PMP Chap 10 - Project Communications Management

Chap 10  Project  Project Communications Communications Management   – 

Getting the WORD OUT

Communication Management 

 Party  Party at the Lounge! Jeff and Charles want to launch their new Lounge, so they’re going to have a party for the grand opening. They’re thinking of all of the things they need to arrange: the DJ, the hors d’oeuvres, the drinks, hula dancing. They need to start contacting caterers, DJs, and suppliers to make sure it all goes off without a hitch.

 But something’s not right  When Jeff called the caterer and the DJ to request everything he wanted for the party, party, his old staticky phone made it hard for everybody to understand what he was asking.

Anatomy of communication

Anatomy of communication

Match each communication element to what it does.

Match each communication element to what it does.

Get a handle on communication

10.1 Plan Communications Management -> Definition Is the process of developing an appropriate approach and  plan for project communications   based on stakeholder’s   information needs and requirements, and available organizational assets

It identifies and documents the approach to communicate most effectively and efficiently with stakeholders.

 Plan Communications Management Process

10.1 Plan Communications Management -> ITTO Planning Process •Integration •Develop Project Management Plan •Scope •Plan Scope Management •Collect Requirements •Define Scope •Create WBS •Time •Plan Schedule Management •Define Activities •Sequence Activities •Estimate Activity Resources •Estimate Activity Duration •Develop Schedule •Cost •Plan Cost Management •Estimate Costs •Determine Budget •Quality •Plan Quality Management •Human Resource •Plan HR Management •Communications •Plan Communications Management •Risk •Plan Risk Management •Identify Risks •Perform Qualitative Risk Analysis •Perform Quantitative Risk Analysis •Plan Risk Responses •Procurement •Plan Procurement Management •Stakeholder •Plan Stakeholder Management

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This is the process of developing an appropriate approach and plan for communications across the team and stakeholder engagement with available organizational assets.

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Benefits include the identification and approach

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  This allows appropriate resources and information needs and methods of distribution accordingly to the intended audience.

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Planning Communications needs to be revised over the duration of the project & need continuous asking of:

1.

Who needs information?

2.

What exactly do they need?

3.

When and at what frequency do they need it?

4.

Why do they need it?

5.

What will it be used for?

6.

Who will be providing it?

to communicate most effectively and efficiently with stakeholders. 

Consequences of the insufficient messaging or wrong interpretation of messages may lead to misleading decisions or wrongful actions, directing the project towards a failure.

10.1 Plan Comm Mngt. -> T&T -> Comm Req Analysis

10.1 Plan Comm Mngt. -> T&T -> Comm Req Analysis

Count the channels of communication How many people need to talk to one another? Well, Jeff and Charles need to talk. But what about the DJ and the band? They wanted to set up their equipment in the same place—it looks like they need to talk, too. And the bartender needs to coordinate with the caterer. Wow, this is starting to get complicated. A good project manager needs to get a handle on all this communication , because it’s really easy to lose track of it.

Count the channels of communication

You’ll need to know how to calculate the number of lines of  communication for the exam but don’t worry, it’s really easy once you get a little practice. …

You’ll need to know how to calculate the number of lines of  communication for the exam but don’t worry, it’s really easy once you get a little practice. …

You’ll need to know how to calculate the number of lines of  communication for the exam but don’t worry, it’s really easy once you get a little practice. …

You’ll need to know how to calculate the number of lines of  communication for the exam but don’t worry, it’s really easy once you get a little practice. …

10.1 Plan Comm Mngt. -> T&T -> Comm Technology

10.1 Plan Comm Mngt. -> T&T -> Communication Models

10.1 Plan Comm Mngt. -> T&T -> Communication Models

10.1 Plan Comm Mngt. -> T&T -> Communication Models

10.1 Plan Comm Mngt. -> T&T -> Communication Methods

10.1 Plan Comm Mngt. -> T&T -> Outputs -> CMP

What needs to be communicated

Why

Between whom

Best method

Responsibility

When & frequency

10.2 Manage Communications -> Definition Is the process of   creating, collecting, distributing, storing, retrieving, and the ultimate  disposition  of project  information in accordance to the communications management plan

It enables an efficient and effective communications flow between project stakeholders

 Tell everyone what’s going on

 Tell everyone what’s going on

10.2 Manage Communications -> ITTO Executing Process •Integration •Direct and Manage Project Work •Scope •Time •Cost •Quality •Perform Quality Assurance •Human Resource •Acquire Project Team •Develop Project Team •Manage Project Team •Communications •Manage Communications •Risk •Procurement •Conduct Procurements •Stakeholder •Manage Stakeholder Engagement

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It is the process of managing the project team communications based on the information which include create, publish, distribute, engage, record, retrieve, and finally purge.

Key benefit  of this process is how, why, when, who, which communication has to happen between project team and stakeholders is arrived. Suitable techniques are employed to make communications effective as:

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Sender-Receiver Models

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Choice of Media

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Writing Style & Formats

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Meeting Management

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Event Organizing

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Presentation Techniques

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Facilitation & Supporting

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Attentive Listening

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Communication Channels

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Established Escalation Paths

Choose which kind of communication is being used in each situation.

Choose which kind of communication is being used in each situation.

Get the message?

Jeff and Charles are interviewing new bartenders to help with the  expanded space. Choose which kind of communication is being used in each situation.

Jeff and Charles are interviewing new bartenders to help with the  expanded space. Choose which kind of communication is being used in each situation.

10.2 Manage Communications -> T&T -> IMS 

10.2 Manage Communications -> T&T -> Perf Reporting

10.2 Manage Communications -> Outputs -> Proj. Comm

 Tell everyone what’s going on

 There are NO dumb Questions

…

10.3 Control Communications -> Definition Is the process of   monitoring and controlling communications throughout the entire  project life cycle to ensure the information needs of the project stakeholders  are met

It ensures an optimal information flow among all communication participants,

Let everyone know how the project’s going

 Take a close look at the work being done 

10.3 Control Communications -> ITTO Monitoring & Controlling Process •Integration •Monitor and Control Project Work •Perform Integrated Change Control •Scope •Validate Scope •Control Scope •Time •Control Schedule •Cost •Control Costs •Quality •Control Quality •Human Resource •Communications •Control Communications •Risk •Monitor & Control Risks •Procurement •Control Procurements •Stakeholder •Control Stakeholder Management

 It is the process of controlling communications across project to

ensure all project stakeholders and team are met on continuous mode. 

  Key benefit  includes the effective communications between the project team and stakeholders. To engage with each other and to understand the required information, process it and get the desired results towards the project objectives.

 This process ensures the right message is delivered to the right

audience at right time and understood to be processed in desired manner.

Now you can get the word out 

Question Clinic: The calculation question

Question 1 Thomas Andrews (PM) is working on the project’s  first phase (18-months), with a small colocated team. JP Morgan (sponsor) and senior management are in another city and have requested weekly updates. Ismay (customer) requires monthly meetings. Because the team members are busy with the project execution, they would like to reduce the frequency of the meetings. Which of the following BEST describes how status meetings should be managed on this project? During project execution, PM does not need to hold status meetings as long as he sends the key stakeholders a weekly status report. Once a month, the entire team, including senior management, should meet with the customer. PM should discuss the details of the previous month’s issues and the current status. During project execution, it is only necessary for the PM to meet with the customer once a month to fulfill your contractual obligation. Provide the customer with the status report and copy this report to key stakeholders. The frequency and level of meetings as well as the format and type of information to be exchanged should be defined in the project’s communication management plan during project planning.

Answer 1 Thomas Andrews (PM) is working on the project’s  first phase (18-months), with a small colocated team. JP Morgan (sponsor) and senior management are in another city and have requested weekly updates. Ismay (customer) requires monthly meetings. Because the team members are busy with the project execution, they would like to reduce the frequency of the meetings. Which of the following BEST describes how status meetings should be managed on this project? During project execution, PM does not need to hold status meetings as long as he sends the key stakeholders a weekly status report. Once a month, the entire team, including senior management, should meet with the customer. PM should discuss the details of the previous month’s issues and the current status. During project execution, it is only necessary for the PM to meet with the customer once a month to fulfill your contractual obligation. Provide the customer with the status report and copy this report to key stakeholders.

The frequency and level of meetings as well as the format and type of information to be exchanged should be defined in the project’s communication management plan during project planning.

Question 2  All the following are part of  Titanic’s  communication management plan EXCEPT:

Names of the stakeholders that can talk to Thomas Andrews (PM) Names of those receiving an urgent call when a certain issue arises Methods used to collect and store information Names of the stakeholders and instructions on sending project status report to them

Answer 2  All the following are part of  Titanic’s  communication management plan EXCEPT:

Names of the stakeholders that can talk to Thomas Andrews (PM) Names of those receiving an urgent call when a certain issue arises Methods used to collect and store information Names of the stakeholders and instructions on sending project status report to them

Question 3 Thomas Andrews (PM) is leading the Olympic Class project of a total BAC $15,000,000. To date, he has been leading the other 11 people who comprise the overall design team. Lately, he noticed that he’s   spread too thin and the schedule is being negatively impacted. Because the project is date-constrained, he convinced JP Morgan (sponsor) to accept a cost variance and add a senior designer to the project team. This new resource will work directly with the three project team members who comprise the design sub-team. How many more communication channels will there be on the project team? 12 11 78 66

Answer 3 Thomas Andrews (PM) is leading the Olympic Class project of a total BAC $15,000,000. To date, he has been leading the other 11 people who comprise the overall design team. Lately, he noticed that he’s   spread too thin and the schedule is being negatively impacted. Because the project is date-constrained, he convinced JP Morgan (sponsor) to accept a cost variance and add a senior designer to the project team. This new resource will work directly with the three project team members who comprise the design sub-team. How many more communication channels will there be on the project team? 12 11 78 66

Question 4  Two people in the Titanic project testing team are arguing about what needs to be done to complete a work package. If Andrews (PM) wants to know what’s going on, he should pay most attention to:

What is said and when. What is being said, who is saying it, and the time of day. Physical mannerisms an d what is being said. The pitch and tone of voices, and physical mannerisms.