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Project Communication (PART 2)

▪ASSIGNMENT 2
▪Week 14

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PMBOK 7th edition / 6th Edition

https://www.projectengineer.net/project-communications-
management-according-to-the-pmbok/
https://www.pmi.org/learning/library/project-
communication-management-five-steps-5115
https://www.examspm.com/2017/06/20/communications-
management-pmp-study-guide/
https://www.edureka.co/blog/project-communication-
management/
https://www.teamgantt.com/blog/why-communication-is-
important-in-project-
management#:~:text=Good%20communication%20keeps%
20conflict%20and,from%20project%20start%20to%20finish.
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SUBJECT/ITEM DISTRIBUTION DISADVANTAGE ADVANTAGE

APPROACH
DRAWINGS 1. Email 1. Late 1. Fast
2. Hand 2. Miscommunicat 2. Ensure that is it
(personally) ion received
3. Mail ( private ) 3. No internet correctly.
MINUTES of
MEETING

MEMO /
INSTRUCTIONS

LETTER

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1. Stakeholder communications requirements

- stake holder matrix

2. Suggested methods or technologies for conveying the

information
- All related methods

3. Escalation procedures for resolving issues

4. Revision procedures for updating the communications

management plan

5. A glossary of common terminology

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1. Stakeholder communications requirements

- stake holder matrix

2. Suggested methods or technologies for conveying the information

- All related methods

3. Escalation procedures for resolving issues

- procecures
- who is the person incharge - ( team directory )

4. Revision procedures for updating the communications management plan

- standards

5. A glossary of common terminology

- abbreviations
- standards being used 12

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Step 1: Identify your stakeholders

▪ Brainstorm who your stakeholders are.
▪ To do this, list all of the people who are affected by your work
or who have a vested interest in its success or failure.
▪ Some of these relationships may include investors, advisors,
teammates, or even family.

https://www.youtube.com/watch?v=HP2MZscvFl8
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Step 2: Prioritize your stakeholders

Next, prioritize your stakeholders by assessing their level of
influence and level of interest. The Stakeholder Power Interest
Grid is the leading tool in visually assessing key stakeholders.
▪ The position that you allocate to a stakeholder on the grid
shows you the actions you need to take with them:
▪ High power, highly interested people: Fully engage these
people, and make the greatest efforts to satisfy them.
▪ High power, less interested people: Keep these stakeholders
satisfied, but not so much that they become bored with your
message.
▪ Low power, highly interested people: Adequately inform
these people, and talk to them to ensure that no major issues
arise. People in this category can often be very helpful with the
details of your project in a supportive role.
▪ Low power, less interested people: Again, monitor these
people, but don’t bore them with excessive communication. 17

Understand how they feel about your project. Some good questions to ask include:

▪ Do they have a financial or emotional interest in the outcome of your work? Is it positive

or negative?

▪ What motivates them the most?

▪ Which of your project information is relevant to them, and what is the best way to relay

that information?

▪ What is their current opinion of your work? Is that opinion based on accurate

information?

▪ Who influences their opinion, and are those influencers also your stakeholders?

▪ If they’re not likely to be supportive of your project, what can you do to win their support?

▪ If you can’t win their support, what can you do to manage their opposition? 18

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The most common stakeholders

?????

▪ Your direct manager/supervisor

High power, high interest
has the power to greenlight or shut down your
project(s). This means that you should manage this
relationship closely, communicating frequently and
requesting and utilizing feedback.
▪ Shareholders/investors
High power, medium interest
Shareholders and investors usually hold stake in
multiple entities, their unique interest in your
project/undertaking.
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▪ Government
High power, probably low interest
The government controls the laws and regulations that could
shut down your business or project. An example would be
health code inspectors for restaurants, auditors for general
business, etc.
▪ Senior executives
High power, low interest
Your company’s senior executives make the biggest
decision, giving them high influence but limited bandwidth
to focus on the outcomes of your project.
▪ Your co-workers
Medium power, medium interest
Co-workers carry a range of influence, but mostly their
influence will be in their ability to leverage additional
resources for your project, including the support of other
co-workers and your superiors. 20

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▪ IDENTIFY

▪ Client
▪ Project director /company
▪ Local authorities..
▪ DOSH
▪ DOE
▪ Contractor/sub-cons
▪ Team members
▪ NGO – wildlife /
environment………....
▪ Neighbourhood / surrounding
area
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1. Stakeholder communications requirements

- stake holder matrix

2. Suggested methods or technologies for conveying the

information
- All related methods

3. Escalation procedures for resolving issues

4. Revision procedures for updating the communications

management plan

5. A glossary of common terminology

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Type
Purpose/ methods
communicati Frequency Audience
type of
on
Initiate the F2F / online
Kick off Once project everyone
meeting Instructions
Monthly Progress ….. ….
Project Resolve
progress issues…
Once a week team ……
Project Team
meeting
Valuation Monthly Qs team F2f / video /
meeting Project team site visit
Site visit 6 month Project team Site visit
For board ??? Board
Client??? members
Client

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1. Stakeholder communications requirements

- stake holder matrix

2. Suggested methods or technologies for conveying the

information
- All related methods

3. Escalation procedures for resolving issues

4. Revision procedures for updating the communications

management plan

5. A glossary of common terminology

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ITEM ISSUE Comm method PROCEDURE

TO RESOLVE
CHANGE OF AMENDED 1. Delivery – to 1. By hand – to
DRAWING DRAWINGS signed & resolve by same
NEED TO BE approved day
SIGNED ASAP
Issuance of Memo was not 1. Email 1. Written copy
memo delivered and signed
acknowledgeme
nt receipt

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1. Stakeholder communications requirements

- stake holder matrix

2. Suggested methods or technologies for conveying the

information
- All related methods

3. Escalation procedures for resolving issues

4. Revision procedures - for updating the communications

management plan

5. A glossary of common terminology

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▪ Process and instructions on how to develop new procedure

▪ Ensure that the latest procedure is approved
▪ Ensure that it is updated in communication plan ( with
numbering or coding) and any relevant project documents
plan

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1. Stakeholder communications requirements

- stake holder matrix

2. Suggested methods or technologies for conveying the

information
- All related methods

3. Escalation procedures for resolving issues

4. Revision procedures for updating the communications

management plan

5. A glossary of common terminology

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▪ Any terminology or abbreviation that will be used in the project

▪ State the meaning

▪ https://www.smartsheet.com/complete-glossary-project-
management-terminology

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