PMP Exam Preparation Course: 09 Project Communication Management

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B. M. Shahrier Majumder, PMPPMP® Exam Preparation

http://www.wizardea.com/



Project Communication Management




Learning Objectives

Upon completion of this topic you will learn about

– The processes, activities and documentation items for Project Communication Management

– Elements (and deliverables) for Project Communication Management

– Tools and techniques of the key activities of the Project Communication Management

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Communication Management

Includes the processes required to ensure timely and appropriate

generation, collection, dissemination, storage, and ultimate disposition

of the project information.

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• Communication Model:

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• Communication Methods:

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Communication Method When Used

Formal Written Complex problems, project management plan, project charter etc.

Formal Verbal Presentation, speeches

Informal Written Memos, e-mails, notes

Informal Verbal Meetings, conversations





• Communication Blocker: Noise Distance Improper encoding of message Saying “That is a bad idea” Language Culture

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Key Activities of Communication Management

Identify Stakeholders: The process of identifying all people or organization impacted by the project, and documenting relevant information regarding their interest, involvement and impact on project success.

Plan Communication: The process of determining the project stakeholder information needs and defining a communication approach.

Distribute Information: The process of making relevant information available to project stakeholders as planned.

Manage Stakeholder Expectation: The process of communicating and working with stakeholders to meet their needs and addressing issues as they occur.

Report Performance: The process of collecting and distributing performance information, including status reports, progress measurement and forecast.

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Identify Stakeholders | Data Flow Diagram




Identify Stakeholders

Inputs Tools & Techniques Outputs

Project charterProcurement documentsEnterprise environmental factorsOrganizational process assets

Stakeholder analysisExpert judgment

Stakeholder registryStakeholder management strategy




Identify Stakeholders > Tools and Techniques

• Stakeholder Analysis• Step 1: Identify all potential project stakeholders and

relevant, such as their roles, departments, interests, knowledge levels, expectation and influence level.

• Step 2: Identify the potential impact or support each stakeholder could generate, and classify them so as to define an approach strategy.

• Step 3: Assess how stakeholders are likely to react and respond in various situations, in order to plan how to influence them to enhance their support and mitigate potential negative impacts.

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Identify Stakeholders > Outputs

Stakeholder Register

Identification information

Assessment information

Stakeholder classification

Stakeholder Management Strategy

Sample stakeholder analysis matrix

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Stakeholder Stakeholder Interest (in the project)

Assessment of impact

Potential strategies for gaining support or reducing obstacles




Plan Communication | Data Flow Diagram




Plan Communication


Stakeholder registerStakeholder management strategyEnterprise environmental factorsOrganizational process assets

Communication requirements analysisCommunication technologyCommunication modelsCommunication methods

Communication management planProject document updates




Plan Communication > Tools and Technology

• Communication Requirements Analysis

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Plan Communication > Tools and Technology

• Lines of communication

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Total number of communication channel = n(n-1)/2When n = Number of stakeholder

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Plan Communication > Tools and Techniques

• Communication methods

• Interactive communication: Meetings, phone calls, video

conferences

• Push Communication: Letters, memos, reports, emails, fax,

voice mails, press releases

• Pull communication: internet sites, e-learning

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Plan Communication > Outputs

• Communication Plan• Stakeholder communication requirements• Information to be communicated, including format, content and

level of detail• Person responsible for communicating the information• Person or groups, who will be receive the information• Methods or technologies used to convey the information• Frequency of communication• Methods to update communication plan• Communication constraints

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Distribute Information | Data Flow Diagram

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Distribute Information


Project management planPerformance reportsOrganizational process assets

Communications methodsInformation distribution tools

Organization process assets updates

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Information Distribution > Tools and Techniques

• Information distribution tools

• Hard copy document distribution, manual filing system and

shared access electronic database

• Electronic communication and conferencing tools, such as e-

mail, fax, voice mail, telephone, video and web conferencing

and web publishing

• Electronic tools for project management, such as web interface

for scheduling and project management software, meeting and

virtual office support software, portals and collaborative work

management tools

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Manage Stakeholder Expectation | DFD

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Manage Stakeholder Expectation


Stakeholder registerStakeholder management strategyProject management planIssue logChange logOrganizational process assets

Communications methodsInterpersonal skillManagement skill

Organizational process assets updatesChange requestsProject management plan updatesProject document updates

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Manage Stakeholder Expectation > Tools and Techniques

• Interpersonal Skill• Building trust• Resolving conflicts• Active listening• Overcoming resistance to change

• Management Skill• Presentation skill• Negotiating• Writing skill• Public speaking

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Report Performance | Data Flow Diagram

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Report Performance


Project management planWork performance informationWork performance measurementsBudget forecastsOrganization process assets

Variance analysisForecasting methodsCommunication methodsReporting system

Performance reportsOrganizational process assets updatesChange request

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Report Performance > Outputs

• Performance Report• Analysis of past performance• Current status of risks and issues• Work completed during the reporting period• Work to be completed during the next reporting period• Results of variance analysis• Forecasted project completion

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Questions

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Education

PMP Exam Preparation Course: 09 Project Communication Management