Project Communication Management

Project Communications Mgmt

Overview
Plan Communications Mgmt

Project
Communications Manage Communications
Management

Control Communications
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Project Communication
Management
Includes process that are required to ensure timely and appropriate planning, collection, distribution, storage, retrieval and
ultimate disposition of project information.

Plan Communication

Manage Communication
Control Communication
Plan Communications Management
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I – T/T – O-Plan Comm Mgmt

Inputs Tools & Techniques Outputs

Project Management Plan Communication Requirements Communications Management

• Guidelines on how project will be Analysis Plan
executed, monitored, controlled Deciding how to meet comm. • Stakeholder commn requirements,
and closed info to be communicated (including
requirements of stakeholders. language, content and format)
Using stakeholder register, HRM • Guidelines, templates for project
Stakeholder Register
plan to find out answers to 5Ws status meetings, team meetings
• Provides information needed to
plan the comm with stake holders & 1H. Steps involved.
Project Document Updates
Step 1: Understand dominant
EEF • Updates to stakeholder register,
directions of information flow in schedule
• Influence of Org structure, culture
Org
Step 2: Decide no of channels
OPA
using formula c = n * (n-1)/2
• Lessons learned
where n is no of stakeholders
Step 3: Prioritize channels
Step 4: Find out answers to 5Ws &
1H for priority channels
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I – T/T – O-Plan Comm Mgmt

Inputs Tools & Techniques Outputs

Project Management Plan Communication Technology Communications Management

• Guidelines on how project will be This is planning for medium Plan
executed, monitored, controlled (conference bridges, video • Stakeholder commn requirements,
and closed conferencing, emails, telephones, info to be communicated (including
language, content and format)
cell phones, fax etc). Governed by
Stakeholder Register EEF. Availability of technology can
• Guidelines, templates for project
status meetings, team meetings
• Provides information needed to have direct bearing on human
plan the comm with stake holders resource planning. Choice of
Project Document Updates
medium may have an impact on
EEF how messages are perceived by • Updates to stakeholder register,
schedule
• Influence of Org structure, culture receivers. Factors governing
choices of technology are
OPA • Urgency
• Lessons learned • Availability of technology
• Ease of use
• Project environment
• Sensitivity and confidentiality of the
information
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I – T/T – O-Plan Comm Mgmt

Inputs Tools & Techniques Outputs

Project Management Plan Communication Models Communications Management

• Guidelines on how project will be Basic model has 4 components – Plan
executed, monitored, controlled senders/receivers, medium, noise • Stakeholder commn requirements,
and closed & feedback. It works as follows: info to be communicated (including
language, content and format)
Stakeholder Register 1. Encode • Guidelines, templates for project
status meetings, team meetings
• Provides information needed to 2. Transmit Message
plan the comm with stake holders 3. Decode
Project Document Updates
4. Acknowledge
EEF • Updates to stakeholder register,
5. Feedback/Response schedule
• Influence of Org structure, culture

OPA
• Lessons learned
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I – T/T – O-Plan Comm Mgmt

Inputs Tools & Techniques Outputs

Project Management Plan Communication Methods Communications Management

• Guidelines on how project will be This is planning for noise Plan
executed, monitored, controlled reduction. Types of methods are • Stakeholder commn requirements,
and closed info to be communicated (including
Interactive: Face to face meetings, language, content and format)
conference calls, video • Guidelines, templates for project
Stakeholder Register
conferencing. Provide instant status meetings, team meetings
• Provides information needed to
plan the comm with stake holders feedback, hence reduce noise.
Push: Bulk mails, faxes. Sending Project Document Updates
EEF out message to list of intended • Updates to stakeholder register,
recipients. Does not guarantee schedule
• Influence of Org structure, culture
messages are received, read or
OPA understood.
• Lessons learned Pull: Intranet sites, e-Learning,
knowledge repository. Meant for
very large volumes of stakeholders
who can access information at
their own discretion.
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I – T/T – O-Plan Comm Mgmt

Inputs Tools & Techniques Outputs

Project Management Plan Meetings Communications Management

• Guidelines on how project will be Meetings between the PM, project Plan
executed, monitored, controlled team & key stakeholders for • Stakeholder commn requirements,
and closed info to be communicated (including
planning project meetings (status language, content and format)
meetings, kick off meetings etc). • Guidelines, templates for project
Stakeholder Register
Planning of meetings ensures noise status meetings, team meetings
• Provides information needed to
plan the comm with stake holders reduction. Care should be taken to
limit number of channels in Project Document Updates
EEF meetings. • Updates to stakeholder register,
schedule
• Influence of Org structure, culture

OPA
• Lessons learned
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Plan Communications Mgmt

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Plan Communications Mgmt

Communication Technology
Active Listening
Effective Listening
Feedback
Non-Verbal
Para-lingual
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Plan Communications Mgmt

Communication Methods

Formal-Written Formal-Verbal
- Complex problems - Presentations, Speeches
- Project charter/ Project
management plans
- Communicating over long
distances

Informal-Written Informal-Verbal
- Memos, E-mails, Notes - Meetings, Conversations
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Plan Communications Mgmt

Process of developing an appropriate
approach and plan for project
communication based on stakeholder’s
needs & requirements
Manage Communications
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I – T/T – O-Manage
Communications Inputs Tools & Techniques Outputs

Comm. Mgmt. Plan Communication Technology Project Communications

• Guidelines on 5Ws & 1H Using technologies planned in • PM must ensure that the info. is
Comm. Mgmt. Plan actually received, understood &
Communication Models responded to by stakeholders
EEF
Using suitable model(s) • Includes Perf reports, deliverable
• Influence of Org Structure & status, schedule progress
Culture (projzd., fn, matrix) planned in Comm. Mgmt. Plan
• Govt. or Industry Standards Communication Methods
PMP Updates
Using comm. methods
• Perf. Measurement Baseline
OPA planned in Comm. Mgmt. Plan updates may affect all subsidiary
• Lessons learned Templates Information Management plans
Systems
Work Perf Reports Document management - Contd….
• Consolidated project performance Electronic comm management
& status
Electronic project management

Contd…
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I – T/T – O-Manage
Communications Inputs Tools & Techniques Outputs

Comm. Mgmt. Plan Performance Reporting Proj. Document Updates

• Guidelines on 5Ws & 1H Using WPRs as input to create & Updates to issues log, project
distribute status reports, schedule
EEF dashboards, progress reports.
OPA Updates
• Influence of Org Structure & WPRs consists of
Culture (projzd., fn, matrix) Updates to lessons learned, reports,
• visual representation of WPI, project records
• PMIS, Govt. or Industry Standards • analysis & interpretation of WPI,
• current issues,
OPA • current status of risks,
• Lessons learned Templates • recommended corrective or
• Templates preventive actions, =status of
change requests.
Work Perf Reports
WPRs should be used as basis to
• Consolidated project performance initiate discussions & dialogs with
& status relevant Stakeholders.
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Manage Communications
Process of creating, collecting,
distributing, storing, retrieving and
disposition of project information in
accordance with comm management
plan
Control Communications
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I – T/T – O-Control
Communications Inputs Tools & Techniques Outputs

Project Mgmt. Plan Information Management WPI

• Guidelines Systems Organize and summarize
Set of tools to store, retrieve & the perf data
Issue Log distribute information. Aids in Change Requests
• Responsible person to resolve the consolidation & visual Corrective/preventive
issue representation for better actions due to difference
understanding between what is & what
Proj. Communications
should
• Info. & comm. to be monitored & Expert Judgement
controlled PMP Updates
From individuals or groups Updates to subsidiary
Work Performance plans due to CRs
Meetings
Data (WPD) Project Doc. Updates
Status review meetings to review
• Observations & measurements on Due to CRs (forecasts,
info. distribution status effectiveness of project
issue log, reports)
communications
OPA Updates
OPA Lessons learned updates
• Lessons learned, Templates
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Control Communications
Process of monitoring and controlling
communications throughout the lifecycle
of the project to ensure stakeholder
information needs are met
Thank You