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7/24/2019 Communication Man
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CDU School of Information Technology Communications Management - Slide 1
The greatest threat to many projects is a failure
to communicate.
Our culture does notportray IT professionals as
being good communicators
BUT! research sho"s that IT professionals must
be able to communicate effecti#ely to succeed in
their positionsStrong verbal skills are a key factorin career
ad#ancement for IT professionals
HIT241 - COMMUNICTIONS MN!"M"NT
Intro#$ction
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%rocesses & 'efinitions
Co(($nications )lanning% determining theinformation and communications needs of thesta&eholders
Infor(ation #istrib$tion% ma&ing neededinformation a#ailable in a timely manner
%erfor(ance re)orting% collecting anddisseminating performance information
#(inistrative clos$re% generating! gathering!and disseminating information to formali'ephase or pro(ect completion
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HIT241 - COMMUNICTIONS MN!"M"NT
Co(($nications %lanning
*#ery pro(ect should include a communications management plan
to guide pro(ect communications + Communications Management
,lan should contain%
+ #escri)tion of a collection an# filing str$ct$refor
gathering and storing #arious types of information + #istrib$tion str$ct$redescribing "hat information goes to
"hom! "hen! and ho"
+ for(atfor communicating &ey pro(ect information
+ )ro*ect sc+e#$lefor producing the information ccess (et+o#sfor obtaining the information
+ (et+o# for $)#atingthe communications management
plans as the pro(ect progresses and de#elops
+ stake+ol#er co(($nications analysis,
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CDU School of Information Technology Communications Management - Slide
HIT241 - COMMUNICTIONS MN!"M"NT
Sample Stakeholder Analysis for Project Communications
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Infor(ation 'istrib$tion
Getting the right information to the right
people at the right time and in a useful format
is (ust as important as de#eloping the information
in the first placeImportant considerations include%
Using tec+nologyto enhance information
distribution or(al an# infor(al (et+o#sfor distributing
information
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.+at .ent .rong/
+ "ell publici'ed e0ample of misuse of e-mail comes from the
12 3ustice Department4s high profile! antitrust suit against
Microsoft *-mail emerged as a star "itness in the case Many
e0ecuti#es sent messages that should ne#er ha#e been put in
"riting The court used e-mail as e#idence! e#en though thesenders of the notes said the information "as being
interpreted out of conte0t
Some companies! such as +ma'oncom! ha#e established
policies to encourage employees to "atch their use of e-mail
and delete it often Their 5S"eep and Clean5 programinstructed employees to purge e-mails that "ere no longer
re6uired for business or legal purposes They e#en offered
free caf7 lattes to employees "ho complied immediately
Harmon, Amy, "E-mail comes back to haunt companies," November 29, 1998
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7/24CDU School of Information Technology Communications Management - Slide 8
HIT241 - COMMUNICTIONS MN!"M"NTThe Impact of the Number of People on Communications Channels
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HIT241 - COMMUNICTIONS MN!"M"NT
%erfor(ance 0e)orting
,erformance reporting &eeps sta&eholders informed
about ho" resources are being used to achie#e pro(ect
ob(ecti#es
Stat$s re)orts describe "here the pro(ect stands ata specific point in time
%rogress re)orts describe "hat the pro(ect team
has accomplished during a certain period of time
%ro*ect forecasting predicts future pro(ect statusand progress based on past information and trends
Stat$s revie meetings often include performance
reporting
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#(inistrative Clos$re
+ pro(ect or phase of a pro(ect re6uires closure
+dministrati#e closure produces%
,ro(ect archi#es
9ormal acceptance
:essons learned
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HIT241 - COMMUNICTIONS MN!"M"NT
Suggestions for Improving Project
CommunicationsThe follo"ing are important issues that pro(ectmanagers and team members must address if they
are to deli#er effecti#e pro(ect communications%
0esolve conflicts effectively, 'evelo) better co(($nication skills,
0$n effective (eetings,
Use te()lates for )ro*ect co(($nications,
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Conflict Han#ling Mo#es
There are fi#e basic Conflict
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'evelo) better co(($nication skills
Projects rely heavily on leadership, teamwork,
cooperation and mutual understanding *mpathy! a #ital
ingredient of communication! is influenced by the attitude and
e0ample of pro(ect managers and their ability in interpersonal
communication
It ta&es leadership to help impro#e communication Senior
management must set and lead by example
Information technology professionals must ha#e the
opportunity to de#elop communication s&ills They need to beable to gain e0perience in drafting reports! ma&ing
presentations! and managing important business relationships
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0$nning effective (eetings
+ "ell-run meeting is an important means for
encouraging team building and reinforcing
e0pectations! roles! relationships! and commitment
to the pro(ect
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Guidelines for effective meetings
'eter(ine if a (eeting can be avoi#e#,
'efine t+e )$r)ose an# inten#e# o$tco(e of t+e
(eeting,
'eter(ine +o s+o$l# atten# t+e (eeting, %rovi#e an agen#a to )artici)ants before t+e (eeting,
%re)are +an#o$ts vis$al ai#s an# (ake logistical
arrange(ents a+ea# of ti(e,
0$n t+e (eeting )rofessionally, B$il# relations+i)s,
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CDU School of Information Technology Communications Management - Slide 1.
HIT241 - COMMUNICTIONS MN!"M"NT
Templates for project communications
To ma&e the preparation of pro(ect communications
easier! pro(ect managers need to pro#ide e0amples
and templates for common pro(ect communications
- eg% pro(ect descriptions! pro(ect charters! monthlyperformance reports! oral status reports! etc
=ood documentation from pre#ious pro(ects can be
an e0cellent source of e0amples
Samples and templates of both "ritten and oral
reports are particularly helpful for persons "ho are
preparing or presenting reports for the first time
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Sample Template for a onthly Progress !eport
I. Accomplishments for Month of January (or appropriate month):
Describe most important accomplishments !elate to pro"ect#s $antt chart
Describe other important accomplishments, one bullet %or each &% any issues 'ereresolve( %rom the previous month, list them as accomplishments
II. Plans for February (or following month):
Describe most important items to be accomplishe( in the ne)t month A*ain relateto the pro"ect#s $antt chart
Describe other important items to accomplish, one bullet %or each
III.
Issues:+rie%ly list important issues that sur%ace( or are still important ana*ers
hate surprises an( 'ant to help the pro"ect succee(, so be sure to list issues
IV. Proect !hanges ("ate an# "escription):-ist any approve( or re.ueste(
chan*es to the pro"ect &nclu(e the (ate o% the chan*e an( a brie% (escription
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CDU School of Information Technology Communications Management - Slide 18
HIT241 - COMMUNICTIONS MN!"M"NT
Sample Template for a "etter of Agreement for a Class Project
I. Proect "escription:Describe the pro"ect#s ob"ective, scope, assumptions, cost
in%ormation, an( sche(ule in%ormation, as sho'n in /i*ure 9-2 +e sure to inclu(e
important (ates that the pro"ect#s sponsor nee(s to be a'are o%
II. $rgani%ational &oals an# '(pectations:Have the main sponsor %rom the
or*ani0ation brie%ly state their *oals an( e)pectations %or the pro"ect
III.
)tu#ent &oals an# '(pectations:1tu(ents on the pro"ect team shoul( brie%lystate their *oals an( e)pectations %or the pro"ect
IV. Meeting Information.&t is a *oo( i(ea %or the pro"ect#s sponsor an( all stu(ents
on the pro"ect team to a*ree on at least one hour per 'eek 'here all parties can meet
to 'ork on this pro"ect he meetin* place shoul( be a convenient location 'ithout
(istractions 3irtual meetin*s may be an option %or some people an( pro"ects
V.
!ontact Information an# !ommunications Plan:ist the sponsor#s an(stu(ents# names, phone numbers, e-mails, an( important proce(ures %or
communications &t is a *oo( i(ea to set up a 'eb site %or all pro"ect in%ormation
VI. )ignatures:Have the main sponsor an( stu(ents on the pro"ect team si*n the
letter o% a*reement Desi*nate 'hich stu(ent is the pro"ect mana*er his stu(ent
shoul( be the main contact %or all pro"ect in%ormation
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CDU School of Information Technology Communications Management - Slide 12
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O$tline for a inal %ro*ect 0e)ort
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CDU School of Information Technology Communications Management - Slide 1
HIT241 - COMMUNICTIONS MN!"M"NT
!antt C+art Te()late for a Class %ro*ect
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#eveloping a Communications Infrastructure+ communications infrastructure is a set of tools, techniues,
and principles that provide a foundation for the effective
transfer of information!
Toolsinclude e-mail! pro(ect management soft"are! group"are!
fa0 machines! telephones! teleconferencing systems! document
management systems! and "ord processors
Tec+ni3$esinclude reporting guidelines and templates!
meeting ground rules and procedures! decision-ma&ing
processes! problem-sol#ing approaches! and conflict resolution
and negotiation techni6ues
%rinci)lesinclude using open dialog and an agreed upon "or&
ethic
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CDU School of Information Technology Communications Management - Slide $1
HIT241 - COMMUNICTIONS MN!"M"NT
Using Softare
There are many soft"are tools to aid in pro(ect
communications on"ards? include an
increasing number of features to enhance
communications "ithin pro(ects >for e0ample -
publishing pro(ect data as a
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MS %ro*ect 5
Infor(ation
Save# as
HTM6 ile
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Concl$sion - 1
It is becoming more difficult to be a successful
pro(ect manager
,ro(ects are becoming more comple0 and pro(ect
team members more demanding
Traditional management approaches ha#e been
replaced "ith those that depend on mutually
beneficial lin&age and relationship
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Concl$sion - 2
To de#elop these relationships! the pro(ect
manager must be a skille# co(($nicator-
S&illed at getting information
S&illed at e0pressing #ie"s "ithout creating
problems
S&illed at discussing beha#iour issues