3. Introduction
“The goal of communication is to deliver a message that
is read (or heard), understood and acted upon as
intended by the writer (or speaker)”
Most of the problems in project environment can be
traced to communication problems.
These problems can be minimized with better
understanding of the Communication Process and
various factors which influence it.
The communication is planned.
4. Introduction (Contd.)
Effective Communication creates a bridge between:
diverse stakeholders, internal or external
various cultural and organizational backgrounds
different levels of expertise
various perspectives
various interests, in project execution or outcome.
5. Project Communications Management -
Processes
Communications Planning
Information Distribution
Performance Reporting
Managing Stakeholders
8. Introduction
Communication Planning is the process that determines:
Project stakeholder information needs
Suitable means of meeting above needs
Communications Plan documents approach as to how to
communicate most efficiently and effectively
Effective communication means information is provided in the right
format, right time and with the right impact
In most cases Communications Planning is done early in the project
to facilitate appropriate time and budget.
Communication Planning linked with organization structure
influences the communications requirements.
11. Communications Management Plan -
Sample
Stakeholders
Document
Name
Document
Format
Contact Person Due
Customer
management
Monthly status
report
Hard copy
Tina Erndt,
Tom Silva
First of month
Customer business
staff
Monthly status
report
Hard copy
Julie Grant,
Sergey Cristobal
First of month
Customer technical
staff
Monthly status
report
E-mail
Li Chau,
Nancy Michaels
First of month
Internal management
Monthly status
report
Hard copy Bob Thomson First of month
Internal business and
technical staff
Monthly status
report
Intranet Angie Liu First of month
Training subcontractor Training plan Hard copy Jonathan Kraus 11/1/2006
Software subcontractor
Software
implementation
plan
E-mail Najwa Gates 6/1/2006
Comments: Put the titles and dates of documents in e-mail headings and have recipients acknowledge
receipt.
13. Introduction
Distribute information is the process of making
relevant information available to project
stakeholders as planned.
The focus is on “implementing communications
management plan” (execution).
14. Using Technology to Enhance Information
Distribution
Project Management Information Systems
Storage:
Local Software
Intranet
Extranet
Internet
Templates & Samples of project documents
15. Formal and Informal Methods for
Distributing Information
Formal
Reports
Memos
Informal
Ad-hoc discussions
16. Distributing Important Information in an
Effective and Timely Manner
It is important to document any changes that might
affect performance.
People have a tendency of not wanting to report bad
information.
Oral communication via meetings and informal talks
helps bring important information out into the open.
New ideas like stand-up meetings and e-mail free
days help in building relationships.
17. Selecting the Appropriate Communications
Medium
Information Distribution Tools
Hard copy, manual filing, press releases and shared
access electronic databases
Electronic communication and conferencing tools:
such as e-mail, fax, voice-mail, telephone video and web
conferencing, web sites and web publishing
Electronic tools for project management: such as web
interfaces to scheduling and project management
software, meeting and virtual office support software,
portals, and collaborative work management tools.
18. Selecting the Appropriate Communications
Medium – Media Choice Table
How well medium is
suited to:
Hard
Copy
Phon
e Call
Voice
Mail
E-Mail Meeting
Web
Site
Building consensus 3 2 3 3 1 3
Resolving a
misunderstanding
3 1 3 3 2 3
Expressing
support/appreciation
1 2 2 1 2 3
Conveying a reference
document
1 3 3 3 3 2
Asking an informational
question
3 1 1 1 3 3
Making a simple request 3 1 1 1 3 3
Addressing many people 2 3 2 2 3 1
Key: 1- Excellent; 2- Adequate; 3- Inappropriate
Notas del editor
The 2001 Standish Group study found the top four factors related to information technology project success were executive support, user involvement, an experienced project manager, and clear business objectives. All of these factors depend on the project manager and team having good communication skills.
When IT professionals have to communicate with others, technical jargon can often complicate matters and confuse those who aren’t technically savvy. The gap between users and developers increases as technology advances. People often assume it is easy to pick up these soft skills, but they are important skills and, as such, people must learn and develop them.
This is how the four main processes in project communications management shall fall under the project management process groups.