Transcript 10.2 Plan communications

10.2 Plan Communications
• The process of determining the project stakeholder
information needs and defining a communication
approach
• Plan Communication determines – who needs what
information, when they will need it, how it will be given to
then, and by whom
• Informational needs and communication mechanisms
vary widely from project to project
• A complex process that is critical to project success, and
unfortunately, often under valued
• Occurs during Planning
Monitor
Initiation
Planning Execution
Close
Control
Adapted from PMBOK 4th Edition
BSBPMG507A Apply Communication Management Techniques
10.2 Plan Communications
• Inputs into Plan Communications –
 Stakeholder register
 Stakeholder management strategy
 Enterprise environmental factors
– Project Management maturity helps to determine the type and
frequency of communication
 Organisational process assets
– Relevant policies and procedures
– Lessons learned from past projects
– Organisation charts
Adapted from PMBoK Guide – 4th Edition
BSBPMG507A Apply Communication Management Techniques
10.2 Plan Communications
• Tools and techniques to Plan Communications –
Communication
Requirements
Analysis
Communication
Channels
Communication
Media
Communication
Technology
Communication
Methods
Adapted from PMBOK 4th Edition
BSBPMG507A Apply Communication Management Techniques
Communication Requirements Analysis
• Information used to determine specific project
communication requirements includes –
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Organisation charts
Project Organisation and Governance Charts
Stakeholder responsibilities
Disciplines, departments and specialisations involved in the
projects eg. Finance, legal, risk
Logistics of communication – how many people, location
Internal information needs – across organisation
External information needs – media, contractors, public
Stakeholder register and stakeholder management strategies
BSBPMG507A Apply Communication Management Techniques
Communication Technology
• Communications technology factors that can affect the
project include –
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The urgency of the need for communication
The availability of technology
The expected project staffing
The length of the project
The project environment
BSBPMG507A Apply Communication Management Techniques
Communication Media and Channels
Traditional
Vs
Electronic
Informal
Vs
Formal
One on One
Meetings
Group briefings
Steering
Committee
Presentations
Collaboration
Sites
Newsletters
Presentations
Team
Meetings
Stakeholder
Meetings
Email
BSBPMG507A Apply Communication Management Techniques
Status Reports
Push
Vs
Pull
Communication Methods
Interactive
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Two or more parties
Multi directional exchange
of information
Efficient way to ensure
common understanding
Meetings
Phone calls and
teleconferences
Video conferences
Push
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Sent to specific recipients
Need to know basis
Doesn’t check understanding
Letters, memos. Reports
Emails, faxes
Voice mail
Press releases
BSBPMG507A Apply Communication Management Techniques
Pull
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Used for large volumes of
information
Large audiences can self serve
Can’t determine understanding
Access at own discretion
Intranet sites
E-learning
Knowledge repositories
Collaboration sites
10.2 Plan Communications
• Outputs of this process include –
 Communications Management Plan
– Stakeholder Communication requirements
– Resources allocated to communication activities – including time and
cost
– Escalation, approval information flow processes
– Glossary of terms
Target
Audience
Communication
Needs
Messenger
Approval
Media/Channel
Frequency
Who to
What
Who from
Who approves
How
When
 Project Document Updates
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Project schedule
Stakeholder register
Stakeholder management strategy
Project risk register
Risk Management Plan
BSBPMG507A Apply Communication Management Techniques