Project communication management
- 3. PROJECT COMMUNICATION MANAGEMENT Project communication management includes the process that are required to ensure timely and appropriate planning,collection,creation,distribution,storage, retrieval,management,control,monitoring and ultimate disposition of project information.
- 4. PROJECT COMMUNICATION MANAGEMENT Knowledge Area Process Initiating Planning Executing Monitorin g & Contol Closing Communicatio n Indentify Stakehol der Plan Communicat ion Distribute Information Manage Stakeholders - Report Performan ce Enter phase/ Start project Exit phase/ End project Initiating Processes Closing Processes Executing Processes Monitoring & Controlling Processes Planning Processes
- 5. PLAN COMMUNICATIONS MANAGEMENT Inputs Tools and Techniques Outputs o Project management plan o Project documents o Enterprise environmental factors o Organizational process assets o Communication requirements analysis o Communication technology o Communication o Communication methods o Meetings o Communications management plan o Project documents updates
- 6. PLAN COMMUNICATIONS MANAGEMENT Plan Communication Management-Data Flow Diagram
- 7. PLAN COMMUNICATIONS MANAGEMENT-INPUTS Includes information on how the project will executed,monitored,controlled and closed. o Stakeholders Register: Provides the information needed to plan the communication with project stakeholders. Includes: identification info, assessment info, stakeholders classification. o Enterprise Environmental Factors: Conditions , not under the control of the project team, that influence, restrict or direct the project (i.e. may have positive or negative impact).E.g.: marketplace condition, political climate, geographic distribution of resources,etc. o Organizational Process Assets Includes the plans,process,policies,procedures and knowledge bases specific to organization. E.g.: knowledge, skills, tricks,practice, lessons learned from historic information's. Project Management Plan:
- 8. PLAN COMMUNICATIONS MANAGEMENT-INPUTS enterprise environmental factors The enterprise environmental factors that can influence the Plan Communications Management process include but are not limited to: o Organizational culture, political climate, and governance framework o Personnel administration policies o Stakeholder risk thresholds o Established communication channels, tools, and systems o Global, regional, or local trends, practices, or habits Geographic distribution of facilities and resources
- 9. PLAN COMMUNICATIONS MANAGEMENT-TOOLS AND TECHNIQUES COMMUNICATION REQUIREMENTS ANALYSIS Analysis of communication requirements determines the information needs of the project stakeholders. These requirements are defined by combining the type and format of information needed with an analysis of the value of that information o Stakeholder information and communication requirements from within the stakeholder register and stakeholder engagement plan o Number of potential communication channels or paths, including one-to-one, one-to-many, and many-to-many communications; o Organizational charts o Project organization and stakeholder responsibility, relationships, and interdependencies; o Development approach o Disciplines, departments, and specialties involved in the project o Logistics of how many persons will be involved with the project and at which locations; o Internal information needs o External information needs o Legal requirements
- 10. PLAN COMMUNICATIONS MANAGEMENT-TOOLS AND TECHNIQUES COMMUNICATION TECHNOLOGY The methods used to transfer information among project stakeholders may vary significantly. Common methods used for information exchange and collaboration include conversations, meetings, written documents, databases, social media, and websites. Factors that can affect the choice of communication technology include: o Urgency of the need for information The urgency, frequency, and format of the information to be communicated may vary from project to project and also within different phases of a project. o Availability and reliability of technology The technology that is required for distribution of project communications artifacts should be compatible, available, and accessible for all stakeholders throughout the project. o Ease of use.
- 11. PLAN COMMUNICATIONS MANAGEMENT-TOOLS AND TECHNIQUES Communication Model for Cross-Cultural Communication
- 12. PLAN COMMUNICATIONS MANAGEMENT-TOOLS AND TECHNIQUES Possible communications artifacts and methods include but are not limited to: o Notice boards o Newsletters/in-house magazines/e-magazines o Letters to staff/volunteers o Press releases o Annual reports o Emails and intranets o Web portals and other information repositories (for pull communication) o Phone conversations o Presentations o Team briefings/group meetings o Focus groups o Face-to-face formal or informal meetings between various stakeholders o Consultation groups or staff forums o Social computing technology and media
- 13. PLAN COMMUNICATIONS MANAGEMENT-TOOLS AND TECHNIQUES MEETINGS Project meetings can include virtual (e-meetings) or face-to-face meetings, and can be supported with document collaboration technologies, including email messages and project websites. The Plan Communications Management process requires discussion with the project team to determine the most appropriate way to update and communicate project information, and to respond to requests from various stakeholders for information
- 14. PLAN COMMUNICATIONS MANAGEMENT-OUTPUTS COMMUNICATIONS MANAGEMENT PLAN The communications management plan is a component of the project management plan that describes how project communications will be planned, structured, implemented, and monitored for effectiveness. The plan contains the following information o Stakeholder communication requirements o Information to be communicated, including language, format, content, and level of detail o Escalation processes o Reason for the distribution of that information; o Timeframe and frequency for the distribution of required information and receipt of acknowledgment or response, if applicable o Person responsible for communicating the information o Person responsible for authorizing release of confidential information; o Person or groups who will receive the information, including information about their needs, requirements, and expectations
- 15. MANAGE COMMUNICATIONS Manage Communications is the process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information. The key benefit of this process is that it enables an efficient and effective information flow between the project team and the stakeholders. This process is performed throughout the project. Inputs Tools and Techniques Outputs o Communication management plan o Work Performance o Enterprise environmental factors o Organizational process assets o Communication technology o Communication models o Communication methods o Information Management Systems o Performance Reporting o Project Communications o Management plan Update o Organizational process assets Update
- 16. MANAGE COMMUNICATIONS Manage Communication-Data Flow Diagram
- 17. MANAGE COMMUNICATIONS- INPUTS o Communications management plan (CMP) Describe planning ,structuring ,monitoring and controlling of project communications. o Work Performance Reports • Collection of project performance and status information that may be used to facilitate awareness,action,decisions and to create communications. • It must to accurate andavailable in timely manner.eg: status reports.
- 18. MANAGE COMMUNICATIONS- INPUTS o Communications management plan (CMP) Describe planning ,structuring ,monitoring and controlling of project communications. o Work Performance Reports • Collection of project performance and status information that may be used to facilitate awareness,action,decisions and to create communications. • It must to accurate and available in timely manner.eg: status reports.
- 19. MANAGE COMMUNICATIONS-TOOLS AND TECHNIQUES Communication Technology Includes the type of technology adopted to transfer information among project team. o Availability of Technology: ensure the technology required to communicate is compatible ,available and accessible for all stake holders. o Ease Of Use: ensures that choice of communication technology can be easily understood and used by all. Communication Models: – Focus is to ensure that the choice of communication model is appropriate for the project undertaken. E.g. : using encoding, decoding methods.
- 20. MANAGE COMMUNICATIONS-TOOLS AND TECHNIQUES Communication Methods: o Includes different methods that are used to share information among project team/stakeholders. E.g.: phone calls, letters. o Ensures that the information that has been distributed has been well received and understood to enable response and feedback. Information Management Systems : o Information is managed using different tools including : • hard-copy documents: letters, memos • Electronic documents : e-mails, voicemails.
- 21. MANAGE COMMUNICATIONS-TOOLS AND TECHNIQUES o Performance Reporting: Act of collecting and distributing performance information, including status reports, progress measurement and forecasts o Involves the periodic collection and analysis of estimated versus actual data to understand and forecast the results. o Format may range from simple status report to more elaborative ,depending upon the audience . Includes: • Analysis of past performance along with forecast. • Current status of risks and issues . • Work completed and to be completed in given time.
- 22. MANAGE COMMUNICATIONS OUTPUTS Project Communications: Includes: Performance reports, deliveries status, schedule progress, cost incurred. Vary significantly: Depending upon urgency, impact of message and methods of delivery and level of confidentiality. Project Management /Documents Updates: Includes: • Updates based on comparison of current work against Performance measurement Baseline(PMB). • Issue log • Project Schedule
- 23. CONTROL COMMUNICATIONS Includes the process of monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met Key benefit is that it ensures an optimal information flow among all communication participants at any moment in the time. Inputs Tools and Techniques Outputs o Project Management plan o Project Communication o Issue log o Work Performance Data o Organizational process assets o Information Management System o Expert Judgments o Meetings o Work Performance o Management Plan Update o o Project Documents Update o Organizational process assets Update o Change Requests
- 24. CONTROL COMMUNICATIONS Control Communication-Data Flow Diagram
- 25. CONTROL COMMUNICATIONS INPUTS Project Management Plan: Describes how the project will be executed ,monitored, controlled and closed . includes: • Stakeholder communication requirements. • Individual or group responsible for communication of the information. Project Communication: Involves activities that are required for information and communications to be monitored ,acted upon and released to stakeholders. Includes: • Deliverables status • Schedule progress • Costs incurred.
- 26. CONTROL COMMUNICATIONS INPUTS Issue Log: • Used to document and monitor the resolution of issues. • Helps us to understand who is responsible for resolving specific issues by target date. Work Performance Data: Includes details about which communications have actually been distributed, feedback on communications, survey results on communication effectiveness. Organizational Process Assets: Includes: • Report templates • Allowed communication media • Security requirements.
- 27. CONTROL COMMUNICATIONS TOOLS AND TECHNIQUES Information Management System: provides a set of standard tools for the project manager to capture, store and distribute information to stakeholders about project’s costs, schedule progress and performance. Includes: Spreadsheet analysis ,table reporting , presentation. Expert Judgment: Needed to be applied to technical/management details and may be provided by any group or individual with specialized knowledge or training such as: • Consultants • Project management officer(PMO) • Subject matter experts. • Professional and technical associations
- 28. CONTROL COMMUNICATIONS TOOLS AND TECHNIQUES Meetings: o control communication requires discussion and dialogue with project team members to determine the most appropriate way to update and respond to the stakeholders requirement. And this process is only possible through MEETING. o It can be face to face or online sitting at different locations
- 29. CONTROL COMMUNICATIONS OUTPUTS Work Performance Information • Organizes and summarizes the performance data gathered. • Performance data provides status and progress information on the project at different level Change requests • Formal proposal to modify any documents, deliverable, or baseline. • Needed for updates, defect repair, preventive action May result in: • New or revised cost estimates, schedule dates, resource requirements. • Adjustments to project plan and documents.
- 30. CONTROL COMMUNICATIONS OUTPUTS Project Document Updates: Includes: • Forecasts • Issue log • Work performance reports Organizational process Assets updates: Includes: • Reports formats and lessons learned documentation • This documentation may become part of historical database for this project and may include the caused of issues, reasons behind the corrective actions chosen and other type of lessons learned during the project.