7. project communications management
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This document discusses the key processes in project communications management according to the PMBOK guide. It describes identifying stakeholders, developing a communications management plan, distributing information to stakeholders, managing stakeholder expectations, and reporting project performance. Effective communication is critical to project success. The document provides details on each process, including inputs, tools, and outputs, as well as guidance on communication methods, models, challenges and how to address them.
7. project communications management
- 1. 7. Project Communications Management Communications is one of the biggest, critical success factors on a project. 5 Process Groups Monitoring and Control Initiation Execution 7.1 Identify Stakeholders. Processes Planning 7.2 Communication Planning. 7.3 Distribute Information. 7.4 Manage Stakeholders Expectations. Closing 7.5 Report Performance 7.1 Identify Stakeholders. - This is the process of identifying all those people and organizations that are impacted by the project and documenting relative information regarding their interests, involvements, impact, and influence on the project success. - The stakeholders represent who you will communicate with. - The main output of “Identifying Stakeholders” is the “Stakeholder Register” which helps later in determining the “Stakeholder Management Strategy”. Inputs Project Charter. Procurement Documents. Enterprise Environmental Factors Organizational Process Assets - Tools - Stakeholder Analysis. Expert Judgments. Outputs - Stakeholder Register. Stakeholder Management Strategy. 7.2 Plan Communications - This is the process of determining the project’s stakeholders’ information needs and defining a communication approach or model. - When planning communication, the PM has to make sure that such communication, i.e. approach and model, is both “Effective” and “Efficient”. Effective means to provide the right information in the right time, while efficient means to provide the necessary information to the right person/s. By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD
- 2. Inputs - Tools Enterprise Environmental Communication models. Factors - Communication Methods. Organizational Process - - - Outputs Communications Requirements Assets Stakeholder Register - Project Document Communications Technology - Communications Management Plan. Analysis - - Updates. Stakeholder management Strategy Directions of Communications There are three communication directions which are; - Push Communications (like orders from higher level management). - Pull Communications (Like requests from lower level management). - Interactive Communications (between similar levels). 7.3 Distribute Information - This the process of making the relevant information available to all the project Inputs - Communications Management Plan. Report Performance Tools - Communications Methods Information Distribution Tools Outputs - Organizational Process Assets (updates) Changes Requests stakeholders according to the communication plans. Communication Channel Formula: If you have 20 stakeholders on a project, the number of possible communications channels between them can be simply calculated through the following formula; No. of channels = n * (n-1)/2 i.e. Number of Channels= 20 * 19/2 = 190 communication channel By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD
- 3. Basic Communication Model Message Sender Noise Through media Response Receiver - Convert symbols Choose medium Understand message - - Form message Choose symbols (language) Format Response At the sender side, the idea or message must be translated into communicable format. At the receiver side, the response has to be communicated from the idea the receiver has in his mind into a message that can be sent back as a response. This maybe someway a “Noise” that interface the message. Types of Noise - Distance (long distance may represents noise) - Language Barriers (different languages or different accents) - Culture (Some actions which is normal for someone maybe very rude to others) - Misinterpretation (break down of encoding and/or decoding) - Interpersonal problem (you may don’t like the speaker or sender) By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD
- 4. 7.4 Manage Stakeholder Expectations - That is the process of communicating and working with stakeholders to make their needs and addressing any issues as they occur or arise. Inputs - Communications Management Plan - Organizational Process Assets Tools - Communication Methods Outputs - Resolved Issues - Approved Change Requests - Approved Corrective Actions - Organizational Process Assets (updates) - Project Management Plan (updates) Generally; If you want to communicate effectively with a team member, you have to followings; - Understand how messages are transmitted within the project. - Increase empathy for the recipient of the message that you are sending. - Be able to enhance your formulation of the message taking into consideration the previously mentioned points. Important Fact; - The PM spends 90% of his time in communications and that is why communication is important for the success of good PM. The most useful and best report performance tool ever is simply “Earned Value” Important to achieve proactive communication; - Don’t wait to communicate bad news. - Don’t wait to communicate good news. - Manage the stakeholders proactively, find out their concerns, and allow them the opportunity to talk to you. By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD
- 5. 7.5 Report Performance - That is process of collecting or gathering and distributing information which includes status reports and forecasts as well as progress management. Inputs Tools Outputs - Work Performance Information - performance Measurements - Forecasted Completion - Quality Control Measurements - Project Management Plan - Performance Measurement Baseline - Approved Change Requests Deliverables - Status Review Meetings - Time Reporting Systems - Cost Reporting Systems - Information Presentation Tools - Performance Information Gathering and Compilation - Performance Reports - Forecasts - Requested Changes - Recommended Corrective Actions - Organizational Process Assets (updates) Types or Methods of Communications; Formal Informal Presentations. Ad hoc discussion. Brainstorming. Project Management Plan Notes Project Charter. Memos Project documents. E-mails Progress/Status Report. Written Project reviews Briefings / Speeches Verbal Conversations / Phone Calls Instant Messaging (Chats) - Anyone has to choose “written” communication when he has a lot of complex information needs to be communicated and he wants to keep records. - One has to choose “Verbal” communication when he looks for the personal touch and/or he allows for questions and aim at relationship building. By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD
- 6. Note - There is no completely control on communication within a project because of a lot of informal communications channels as well as unexpected changes on stakeholders’ needs. Management styles and effect on communication styles; - Authoritarian Management Style; (giver specific guidance for each one, expect adherence to rules). - Combative Management Style; (disagreeable with any given situation). - Conciliatory Management Style; (Friendly and agreeable). - Ethical Management Style; (Honest, Sincere, face problems, go by the book) By: Mohamed Salah ElDien Mohamed Aly, MSc, PMP®, DIT, MCAD