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This presentation shares best practices for project managers communicating project status.
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Project Communications – Tips and Best Practices
© Copyright 2013 – B Dow, B Taylor
Presented by Bill Dow, PMP
Today’s Topics
1. Understanding Project Communications and Why Projects Fail Survey(s)
2. Introduction to Project Communication Planning
3. Top Communication Tools
© Copyright 2013 – B Dow, B Taylor
Bill Dow, PMP • 23 years in information technology
• 21 in Project Management
• 8 years at Microsoft, over 10 years running large PMOs
• Instructor of Project Management, currently teaching at
Bellevue College, and has taught in other Colleges in
British Columbia & Ontario, Canada
• Strong passion for Project Management, PMO’s & Project
Management Methodologies.
• Author of two Project Management books and several
related project management articles.
Bill Dow, PMP:
Author of “The Tactical Guide
for Building a PMO” and co-
author of “Project Management
Communications Bible”
© Copyright 2013 – B Dow, B Taylor
TOP REASON PROJECT’S FAIL….
© Copyright 2013 – B Dow, B Taylor
The only way to solve project problems is by communicating……
There is no other way……
Project Communications Introduction
© Copyright 2013 – B Dow, B Taylor
28% of projects that fail, poor communications is the # 1 reason
Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)
72%
28%
Other Reasons for Failure
Project CommunicationsFailures
That’s 1 out of 4 projects that fail – do so based on poor communications.
© Copyright 2013 – B Dow, B Taylor
Top 9 Causes for Project Failure
1. Poor Communication
2. Insufficient resource planning
3. Unrealistic schedules
4. Poor project requirements
5. Lack of stakeholders buy-in
6. Undefined success/closure criteria
7. Unrealistic budgets
8. Insufficient or no risk planning
9. Lack of control/change process
28.0%
Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)
18%
13.2%
9.8%
6.7%
5.2%
4.8%
4.4%
4.3%
Survey Results
© Copyright 2013 – B Dow, B Taylor
Other Project Failure Survey's
Center for Project Management StudyMistaking half-baked ideas for projects
Inadequate due diligence – is the project feasible?
Poor sponsorship
Under-skilled project managers
Failing to deploy a robust project management
process
Not monitoring the vital signs
Absence of a well managed project portfolio.
© Copyright 2009 – B Dow, B Taylor
Other Project Failure Survey's
Penn State University Study Lack of corporate leadership
Poorly communicated deliverables and goals
Team-related weaknesses
Poor project management
Deviation from schedule or budget
Notice that there is no mention of technical limits
Research from University of Karlsruhe
Poor project management
Uncontrolled “soft factors”
Absence of change management © Copyright 2013 – B Dow, B Taylor
Summary These 4 survey’s are pretty clear in showing you
that communications is a common theme as why projects fail. Are you projects any different?
90% of a project manager’s role is communications so I can’t stress enough how important it is to be successful at communicating your project status.
Ensure you treat communications with high priority throughout the life of the project.
© Copyright 2013 – B Dow, B Taylor
Introducing Project Communication
Planning
© Copyright 2013 – B Dow, B Taylor
Communication Planning
Who, What, Where, When and How….
© Copyright 2013 – B Dow, B Taylor
Communication Planning Key Concepts!
• Communication planning is going to be one of the most
important aspects of managing your project. Just as important
as any other area!
•Understanding what to communicate and how you will
communicate project information at the beginning of the project is
critical to being successful. No time to go back!
• Ask your customer how they want their project information
delivered to them at the beginning of the project. Continue to
verify throughout the project that your customers are
getting the status that they really need!
“Every project requires a Communication Plan!”© Copyright 2013 – B Dow, B Taylor
Communication Planning Tools
1. Circle of Communications Chart (who)
2. Communication Requirements Matrix
(what/who)
3. Role Report Matrix (who/what/when)
4. Project Calendar (what/when)
“Add these tools directly into your Communication Plan!”
© Copyright 2013 – B Dow, B Taylor
Include these tools into every Communication Plan
Table of Contents
Use your existing templates today and add new sections and include these Communication tools.
© Copyright 2013 – B Dow, B Taylor
Communication Plan Breakdown
Project Manager
Development Manager
Test Manager
Arch ManagerCustomer
Requirements Managers
• Test Analyst #1
• Test Analyst #2
• Architecture Lead
• Designer
• Analyst #1
• Analyst #2
Circle of Communications Chart - Software
• Lead Developer
• Developer
NO
© Copyright 2013 – B Dow, B Taylor
Team Member/Tool Project ManagerStakeholder
/Customer(Internal)Team Members
Project ManagerCommunicates project
status, risks, budget, and
ongoing project information
Communicates project
information
Stakeholder
/Customer(Internal)Feedback/Issues/Concerns Project Specific details
Team Members Updated project informationSpecific project details where
applicable
Communication Requirements Matrix
Note: Best read from left to right and from bottom to top© Copyright 2013 – B Dow, B Taylor
ROLE REPORT MATRIX
People (Who
receive what
Report)
Name On Demand Weekly Monthly
CEO/CFO John Smith Status & Cost Reports Variance Report
Owner Peter Adams Status & Cost Reports
Stakeholder Mark Taylor Stakeholder Report Status Reports
Risk Manager Bruce Jones Risk Report
Media ABC News Media Report
Note: Focus on Timing of Report and who is getting what Report.
Status ReportsStatus Reports
© Copyright 2013 – B Dow, B Taylor
Status Reports
Timeframe/Calendar
•Establishing a Rhythm/Cadence for reporting project information.
•Such as how often does reports go out?
•How often is information gathered by your team members? Did you work with your customers to understand how often they want reports delivered?
Use the Role Report Matrix as your guide to creating a Project Rhythm Calendar.
© Copyright 2013 – B Dow, B Taylor
Monday Tuesday Wednesday Thursday Friday
Prepare Status
Material
Team Meeting,
gather
information for
Status Report
Customer
Status Meeting,
Finalize Status
Information
Submit Final
Status Report
Prepare Status
Material
Team Meeting,
gather
information for
Status Report
Customer
Status Meeting,
Finalize Status
Information
Submit Final
Status Report
Prepare Status
Material
Team Meeting,
gather
information for
Status Report
Prepare
Monthly
Newsletter
Customer
Status Meeting,
Finalize Status
Information
Submit Final
Status Report
Project Calendar
Wk1
Wk2
Wk3
© Copyright 2013 – B Dow, B Taylor
Summary 4 New Communication Planning tools we
believe will help you be successful.
All of these tools will enhance your communications and help you drive successful project from a communication perspective.
Ensure you add these tools to your Communications Plan for all your projects.
TOP PROJECT COMMUNICATION TOOLS
© Copyright 2013 – B Dow, B Taylor
Project Communications Tools….
What tools do you use?
© Copyright 2013 – B Dow, B Taylor
ALL COMMUNICATION TOOLS
© Copyright 2013 – B Dow, B Taylor
Knowledge Breakdown Tools Chart
© Copyright 2013 – B Dow, B Taylor
Lifecycle Process Tools Breakdown Chart
© Copyright 2013 – B Dow, B Taylor
Tool Name: Responsibility Matrix
Tool Value: Displays the task the team member is associated with. Some matrixes further identify the level of
authority assigned to a particular role.
Page 304© Copyright 2013 – B Dow, B Taylor
Tool Name: Work Breakdown Structure
Tool Value: Identify and define all the work on the project. Displays….
Page 151© Copyright 2013 – B Dow, B Taylor
Tool Name: Project Schedule
Tool Value: Plan of record for the project. It displays where you have been, where you are, and where you are
going.
Page 194© Copyright 2013 – B Dow, B Taylor
Tool Name: Risk Matrix
Tool Value: Simple and easy-to-read chart to assess risk level
of project. No other…..
Page 421© Copyright 2013 – B Dow, B Taylor
© Copyright 2009 – B Dow, B Taylor
SUMMARY• Project Communications is the # 1 factor in project success or failure
• Project manager must treat project communications as a high priority when managing their projects.
• Work with your customers and capture their project communications needs. Understand their decision points and adapt your communications accordingly.
• Understand the various Communication Tools that you can be using on your project.
Thanks…….
© Copyright 2013 – B Dow, B Taylor
Thanks for your Time!
Find Both of Bill’s books on Amazon today:
1. “The Tactical Guide for Building a PMO” Published 20122. “The Project Management Communications Bible” Published 2008
Bill Dow’s Contact Information:
Http://www.pmotactialguide.com
Email: [email protected]
Social Networks:Twitter: @billdowLinkedin: Bill Dow, PMPFacebook: Bill DowArticles @ Projecttimes.com and Projectmanagement.com