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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
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
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
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.
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
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
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.
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
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
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
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
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)