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PMP Training - 10 project communication management

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PMP Training - 10 project communication management

  1. 1. Created by ejlp12@gmail.com, June 2010<br />10 - Project Communication Management<br />Project Management Training<br />
  2. 2. Project Communication Management<br />Monitoring &<br />Controlling Processes<br />Planning<br />Processes<br />Enter phase/<br />Start project<br />Exit phase/<br />End project<br />Initiating<br />Processes<br />Closing<br />Processes<br />Executing<br />Processes<br />
  3. 3. Project Communication Management<br />The process required to ensure timely and appropriate generation, collection, distribution, storage, retrieval, and ultimate disposition of project information.<br />Project managers spend the majority of their time to communicate.<br />Some potential dimensions of communication activity:<br />Internal – external<br />Formal – informal<br />Vertical – horizontal<br />Official – unofficial<br />Written – oral<br />Verbal –non-verbal<br />
  4. 4. 10.1 Identify Stakeholder<br />The process of identifying all people or organizations impacted by the project, and documenting relevant information regarding their interest, involvement, and impact on project success.<br />
  5. 5. Stakeholder Analysis<br />A technique of systematically gathering and analyzing quantitative & qualitative information to determine whose interests should be taken into account throughout the project.<br />High<br /><ul><li> D
  6. 6. F
  7. 7. Step 1: Identify all potential project stakeholders and relevant information
  8. 8. Step 2: Identify the potential impact or support each stakeholder could generate and classify them so as to define an approach strategy.
  9. 9. Step 3: Assess how key stakeholder are likely to react or respond in various situation</li></ul>Keep Satisfied<br />Manage<br />Closely<br /><ul><li> A
  10. 10. C
  11. 11. G</li></ul>Power<br /><ul><li> H
  12. 12. B</li></ul>Monitor<br />(Minimum Effort)<br />Keep<br />Informed<br /><ul><li> E</li></ul>Low<br />Interest<br />High<br />Sample grid showing classification model<br />
  13. 13. Output of Identify Stakeholder<br />Stakeholder Register <br /><ul><li>Stakeholder Management Strategy
  14. 14. Defines an approach to increase the support and minimize negative impacts of stakeholder.
  15. 15. The information could be too sensitive to be shared.
  16. 16. A common way of representing is by using a stakeholder analysis matrix.</li></li></ul><li>10.2 Plan Communication<br />The process of determining the project stakeholder information needs and defining a communication approach.<br />90% of project manager’s time is spent for communication <br />
  17. 17. Communication Requirement Analysis<br />Includes communicating in all directions<br />Determine and limit who will communicate with whom and who will receive what information.<br /><ul><li>Consider the number of potential communication channels or paths
  18. 18. Formula:</li></ul>Customer, sponsor, Functional managers, and Team Members<br />The<br />Project<br />Other Project Managers<br />Other <br />Projects<br />Other <br />Stakeholders<br />
  19. 19. Communication Model<br />Basic Communication Model<br />The components in the model need to be taken into account when discussing project communications.<br />The sender is responsible for making information clear and complete so that the receiver can receive it correctly, and for confirming that it is properly understood.<br />Noise<br />Sender<br />Sender<br />Encode<br />Encode<br /><ul><li>To make effective communication, sender/receiver need to be aware of these factors:
  20. 20. Nonverbal: 55% of all communication is nonverbal
  21. 21. Paralingual: pitch and tone of voice
  22. 22. Effective listening</li></ul>Medium<br />Decode<br />Decode<br />Noise<br />
  23. 23. Communication Methods<br />Interactive Communication<br />Most efficient way to ensure a common understanding<br />E.g. meetings, phone calls, video conferencing<br />Push Communication<br />Does not certify that it reached or understood<br />E.g. letters, email, press release, faxes, voice mail<br />Pull communication<br />Used for very large information volumes, very large audiences<br />E.g. intranet site, e-learning<br />Project manager cannot control all communications but should try to control to prevent miscommunication, unclear directions, and scope creeps.<br />
  24. 24. Communication Management Plan<br />Sample <br />Sample taken from PRINCETON PROJECT METHODOLOGY - PROJECT COMMUNICATION PLAN (rev. 10/03/03)<br />
  25. 25. 10.3 Distribute Information<br />The process of making relevant information available to project stakeholders as planned.<br />Make sure the information are received, effective and efficient.<br />
  26. 26. 10.4 Manage Stakeholder Expectations<br />The process of communicating and working with stakeholders to meet their needs and addressing issues as they occur. <br />
  27. 27. Managing Stakeholder Expectations<br />Actively managing the expectation of stakeholders.<br />Increase the likelihood of project acceptance by negotiating.<br />Influencing their desire to achieve & maintain project goals.<br />Addressing concerns that have not become issues yet (anticipation).<br />Clarifying and resolving issues that have been identified.<br />
  28. 28. 10.5 Report Performance<br />The process of making relevant information available to project stakeholders as planned.<br />Report must be truthful and not hide what is really going on.<br />
  29. 29. BaCKUP SLIDES<br />
  30. 30. Exercise<br />Formal Written<br />Formal Verbal<br />Formal Written<br />Informal Written<br />Formal Written<br />Informal Verbal<br />Formal Written<br />Informal Written<br />Formal Written<br />Informal Verbal<br />Informal Verbal<br />Informal Written<br />Informal Verbal<br />Formal Verbal<br />Table taken from PMP Exam Prep 6th Edition, Rita Mulcahy.<br />
  31. 31. PM Skills<br />Interpersonal skills<br />Management skills<br /><ul><li>Presentation skills
  32. 32. Negotiation
  33. 33. Writing skill
  34. 34. Public speaking
  35. 35. Etc.
  36. 36. Leadership
  37. 37. Team building
  38. 38. Motivation
  39. 39. Communication
  40. 40. Influencing
  41. 41. Decision making
  42. 42. Political & cultural awareness
  43. 43. Negotiation
  44. 44. Etc.</li></li></ul><li>Effective Meeting<br />Plan or prepare the meeting<br />Set a time/schedule and determine the participants.<br />Have a clear purpose for each meeting & communicate it in the invitation.<br />Create the agenda and distribute it in advance.<br />Stick to the plan (discipline)<br />Begin on time, end on time.<br />Introduce the moderator and stipulate who will keep the minutes.<br />End every agenda with a summary and consensus of the participants.<br />Good follow-up<br />Send the minutes showing the result along with the to do list.<br />Get feedback from the participants.<br />Monitor the status of all action items.<br />
  45. 45. Next topic: 11-Project Risk Management<br />Thank You<br />