Transcript Communication Plan

Managing
Project
Communication
Prepared By:
· 042020 FAISAL MANNIR ABUKUR
· 054611 ARMIN GHARAGOZLOO
· 069754 DENİZ AVCI
1
Introduction
Effective Communication is particularly important
within information systems projects, because there
is often a broad communication gap between
members inside and outside teams. Managing
project communications is one of the Project
Management Foundations.
Four Key Project Communication processes are:
 Communication Planning
 Information Distribution
 Performance reporting
 Administrative Closure
2
Communication Plan
For Managing a project communication we need to
have a communication plan, which is a process
for developing a comprehensive communication
plan that identifies project stakeholders, the
information they need, when they need it, and the
format in which it should be delivered on a
timely basis. For a effective communication plan
we need some information about when and how
written and oral reports will be provided by the
team ,how team members will co-ordinate work
and what messages will be sent to announce the
project.
3
Communication Plan
Communication planning is done very early in life
of the project. As we said, we need to identify
the stakeholders, that are likely to be affected
by the activities and outcomes of a project, and
to assess how those stakeholders are likely to be
impacted by the project. In this step we need to
find out the stakeholders of our system which
are the people who gets benefits from the
projects. So we have The whole SCT
department staffs, and on the other hand the
whole teams in our class.
4
Communication Matrix
We use a communication Matrix in communication
planning, which is a summary of overall
communication plan. Here is a communication
Matrix :
Stakeholder Document
Format
Team
Contact
Date Due
Sct Dept.
Confirmation
Email
Management End date of
Team
each team’s
project
Whole
Teams
Project
Status
Report
Email
Team
Leaders
Starting date
of team’s
project
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Communication Planning
There are too many options in Communication between
the whole system. Our team is planning to give
divergent options to different groups. With the
advantage of internet and other advanced
communication technologies, teams have many
options to choose. Traditional office technologies,
such as telephones , Fax machines, and pagers are
useful but are not well suited to supporting all types
of collaboration, especially when team members are
spread across multiple locations and possibly
across multiple timezones.
6
Communication Planning
We have wikispaces website that can be used by our
class , so we thought of telephone alternative in
this situation. Choosing telephone is one of our
possible alternative, which can be used for
communication between all teams in our class. For
this purpose we’ve made a list of your names
which has a blank that should be filled by you. Just
go through the MP_Communication page in
wikispaces and fill it please. Although telephone is
not a rich, rapid and multi-person communication
but it’s our only possibility for now, We can change
it through the whole semester.
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Communication Planning
Various communication methods differ in a
number of important dimensions. All
communication methods have strengths and
weaknesses for supporting different types of
project team communication. Email is a very
useful tool for exchanging information and
documents with security. We again put an
Email for communication between Team
Leaders, So we need to know who is Leader
for which team. So that we can give him/her
the password.
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Communication Planning
Instant messaging is another way that is very
useful communicating between the whole
system. So for this purpose you need to put
your messenger addresses in your pages, so
that whenever anyone has any question he
can send you a private email or instant
message with you. We have so many
alternative options but not all of them are
possible to be used . For more information
about communication methods you can
check on the next slide.
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Communicatio
n Method
Structure
Interaction
Richness
Number of
people
Face-to-Face
Low-high
Synchronous
High
Low-High
Video
Conference
Medium-high
Synchronous
Medium-High
Low-Medium
Telephone
Low-medium
Synchronous
Medium
Low
Instant
Messenger
Low
Synchronous
Medium
Low
Synchronous
groupware
Medium-high
Synchronous
Medium
Low-Medium
Asynchronous
groupware
Low-high
Asynchronous
Low-Medium
Low-high
E-mail
Low-medium
Asynchronous
Low-Medium
Low-high
Written mail
Medium-high
Asynchronous
Low
Low-high
10
Communication Planning
Electronic meeting software which provides
rigid communication and voting
templates that highly structure the team’s
interaction. Face-to-Face communication
is considered to be the richest
communication method but it takes too
much of our time to gather in a place and
also if we work with a desktop computer
we can not use our computer when we
change our place.
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Communication Planning
Video Conferencing is growing quickly
nowadays, For example desktop video
conferencing represents a second generation
of video communication. This method
require video conferencing software(e.g.
Windows Live Messenger, Skype, Yahoo!
Messenger) and high speed connection
through internet, it’s a less expensive option
but the problem is with the quality of video
and audio is not good. We can enhance all
the offices in SCT with video conferencing
tools.
12
Communication Planning
Another alternative that we have in improving our
communication is to use a intranet inside our
department, which can be understood as a private
version of the internet, or as a private extension of
the internet confined to our department.
13
Conclusion
In the future we will see more enhanced
desktop video conferencing systems.
Although companies manufacture notebooks
which is enhanced by a video camera. The
most amazing new technology for desktop
video conferencing is Microsoft Office
Roundtable 2007. which is a communication
device that incorporates a 360-degree
camera and it has an unified software with a
built-in Microphone. This system allows
recording
the whole communication
process.
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Conclusion
We will improve our communication system through the
whole semester with newer technologies. Video
Conferencing is the option that we’re going to use in
the future but maybe the ideas will be changed with
the technology growth.
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Good communication is as stimulating as
black coffee, and just as hard to sleep
after.
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