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Lecture 10 : Project Communications Management (1/12) Contents PMP Lectures Prepared By: Eng. Mohamed ElSaadany 0. Introduction 1. Plan Communication Management 2. Manage Communications 3. Control Communications

PMP Preparation - 10 Communication Management

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Page 1: PMP Preparation - 10 Communication Management

Lecture 10 : Project Communications Management (1/12)Contents

PMP Lectures Prepared By: Eng. Mohamed ElSaadany

0 . I n t roduc t i on

1. P lan Commun ic a t i on Managemen t

2. Manage Commun i ca t i ons

3. Con t r o l Commun i ca t i ons

Page 2: PMP Preparation - 10 Communication Management

Within the project or outside (Customer, vendor, other projects, and organizations).

Depends on the manner and form.

Up and down through the organization or with peers

Through the official channel or out of record

Written communication, oral communication, and body language

PMP Lectures Prepared By: Eng. Mohamed ElSaadany

Definitions

Lecture 10 : Project Communications Management (2/12)Introduction

Internal

Formal

Vertical

Official

External

Informal

Horizontal

Unofficial

WrittenNonverbal

Verbal

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PMP Lectures Prepared By: Eng. Mohamed ElSaadany

Efficient / Effective Communication :

Efficient Communication: Providing only information needed

Effective Communication: Providing info. in the right format at the right time

Lecture 10 : Project Communications Management (3/12)Introduction

Communication Types:

1. Formal Written: Complex Problems, P.M plan, charter, …etc.

2. Formal Verbal: Presentations, speech

3. Informal Written: E-mails, notes

4. Informal Verbal: Conversations, off the record talking in meetings

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PMP Lectures Prepared By: Eng. Mohamed ElSaadany

Lecture 10 : Project Communications Management (4/12)Introduction

Meetings Rules:1.Set time limit2.Schedule in advance3.Meet regularly with team4.Have purpose for each meeting5.Create agenda with team input6.Distribute agenda7.Stick to the agenda8.Bring right people together9.Lead the meeting with a set of rules10.Let people know their responsibilities in advance11.Document and publish meeting minutes12.Assign deliverables and time limits for all work assignments that result

from meeting.

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PMP Lectures Prepared By: Eng. Mohamed ElSaadany

P r o j e c t C o m m u n i c a t i o n s M a n a g e m e n t

10.1 Plan Communications Management

Inputs : Project Management Plan Stake Holder Register Enterprise Environmental Factors Organizational Process Assets

Tools and Techniques : Communication Requirements Analysis Communication Technology Communication Models Communication Methods Meetings

Outputs : Communications Management Plan Project Documents Updates

Lecture 10 : Project Communications Management (5/12)01. Plan Communications Management

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PMP Lectures Prepared By: Eng. Mohamed ElSaadany

Communication Requirements Analysis:

• Determine information needs of the project stakeholders.

• Consider information type, format, and value.

• Use sources like organization chart , RAM, stakeholder register, ..etc

• Communication channel = N (N-1) / 2 where N is No. of people.

If N=3 Channels = 3(3-1)/2 = 3

If N=4 Channels = 4(4-1)/2 = 6

Lecture 10 : Project Communications Management (6/12)01. Plan Communications Management

TT

Communication Technology:

• Determine the technology to be used from brief conversation to extended

meetings, or from simple written documents to database and web sites.

• Used technology depends on: urgency, technology availability, ease of use,

and information confidentiality.

TT

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PMP Lectures Prepared By: Eng. Mohamed ElSaadany

Lecture 10 : Project Communications Management (7/12)01. Plan Communications Management

TT

Notes:• For effective communication , sender should ask for feedback and receiver should

encode message carefully (listen/watch) and confirm it’s understood.• 55% of communications are nonverbal (mannerism) اسلوب• Pitch and tone الدرج�ة و النغم�ة of voice (paralingual) الخصائص الص�وتية للحديث help

to convey message. Paralingual examples include accentنبرة , time of voice, and speed of speech.

Communication Models:• Sender Encode message • Sender Transmit message using communication Channel

(Medium) and may be compromised by noise (distance, unfamiliar tech, cultural difference)

• Receiver then Decode message

• Then receiver Acknowledge receipt but does not mean agreement.• After understanding the message, Receiver transmits Feedback/Response.

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PMP Lectures Prepared By: Eng. Mohamed ElSaadany

Lecture 10 : Project Communications Management (8/12)01. Plan Communications Management

TT Communication Methods:

1. Interactive Communication: Most efficient to ensure good

understanding. Ex: Phone calls, meetings, and virtual

conferences, … etc.

2. Push Communication: It’s a one way stream. Ex: Reports,

letters, memos, fax, mail, … etc.

3. Pull Communication: Recipient retrieve data from a central

location. Ex: Intranet, share, …etc.

Communications Management Plan:What Needs To Be

Communicated Why Between Whom

Best Method For Communicating

Responsibility For Sending

When And How Often

O

Page 9: PMP Preparation - 10 Communication Management

PMP Lectures Prepared By: Eng. Mohamed ElSaadany

P r o j e c t C o m m u n i c a t i o n s M a n a g e m e n t10.2 Manage Communications

Inputs : Communications Management Plan Work Performance Reports Enterprise Environmental Factors Organizational Process Assets

Tools and Techniques : Communication Technology Communication Models Communication Methods Information Management Systems Performance Reporting

Outputs : Project Communications Project Management Plan Updates Project Documents Updates Organizational Process Assets Updates

Lecture 10 : Project Communications Management (9/12)02. Manage Communications

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PMP Lectures Prepared By: Eng. Mohamed ElSaadany

Lecture 10 : Project Communications Management (10/12)02. Manage Communications

Information Management Systems:The tools that will be used for managing and distributing information:

1. Hard-copy document management: Letters, memos, and reports.2. Electronic communications management: Phone, e-mail, web conf.3. Electronic PM Tools: Primavera web, PCM, Portals

TT

Performance Reporting:• Types of Reports:

1. Status Reports: Performance Information (scope – time – cost – quality)2. Forecast Report: Predict future status based on actual3. Progress Report: What has been accomplished4. Variance Report: Compare actual vs. baseline5. Trend Report: Results over time6. Earned Value Report7. Lessons Learned Documentation

TT

Page 11: PMP Preparation - 10 Communication Management

PMP Lectures Prepared By: Eng. Mohamed ElSaadany

P r o j e c t C o m m u n i c a t i o n s M a n a g e m e n t10.3 Control Communications

Inputs : Project Management Plan Project Communications Issue Log Work Performance data Organizational Process Assets

Tools and Techniques : Information Management Systems Expert Judgment Meetings

Outputs : Work Performance Information Change Requests Project Management Plan Updates Project Documents Updates Organizational Process Assets Updates

Lecture 10 : Project Communications Management (11/12)03. Control Communications

Page 12: PMP Preparation - 10 Communication Management

PMP Lectures Prepared By: Eng. Mohamed ElSaadany

Lecture 10 : Project Communications Management (12/12)03. Control Communications

O Work Performance InformationIncludes but not limited to:

1. Percent complete and measurements against baseline2. Work completed during period and work to be completed next period3. Analysis of past performance, variance analysis, forecasted time/cost4. Summary of invoice and approved changes5. Scope, schedule, cost, and quality status (Dashboard for each area)