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- 1. ENG. OMER ALSAYED OMER MBA, PMP, B.SC.(CIVIL ENG.) : PMO MANAGER @EWU-DIU omeralsayed@yahoo.com facebook.com/2t-pm +249123494587
- 3. Project Communications Management includes the processes that are required to ensure timely and appropriate : OSO OCT 2013 planning, collection, creation, distribution, storage, retrieval, management, control, Monitoring ultimate disposition of project information.
- 4. Project Communications Processes OSO OCT 2013 10.2 Manage Communications10.1 Plan Communications M 10.3 Control Communications
- 6. Project Management Process Group and Knowledge Area Mapping Knowledge Area Initiating Planning Executing M& C Closing 4. Project Integration Management 4Develop Project Charter 4.2 Develop Project Management Plan 4.3 Direct & Manage Project Work 4.4 Monitor & Control Project Work 4.5 Perform Integrated Change Control 4.6 Close Project or Phase 5. Project Scope Management 5Plan Scope Management 5.2 Collect Requirements 5.3 Define Scope 5.4 Create WBS 5.5 Validate Scope 5.6 Control Scope 6. Project Time Management 6Plan Schedule Management 6.2 Define Activities 6.3 Sequence Activities 6.4 Estimate Activity Resources 6.5 Estimate Activity Durations 6.6 Develop Schedule 6.7 Control Schedule 7. Project Cost Management 7Plan Cost Management 7.2 Estimate Costs 7.3 Determine Budget 7.4 Control Costs 8. Project Quality Management 8Plan Quality Management 8.2 Perform Quality Assurance 8.3 Control Quality 9. Project Human Resource Management 9.1 Plan Human Resource Management 9.2 Acquire Project Team 9.3 Develop Project Team 9.4 Manage Project Team 10. Project Communications Management 10Plan Communications Management 10.2 Manage Communications 10.3 Control Communications 11. Project Risk Management 11Plan Risk Management 11.2 Identify Risks 11.3 Perform Qualitative Risk Analysis 11.4 Perform Quantitative Risk Analysis 11.5 Plan Risk Responses 11.6 Control Risks 12. Project Procurement Management 12Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements 12.4 Close Procurements 13. Project Stakeholder Management 13Identify Stakeholders 13.2 Plan Stakeholder Management 13.3 Manage Stakeholder Engagement 13.4 Control Stakeholder Engagement OSO OCT 2013
- 7. communication skills Listening Questioning Educating Fact‐finding Setting expectations Persuading Motivating Coaching Negotiating Resolving conflict Summarizing OSO OCT 2013 55% of communications is non-verbal 90% of Project Manager's time is communicating
- 8. Effective Listening OSO OCT 2013 the most important skills for a PM 1. Face the speaker and maintain EYE contact. 2. Be attentive, but relaxed. 3. Keep an open mind. 4. Listen & PICTURE what is saying 5. Don’t INTERRUPT or impose your “solutions.” 9 Give the speaker regular FEEDBACK 8 Try to FEEL what the speaker is feeling 7 Ask questions only to ENSURE understanding 6 Wait for the speaker to pause to ask CLARIFYING questions. 10 Pay attention to what ISN’T said—to nonverbal cues
- 9. ! OSO OCT 2013 Face the speaker and maintain EYE contact 10 Pay attention to what ISN’T said—to nonverbal cues Don’t INTERRUPT or impose your “solutions.”
- 10. 10.1 Plan Communications Management developing an appropriate APPROACH and plan for project communications based on. OSO OCT 2013 Inputs Project management plan Stakeholder register Enterprise environmental factors Organizational process assets T&T Communication requirements analysis Communication technology Communication models Communication methods Meetings Outputs Communications management plan Project documents updates identifies and documents the approach to communicate most EFFECTIVELY and EFFICIENTLY with stakeholders. stakeholder’s information needs requirements available organizational assets
- 11. 4 Integration 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders EEF OPA Enterprise/ Organization10.1 Plan Communications Management 10.1.1 10.1.3 10.1.4Communications management plan 10.2 Manage Communications Communication requirements analysis Communication technology Communication models Communication methods Meetings 10.1 Plan Communications Management Data flow diagram OSOOCT 2013 4.2 Develop Project M Plan Project M Plan 13.1 Identify Stakeholders S/H Register 10.1.2 13.3 Manage Stakeholder Engagement Project Documents Project Documents (U) Schedule S/H REGISTER
- 13. 10.1 Plan Communications OSO OCT 2013 information is provided in the RIGHT format at the RIGHT time To the RIGHT audience with the RIGHT impact. providing ONLY the information that is NEEDED.. Efficient communication
- 14. 10.1.2.1 Communication Requirements Analysis information needs type and format value of information. OSO OCT 2013 Organizational charts; Project organization & stakeholder responsibility relationships; Disciplines, departments, and specialties Logistics of how many / at which locations; Internal information needs (within organizations); External information needs (media, public, or contractors) Stakeholder information (stakeholder register) 1 Plan Communications Management Sources of information to identify /define project communication requirements:
- 16. 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.2 Communication Technology The methods used to transfer information OSO OCT 2013 2 Plan Communications Management Factors that can affect the choice of communication technology :
- 17. 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.3 Communication Models OSO OCT 2013 3 Plan Communications Management Encode Decode Decode Encode receiver Transmit Message Noise Noise Feedback Message Acknowledge Message medium
- 18. 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.3 Communication Models Encode • Thoughts/ideas translated into language. Transmit Message. • information through communication channel (medium). NOISE : • various factors compromised message. Decode. • message translated back into meaningful thoughts or ideas. Acknowledge • signal receipt of the message Feedback/Response • transmits message to the original sender. OSO OCT 2013 3 Plan Communications Management
- 19. 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.4 Communication methods several communication methods that are used to share information among project stakeholders. OSO OCT 2013 4 Plan Communications Management • 2+ • Multi‐dir • Efficient •meetings, phone calls, instant messaging, video conferencing Interactive distributed understood ? letters, memos, reports, emails, press releases, etc. Push large volumes intranet sites, e‐ learning, lessons learned databases, knowledge repositories, etc. Pull
- 20. 10.1.2 Plan Communications Management: Tools and Techniques 10.1.2.5 Meetings to determine the most APPROPRIATE way to update and communicate project information, and to respond to requests from various stakeholders for that information OSO OCT 2013 4 Plan Communications Management
- 22. 10.2 Manage Communications creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communications management plan. OSO OCT 2013 Inputs Communications management plan Work performance reports Enterprise environmental factors Organizational process assets T&T Communication technology Communication models Communication methods Information management systems Performance reporting Outputs Project communications Project management plan updates Project documents updates Organizational process assets updates enables an EFFICIENT & EFFECTIVE communications flow between project stakeholders.
- 23. 4 Integration 5 Scope 6 Time 7 Cost 8 Quality 9 H. Resource 10 Commn. 11 Risk 12 Procurement 13 S/holders EEF OPA Enterprise/ Organization10.1 Plan Communications Management Communications management plan 10.2 Manage Communications Communication technology Communication models Communication methods Information management systems Performance reporting 10.2 Manage Communications Data flow diagram OSOOCT 2013 Project Documents 4.4 Monitor & control P. works Work performance reports Project Communications Project Documents (U) OPA(U) 10.3 CONTROL Communications Issue log Project schedule, and Project funding requirements
- 24. Information management systems letters, memos, reports, Hard‐copy document management e‐mail, fax, voice mail, telephone, video and web conferencing, websites, and web publishing; and Electronic communications management web interfaces to scheduling and project management software, EPMT Electronic project management tools OSO OCT 2013 4 10.2 Manage Communications
- 25. Performance reporting Analysis of past performance, Analysis of project forecasts Current status of risks and issues, Work completed during the period, Work to be completed in the next period, Summary of changes approved in the period, and Other relevant information, which is reviewed and discussed. OSO OCT 2013 5 10.2 Manage Communications collecting and distributing performance information, including:
- 26. Performance reporting • where the project now standsStatus Report • what has been accomplished.Progress Report • if performance is improving or deterioratingTrend Report • future project status and performance.Forecasting Report 10.2 Manage Communications Daily weekly Monthly REPORT Daily weekly Monthly REPORT
- 29. 10.2.3.1 Project Documents Updates 10.2.3.4 Organizational Process Assets Updates 10.2 Manage Communications Project Documents Updates Issue log, Project schedule Project funding requirements. Organizational Process Assets Updates Stakeholder notifications. Project reports Project presentations Project records. Feedback from stakeholders Lessons learned documentation
- 30. 10.3 Control Communications to ensure the information NEEDS of the project stakeholders are met. Inputs Project management plan Project communications Issue log Work performance data Organizational process assets T&T Information management systems Expert judgment Meetings Outputs Work Performance information Change requests Project management plan updates Project documents updates Organizational process assets updates t ensures an OPTIMAL nformation flow among all communication participants, at any moment in ime
- 31. 10.3 Control Communications Data Flow Diagram 10.2 Manage Communications Project communications 4.2 Develop PMP ect ement an 10.3 Control Communications 4.3 D&M project works 13.3 Manage SH engagement Enterprise / Organization Project documents 4.4 M&C project works 4.5 Perform ICC Project management plan (u) Work performance data Issue log OPA Project documents updates Work Performance information Change requests
- 33. 10.3.1.3 Issue log 10.3 Control Communications document and monitor the resolution of issues
- 35. 10.3.2.1 Information Management Systems 10.3 Control Communications Distribute costs, schedule progress, and performance information to stakeholders able reporting, spreadsheet analysis, and presentations
- 36. 10.3.3.1 Work Performance Information • performance data. • performance data. organizes and summarizes • information • information provides status and progress • stakeholders. • stakeholders. communicated to 10.3 Control Communications
- 37. EXAMPLE (COST) WP AC PV % EW 125 100 100% CW 180 250 80% 10.3 Control Communications WP AC EV CPI EW 125 100 0.80 CW 180 200 1.11 WP PV CPI FC EW 100 0.80 125 CW 250 1.11 225 EW CW ALL AC PV EV FC 125 100 100 125 180 250 200 225 305 350 300 350 PROJECT COST PERFORMANCEEW CW ALL
- 38. Other outputs :example (cost) From previous example what will happened? 10.3 Control Communications E… A… AC PV EV FC 125 100 100 125 180 250 200 225 305 350 300 350 PROJECT COST PERFORMANCEEW CW ALL• Change Requests ?10.3.3.2 • Project Management Plan Updates?10.3.3.3 • Project Documents Updates?10.3.3.4 • Organizational Process Assets Updates?10.3.3.5