Transcript PM_CH 6 pt 2

Project Management
Chapter 6
Project
Communications
Management
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
How we communicate……
Some methods are more effective than others
at ensuring the message is correctly received
There is no one best way!
It depends on many things……
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Ways of communicating…
• What are all the ways in
which you can communicate
in a project?
• Within the team
• To stakeholders outside the team
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Ways of communicating include…
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Telephone calls
Voicemail
Email
Handwritten short notes
Informal visits – and management by walking around
Formal meetings
Formal reports and memos
Faxed messages
Formal presentations
Small team meetings and workshops
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Advantages and Disadvantages Game
Telephone calls
When good to use?
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Short focused conversations that need a personal touch
When reaching people in remote locations
When you don’t want to put something in writing
When you want instant input or feedback
Disadvantages?
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Might not reach them first call
Can be disruptive if the receiver isn’t expecting the call
Might catch the receiver off guard
No record
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Communications Planning - Steps
1. Identify project stakeholders and roleplayers
2. Work out their communication needs
3. Select communication media
4. Compile a communication plan
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Communications Plan
who
when
how
Senior
managem
ent team
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
What (key
messages)
by whom
Date
comple
ted
Communications Plan
who
when
how
What (key
messages)
by
whom
Senior
manag
ement
team
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Date
com
plete
d
• Align plan to the overall project
plan and timing
• Think carefully about who and
when
• Sequencing of communication
is important
• Always outline the message
before you deliver it
• Put yourself in the
stakeholders shoes (what do
they want and expect to hear)
• Be concise and use language
that is appropriate for the
audience
Language Appropriate for Audience
• BTB is focused on aligning with our strategic objectives in
order to attain a BII approach in dealing with the forward
supply chain
or
• The ‘Be the Best Project’ fits with our goals of being the best
in our industry, when it comes to dealing with customers
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Project Communication
• Definition and planning
• Implementation
• Evaluation and closure
Maps onto the
Project Life Cycle
Project
Initiation
Project
Planning
Project
execution
and control
Project
closing
Scope
identification
Team set up
Project
definition
WBS
OBS
Scheduling
Network
diagrams
Reporting
Hand over
Commission
Project life cycle
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Project Comms Good Practice
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Establish clear communication channels
Document management
Meetings fundamentals
Project Management Information
Systems
• Project manager skilled in
communications
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Project Protocol – Clear Channels
Each project normally has various levels of authority
and responsibility
It is therefore critical to establish a clear communication
protocol i.e. channels which indicate lines of authority
and responsibility
The establishment of formal lines of communication
allows the project to be managed with clear strategic
direction in accordance with the project plan
These lines should, whenever possible, be the same as
the existing institutional lines
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Project Document Management
• Projects generate large quantities of
information relating mainly cost and time
estimates and controls, contracts and
purchasing, quality project planning.
• It is important that this information be fully
documented and systemised to ensure that all
those involved understand what is happening.
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Project Document Management
• Document management must ensure
that all documents use a uniform format
and template, are approved by the
designated managers and are stored in
a safe but accessible place.
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Rules of Good Project Meetings
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‘Status’ meetings should be held on a regular basis
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Meetings should be attended by key stakeholders and
role-players
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These meetings are report-back meetings on the
status of the project and not for problem solving
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A standard agenda should be sent out before the
meeting
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Only the necessary people should attend
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Minutes must be kept where the responsibility for
follow-up action is clearly indicated.
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
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Project Management Information
Systems
Central to good ‘project communication management’ is a
project management information system (PMIS).
Even for relatively small projects, a PMIS should be developed
and maintained
Important points to consider when developing a PMIS are:
• all data has a source
• the PMIS is growing and dynamic
• the range of documents could be wide
The system must have a mechanism to trigger actions from
people when necessary, subjective data must also be collected
and security of data must be ensured at all times.
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Communication Role of the Project
Manager
• The responsibility of the project manager is to
communicate clearly and concisely to all team
members, stakeholders and role-players and to
create an environment conducive to openness,
teamwork and trust.
• Effective communication can help to:
• improve relationships and teamwork
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improve performance and productivity
foster an open, creative environment
solve problems effectively
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Communication Role of the Project
Manager
Communication can be improved by
conducting regular team- and individual
meetings (if necessary).
Project managers should possess to necessary
skills for:
• interpersonal communication
• communication for team building
• managing conflicts through communication
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Mock Test
Q1: What is in a project communications plan?
Q2: What are the steps in producing a
communications plan?
Q3: Why do you need a communications plan?
Q4: Name some methods for communicating in
projects
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Mock Test
Q1: What is in a project communications plan?
What information will be collected
When it will be collected
Who will be responsible for the collection and analysis of the data
To whom will be distributed
How will it be distributed
When will it be distributed
Q2: What are the steps in producing a
communications plan?
Identifying project stakeholders and role-players
Working out their communication needs
Selecting communication media
Compiling a communication plan
Dr. Jana Jagodick Polytechnic
of Namibia, 2012
Mock Test
Q3: Why do you need a communications plan?
to cause some action or agreement to take place – helps with decision
making
to gain understanding, discussing and resolving issues in the project team
to get buy in and involvement from stakeholders
to document for control and legal purposes
Q4: Name some methods for communicating in
projects
Telephone calls
Voicemail
Email
Handwritten short notes
Formal meetings
Informal visits – and management by walking around
Formal reports and memos
Faxed messages
Formal presentations
Small team meetings and workshops
Dr. Jana Jagodick Polytechnic
of Namibia, 2012