all about project communication management in project management

1. Chapter 10:
Project Communications
Management
Presented By:
Dikshnat Ghimire 12317
NCIT , BE Computer
dikshant ghimire

2.  Project communication management includes the
process that are required to ensure timely and
appropriate planning
,collection,creation,distribution,storage,
retrieval,management,control,monitoring and
ultimate disposition of project information.
 Project managers spend most of their time
communicating with team members and other
stakeholders ,whether they are internal(at all
organizational level ) or external to the
organization.
dikshant ghimire

3. Importance of Good Communications
• The greatest threat to many projects is a failure to
communicate
– Our culture does not portray IT professionals as being good
communicators
– Research shows that IT professionals must be able to communicate
effectively to succeed in their positions
– Strong verbal skills are a key factor in career advancement for IT
professionals
• Effective communication creates a bridge between diverse
stakeholders who may have different cultural and
organizational backgrounds,different perspectives and
interests, which impact or have an influence upon the
project execution or outcome.

4. Project Communications
Management Processes
• Overviews of processes in Project
Communications Management
– Plan Communications management :
• developing an appropriate approach and plan for project
communications based on stakeholder’s information needs
and requirements, and available organizational assets.
– Manage Communications:
• Creating,collecting,distributing,storing,retrieving and
ultimate arrangement of project information in accordance
with communication management plan.
– Control Communications:
• Monitoring and controlling communications throughout the
entire project life cycle to ensure the information needs of the
project stakeholders are met.

5. Plan Communications
management
Inputs Tools&Technique Outputs

6.  Project Management Plan:
 Includes information on how the project will be
executed,monitored,controlled and closed.
 Stakeholders Register:
 Provides the information needed to plan the communication
with project stakeholders. Includes:indentification info,
assessment info,stakeholders classification.
 Enterprise Environmental Factors:
 Conditions , not under the control of the project team, that
influence, restrict or direct the project (i.e may have positive
or negative impact).Eg: marketplace condition,political
climate,geographic distribution of resources,etc.
 Organizational Process Assets
 Includes the plans,process,policies,procedures and
knowledge bases specific to organization. Eg: knowledge,
skills, tricks,practice, lessons learned from historic
informations.
dikshant ghimire

7. Tools and techniques
• Communication Requirement Analysis:
– Organizational
charts.
_ project organization
and stakeholder respo-
nsibility relationship.

8. Tools and techniques
• Communication Technology:
– Includes the type of technology adopted to transfer
information among project team.
• Availability of Technology::ensure the technology required
to communicate is compatible ,available and accessible for
all stake holders.
• Ease Of Use::ensures that choice of communication
technology can be easily understood and used by all.
• Project Environment::whether face to face communication
or virtual communication located at different geographical
locations.
• Sensitivity and Confidentiality of the information: :some
type of encryption or security is required for confidential
information

9. Tools and techniques
• Communication Models:
– Used to facilitate communications and the exchange
of information may vary from project to project and
also within different stages of the same project.
ENCODE
DECODE
DECODE
ENCODE
medium
Transmit message
Ack message
Feedback message
SENDER RECEIVER

10. Tools and techniques
• Communication Methods:
– Includes different methods that are used to share
information among project team/stakeholders.:
• Interactive Communication – meetings,phonecalls,video
conferencing ,etc
• Push Communication- letters,memos,reports,emails,etc
• Pull Communication- e-learning,lessons learned databse,etc

11. Tools and techniques
• Meeting:
– Requires discussion and dialogue with project team to
determine the most appropriate way to update and
communicate project information(i.e decision making,
brain storming,etc).And these dialogue an discussions
is possible only through meetings

12. Outputs from Plan
Communication Management
• Communications management plan (CMP)
– Describes how project communication will be planned
,structured,monitored and controlled.
• Stakeholder communication requirements
• Information to be communicated,including
language,format,level of details
• Person responsible for communicating the
informations
• Flow chart of the information flow in the project
• Resources allocated for communication
activities,including time and budget.

13. Outputs from Plan
Communication Management
• Project Document Updates :
– Project document that may be updated include:
• Project schedule
• Stakeholder register

14. Manage Communications
Inputs OutputsTools&Technique

15. Manage Communications
• Includes the process of
creating,collecting,distributing,sorting,retrieving,and
ultimate arrangement of project information in
accordance to the communication management plan.
• The key benefit of this process is that it enables an
efficient and effective communications flow between
project stakeholders.

16. Inputs to Manage
Communications
• Communications management plan (CMP)
– Describe planning ,structuring ,monitoring and
controlling of project communications.
• Work Performance Reports
– Collection of project performance and status
information that may be used to facilitate
awareness,action,decisions and to create
communications.
– It must to accurate and available in timely manner.eg:
status reports.

17. Inputs to Manage
Communications
• Enterprise Environmental Factor:
– Conditions , not under the control of the project team,
that influence, restrict or direct the project (i.e may
have positive or negative impact).Eg: marketplace
condition,political climate,geographic distribution of
resources,etc.
• Organizational process Assets:
– Includes the plans,process,policies,procedures and
knowledge bases specific to organization. Eg:
knowledge, skills, tricks,practice, lessons learned from
historic informations.

18. Tools and techniques
• Communication Technology
– Includes the type of technology adopted to transfer
information among project team.
• Availability of Technology::ensure the technology required
to communicate is compatible ,available and accessible for
all stake holders.
• Ease Of Use::ensures that choice of communication
technology can be easily understood and used by all.
• Communication Models
– Focus is to ensure that the choice of communication model is
appropriate for the project undertaken. Eg : using
encoding,decoding methods.

19. Tools and techniques
• Communication Methods:
– Includes different methods that are used to share
information among project team/stakeholders. Eg:
phone calls, letters.
– Ensures that the information that has been distributed
has been well received and understood to enable
response and feedback.

20. Tools and techniques
• Information Management Systems :
– Information is managed using different tools
,including :
• hard-copy documents: letters, memos
• Electronic documents : e-mails, voicemails.
• Performance Reporting:
– Act of collecting and distributing performance
information,including status reports,progress
measurement and forecasts.

21. Tools and techniques
– Involves the periodic collection and analysis of
estimated versus actual data to understand and
forecast the results.
– Format may range from simple status report to more
elaborative ,depending upon the audience .
– Includes:
• Analysis of past performance along with forecast.
• Current status of risks and issues .
• Work completed and to be completed in given time.

22. Outputs from Manage
Communications
• Project Communications:
– Includes:
• Performance reports, deliveries status, schedule progress,
cost incurred.
– Vary significantly:
• Depending upon urgency, impact of message and methods of
delivery and level of confidentiality.
• Project Management /Documents Updates:
– Includes:
• Updates based on comparison of current work against
Performance measurement Baseline(PMB).
• Issue log
• Project Schedule
• Project Funding Requirements.

23. Control Communications
Inputs OutputsTools&Technique

24. Control Communications
• Includes the process of monitoring and controlling
communications throughout the entire project life cycle
to ensure the information needs of the project
stakeholders are met
• Key benefit is that it ensures an optimal information flow
among all communication participants at any moment in
the time.

25. Inputs to Control
Communications• Project Management Plan:
– Describes how the project will be executed ,monitored
,controlled and closed .
– includes:
• Stakeholder communication requirements.
• Individual or group responsible for communication of the
information.
• Project Communication:
– Involves activities that are required for information and
communications to be monitored ,acted upon and released to
stakeholders.
– Includes:
• Deliverables status
• Schedule progress
• Costs incurred.

26. Inputs to Control
Communications
• Issue Log:
– Used to document and monitor the resolution of issues.
– Helps us to understand who is responsible for resolving specific
issues by target date.
• Work Performance Data:
– Includes details about which communications have actually been
distributed, feedback on communications, survey results on
communication effectiveness.
• Organizational Process Assets:
– Includes:
• Report templates
• Allowed communication media
• Security requirements.

27. Tools and techniques
• Information Management System:
– provides a set of standard tools for the project manager to
capture, store and distribute information to stakeholders about
project’s costs, schedule progress and performance.
– Includes:
• Spreadsheet analysis ,table reporting , presentation.
• Expert Judgment:
– Needed to be applied to technical/management details and may
be provided by any group or individual with specialized
knowledge or training such as:
• Consultants
• Project management officer(PMO)
• Subject matter experts.
• Professional and technical associations

28. Tools and techniques
• Meetings:
– control communication requires discussion and dialogue with
project team members to determine the most appropriate way to
update and respond to the stakeholders requirement. And this
process is only possible through MEETING.
– It can be face to face or online sitting at different locations.

29. Outputs from Control
Communications
• Work Performance Information
– Organizes and summarizes the performance data
gathered.
– Performance data provides status and progress
information on the project at different level
• Change requests
– Formal proposal to modify any documents,
deliverable, or baseline.
– Needed for updates, defect repair, preventive action.

30. Outputs from Control
Communications
– May result in:
• New or revised cost estimates, schedule dates, resource
requirements.
• Adjustments to project plan and documents.
• Project Document Updates:
– Includes:
• Forecasts
• Issue log
• Work performance reports

31. Outputs from Control
Communications
• Organizational process Assets updates:
– Includes:
• Reports formats and lessons learned documentation
• This documentation may become part of historical
database for this project and may include the
caused of issues, reasons behind the corrective
actions chosen and other type of lessons learned
during the project.