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Communications Management Project Management Techniques ITT Technical Institute

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Definition of Communications Management <ul><li>Communication Management is a group of processes required to ensure timely and appropriate development, collection, dissemination, storage, and ultimately, disposition of project information. </li></ul><ul><li>Four Project Management Communications Processes: </li></ul><ul><li>Communications Planning </li></ul><ul><li>Information Distribution </li></ul><ul><li>Performance Reporting </li></ul><ul><li>Manage Key Stakeholders </li></ul>

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Process 1 Communications Planning <ul><li>Communication Planning Definition is simply who needs what information when?, When will </li></ul><ul><li>they need it? and how will the information be given to the stakeholders. </li></ul><ul><li>Communication Inputs – Enterprise Environmental Factors, Organizational Process Assets </li></ul><ul><li>such as using historical data and items from project lessons learned. </li></ul><ul><li>Identify all assumptions and constraints from your project management plan such as using different </li></ul><ul><li>software versions and communicating to people in other geographic locations. </li></ul><ul><li>Tools and Techniques used in Communications Planning: Communications Requirements Analysis </li></ul><ul><li>This consists of the urgency of needed information, availability of technology, project staffing, length of </li></ul><ul><li>project and project environment. </li></ul><ul><li>Communication Outputs – Communication Plan – Stakeholder requirements, methods to convey </li></ul><ul><li>Information, frequency of communication, production schedules and a method for updating communications </li></ul><ul><li>if the project requires a change. </li></ul>

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Process 2 Information Distribution <ul><li>Definition: Making information available to all stakeholder in a timely manner. This is the implementation of the Communications Plan . </li></ul><ul><li>Communications skills that are used by Project Managers: </li></ul><ul><li>Written Skills , Speaking , Reports/Memos , Email , Internal/External </li></ul><ul><li>Communication </li></ul><ul><li>Gathering and Distributing Information </li></ul><ul><li>Information Distribution Outputs: </li></ul><ul><li>Lessons Learned </li></ul><ul><li>Project Records </li></ul><ul><li>Project Presentations </li></ul><ul><li>Stockholder Feedback </li></ul><ul><li>Stakeholder Notifications </li></ul>

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Process 3 Performance Reporting <ul><li>Definition – Collecting Performance Information to keep stakeholders informed on how resources are being used on the project. This is called the “Project Controlling” Phase. </li></ul><ul><li>Performance can be measured in the following ways: </li></ul><ul><li>Forecasted Project Date </li></ul><ul><li>Quality Control </li></ul><ul><li>Project Management Plan </li></ul><ul><li>Approved Changed Requests </li></ul><ul><li>Monitoring Deliverables </li></ul><ul><li>Performance Tools including the following: Presentations, Status Review Meetings, Time Reports, and Cost Reporting. </li></ul><ul><li>The PM is responsible for communicating any changes that arise during the project. It is his responsibility to communicate to all parties involved in the project. </li></ul><ul><li>Using clear means of communication will make the project change process much easier! </li></ul>

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Process 4 Manage Key Stakeholders <ul><li>Stakeholder management refers to managing communications to satisfy the needs of, and resolve issues with, project stakeholders. The project manager is usually responsible for stakeholder management. </li></ul><ul><li>Manage Stakeholders process is a part of &quot;Project Controlling Phase&quot;. </li></ul><ul><li>Communications Methods : The methods of communications identified for each stakeholder in the communications management plan are utilized during stakeholder management. Face-to-face meetings are the most effective means for communicating and resolving issues with stakeholders. When face-to-face meetings are not warranted or practical then telephone calls, electronic mail, and other electronic tools are useful for exchanging information and dialoguing. </li></ul><ul><li>Stakeholder Management Outputs </li></ul><ul><li>Resolve Conflicts/Issues </li></ul><ul><li>Approve Corrective Actions </li></ul><ul><li>Organizational Process Assets Update </li></ul><ul><li>Project Management Plan Updates </li></ul>