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Project CommunicationsKaty Koenen05/07/2013
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Agenda
Taxonomy The Process
Best PracticesIntroduction Q & A
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Project Communications
GoalUnderstand the importance of project communications
ObjectiveBe able to describe and create project communication tools
Section Introduction
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Project Communications
Why Communicate?• To manage expectations• To inform stakeholders,
customers and team members about project status, risks, and issues
• To keep the project on-track
Section Introduction
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Project Communications
Why bother with project communications?By communicating key information about your project, you will provide those involved with a greater understanding of the project, thereby increasing your chances for success.
Section Introduction
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Taxonomy
CommunicationThe act of communicating or imparting information
Taxonomy
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Taxonomy
Taxonomy
Document Purpose
Project CharterDescribes the purpose & business justification of the project
Scope Statement Describes what the project will include & what it will exclude
Project Plan Describes how the project will be executed and implemented
Communications Plan
• Identifies the audience for each type of communication
• Identifies the type of information each audience needs
• Describes how and how often you will communicate with each audience
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Taxonomy
Taxonomy
Document Purpose
Risk Management PlanIdentifies risks to the project and describes how they will be mitigated
Change Management PlanDescribes how changes to the project’s scope, schedule, and resources will be handled
Status ReportDescribes the current state of the project at a given point in time
Status Meeting
Meeting to report on the project status and discuss the issues, risks, assumptions, and changes that have cropped-up since the last meeting
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The Process
The ProcessCreate a Communications MatrixCommunication Type
Audience Format Frequency
Owner
Project Charter StakeholdersProject Team
Document At inception PM
Project Plan StakeholdersProject Team
Document At inception PM
Communication Plan StakeholdersProject Team
Document At inception PM
Risk Management Plan StakeholdersProject Team
Document At inception PM
Change Management Plan
StakeholdersProject Team
Document At inception PM
Status Reports Project Team Email Weekly Team Members
Status Meetings Project Team Meeting Weekly PM
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The Process
The Process
1. Create a Project Charter2. Write the Scope
Statement3. Create the Project Plan4. Create the
Communications Plan5. Create the Risk
Management Plan6. Create the Change
Management Plan7. Write regular Status
Reports8. Conduct regular Status
Meetings
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Best Practice
Do… Create each type of project communication Identify the audience for each type of project
communication Create a Communication Matrix
Don’t… Forget to analyze the needs of each audience.
Different audiences have different information needs.
Best Practices
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Q & A
Q & A
What are your questions?
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ExamplesSection Wrap-up
Scope StatementDevelop a Scope Management Plan for the project based on project size and complexity. Typical Scope Management Plans describe the process of how project scope and the work breakdown structure will be defined, developed and verified. Scope Management Plans can also outline how project scope is managed and controlled; however, this will be documented in the Change Management Plan found later in this document.
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ExamplesSection Wrap-up
Project Charter
Project Charter Elements
Project Manager Assumptions
Project Sponsor Constraints
Stakeholders Risks
Approvers High-Level Milestones
Executive Project Summary Summary Budget
Purpose/Business Justification
Requirements
Project Scope
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ExamplesSection Wrap-up
Project Plan (MSIT)Alternate Template
Project Plan Elements
Introduction Risk Management Plan
Approach/Methodology • Identify Risks
• Background Information • Analyze & Rate Risks
• Goals & Objectives • Define Risk Responses
Scope Scope Management Plan
High-Level Timeline Cost Management Plan
Milestones Schedule Management Plan
Communications Management Plan
Change Management Plan
• Communication Matrix Status Reporting
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ExamplesSection Wrap-upProject Communications Plan (ITLC)
Communication Plan Elements
Overview Internal Communications cont’d.
• Summary • Project Calendar
• Objectives • UAT & Training Communications
• Audience
Internal Communications External Communications
• Distribution Lists • Publicity
• Project Status Communications
• External Inquiries
• Communications Requirements Matrix
• Project News & Briefings
Confidential & Sensitive Information
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ExamplesSection Wrap-upRisk Management Plan (MSIT)
Risk Identified
•By Team•By PM
Risk Analyzed and Rated
•Impact•Probability•Exposure
Risk Response Defined
•Create Risk Mitigation Plan•Monitor Risk•Etc.
Review Risks
Periodically
•Update•Close•Change to Issue
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ExamplesSection Wrap-upChange Management Plan (MSIT)
Change Request Form Submitted to
PM
PM Logs Change Request on Project
Site
PM Reviews Change Request with
Sponsor / Leadership Team
Approved?
PM Updates Project Management Plan
and Change Control Log
Yes
PM Updates Change Control Log
No
Change Control Process CompleteChange Desired
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ExamplesSection Wrap-upStatus Reports
Status Report Elements
Health Indicators
Executive Summary
Help Wanted
Top Risks/Issues
Key Milestones
Planned Activities
Budget
Change Management
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Section Wrap-upSection Wrap-up
In this section we… Learned the importance of a
Communications Plan
The importance of communicating with team members and stakeholders about the project
Learned the various types of communications required for a project
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Section Wrap-upSection Wrap-up
Sources• www.projectmanagementcommunications.com• http://www.mpug.com/• http://www.21stcenturyprojectmanagement.com• http://smallbusiness.chron.com• http://InsideIT
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