Communications Management Presentation
- 1. Communications Management Project Management Techniques ITT Technical Institute
- 2. Definition of Communications Management Communication Management is a group of processes required to ensure timely and appropriate development, collection, dissemination, storage, and ultimately, disposition of project information. Four Project Management Communications Processes: Communications Planning Information Distribution Performance Reporting Manage Key Stakeholders
- 3. Process 1 Communications Planning Communication Planning Definition is simply who needs what information when?, When will they need it? and how will the information be given to the stakeholders. Communication Inputs – Enterprise Environmental Factors, Organizational Process Assets such as using historical data and items from project lessons learned. Identify all assumptions and constraints from your project management plan such as using different software versions and communicating to people in other geographic locations. Tools and Techniques used in Communications Planning: Communications Requirements Analysis This consists of the urgency of needed information, availability of technology, project staffing, length of project and project environment. Communication Outputs – Communication Plan – Stakeholder requirements, methods to convey Information, frequency of communication, production schedules and a method for updating communications if the project requires a change.
- 4. Process 2 Information Distribution Definition: Making information available to all stakeholder in a timely manner. This is the implementation of the Communications Plan . Communications skills that are used by Project Managers: Written Skills , Speaking , Reports/Memos , Email , Internal/External Communication Gathering and Distributing Information Information Distribution Outputs: Lessons Learned Project Records Project Presentations Stockholder Feedback Stakeholder Notifications
- 5. Process 3 Performance Reporting Definition – Collecting Performance Information to keep stakeholders informed on how resources are being used on the project. This is called the “Project Controlling” Phase. Performance can be measured in the following ways: Forecasted Project Date Quality Control Project Management Plan Approved Changed Requests Monitoring Deliverables Performance Tools including the following: Presentations, Status Review Meetings, Time Reports, and Cost Reporting. 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. Using clear means of communication will make the project change process much easier!
- 6. Process 4 Manage Key Stakeholders 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. Manage Stakeholders process is a part of "Project Controlling Phase". 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. Stakeholder Management Outputs Resolve Conflicts/Issues Approve Corrective Actions Organizational Process Assets Update Project Management Plan Updates