project Communications Management Sections of this presentation were adapted from A Guide to the Project Management Body of Knowledge 4 th Edition, Project Management Institute Inc., © 2008

Communications Management The processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information

Why Do We Manage Communications? Project Managers spend most of their time communicating Communication is complex; requiring choices between: Sender-Receiver models Sender-Receiver models Choice of media Choice of media Writing style Writing style Presentation techniques Presentation techniques Meeting management Meeting management

PMBOK Communication Model Encode – Translate thought to language Message – Output of encoding Medium – Method to convey message Noise – Interference with transmission/understanding Decode – Translation back to thought/idea Encode Sender Decode Receiver Encode Message Feedback - Message MEDIUM Noise

Communication Model Communications model implies feedback required Key Terms Nonverbal – 55% of Communication Nonverbal – 55% of Communication Paralingual – Pitch and tone of voice Paralingual – Pitch and tone of voice Active listening – Receiver confirms message and asks for clarification Active listening – Receiver confirms message and asks for clarification Effective listening – Receiver pays attention, thoughtfully responds, and provides feedback Effective listening – Receiver pays attention, thoughtfully responds, and provides feedback

How Do We Manage Communications? Five processes Identify Stakeholders Identify Stakeholders Plan Communications Plan Communications Distribute Information Distribute Information Manage Stakeholder Expectations Manage Stakeholder Expectations Report Performance Report Performance Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders

Project Charter Enterprise Environmental Factors Organizational Process Assets Procurement Documents Stakeholder Register Stakeholder Management Strategy Stakeholder analysis Expert Judgment Inputs Outputs Tools & Techniques Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders

Plan Communications Stakeholder Register Enterprise Environmental Factors Organizational Process Assets Stakeholder Management Strategy Communications Management Plan Project Document Updates Communications requirement analysis Communications technology Communications models Communications methods Inputs Outputs Tools & Techniques Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders

Com Requirement Analysis Who needs to know and how much? Communicate good and bad, but not too much to overwhelm team Communication channels grows exponentially not linearly as team members are added! # of Com Channels = N(N-1)/2 Where N = # of Stakeholders

Communications Mgmt Plan Who, what, when, and how information is to be distributed Issue escalation process

Distribute Information Organizational Process Assets Updates Communications methods Information distribution tools Inputs Outputs Tools & Techniques Project Management Plan Performance Reports Organizational Process Assets Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders

Distribution Techniques - Written PM Sort and Distribute Small projects only, issues with timely delivery of info Small projects only, issues with timely delivery of info Document Control Sort & Distribute Mid sized projects, issues with retention of staff qualified to sort info Mid sized projects, issues with retention of staff qualified to sort info Document Control Notification Daily list of all docs received ed to team, who are directed to central location for document review Daily list of all docs received ed to team, who are directed to central location for document review

Distribution Techniques - Verbal Where do team members get their information 1 ? 7% from words 7% from words 38% from tone 38% from tone 55% non-verbal cues 55% non-verbal cues Your presentation style is extremely important 1) From PMI Mile High Chapter PMP Prep Course

Manage Stakeholder Expectations Stakeholder Register Stakeholder Management Strategy Project Management Plan Issue Log Change Log Organizational Process Assets Communications methods Interpersonal skills Management skills Inputs Outputs Tools & Techniques Organizational Process Assets Updates Change Requests Project Management Plan Updates Project Document Updates Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders

Why Manage Stakeholders? We Retain 1 10% from reading 10% from reading 20% hearing 20% hearing 30% read and hear 30% read and hear 50% that we discuss 50% that we discuss 80% of experiences 80% of experiences 90% that we teach 90% that we teach How Long 1 50% now 25% in 2 days 10% after 7 days Agreements without documentation will come back to haunt you! 1) From PMI Mile High Chapter PMP Prep Course

Report Performance Variance analysis Forecasting methods Communications methods Reporting systems Inputs Outputs Tools & Techniques Project Management Plan Work Performance Information Work Performance Measures Budget Forecasts Organizational Process Maps Performance reports Change Requests Organizational Process Assets Plan Communications Distribute Information Report Performance Manage Stakeholder Expectations Identify Stakeholders

Performance Reports Common Types Gantt Charts Gantt Charts S-Curves S-Curves Histograms Histograms EVA Tables EVA Tables

Communication Summary An effective message must survive the noise and return as feedback to the sender Channels increase exponentially with additional people [ # = N(N-1)/2 ] Communicate and document to keep the team and stakeholders happy and productive!