U – School of Information Technology Communications Management - Slide 1 The greatest threat to many projects is a failure to communicate. Our culture does not portray IT professionals as being good communicators. BUT , research shows that IT professionals must be able to communicate effectively to succeed in their positions. Strong verbal skills are a key factor in career advancement for IT professionals. HIT241 - COMMUNICATIONS MANAGEMENT Introduction
Transcript
CDU – School of Information Technology Communications Management - Slide 1
The greatest threat to many projects is a failure to communicate.
Our culture does not portray IT professionals as being good communicators.BUT, research shows that IT professionals must be able to communicate effectively to succeed in their positions.Strong verbal skills are a key factor in career advancement for IT professionals.
HIT241 - COMMUNICATIONS MANAGEMENT
Introduction
CDU – School of Information Technology Communications Management - Slide 2
HIT241 - COMMUNICATIONS MANAGEMENT
Processes & DefinitionsCommunications planning: determining the information and communications needs of the stakeholders.Information distribution: making needed information available in a timely manner.Performance reporting: collecting and disseminating performance information.Administrative closure: generating, gathering, and disseminating information to formalize phase or project completion.
CDU – School of Information Technology Communications Management - Slide 3
HIT241 - COMMUNICATIONS MANAGEMENT
Communications PlanningEvery project should include a communications management plan to guide project communications. A Communications Management Plan should contain:
A description of a collection and filing structure for gathering and storing various types of information
A distribution structure describing what information goes to whom, when, and how
A format for communicating key project information A project schedule for producing the information Access methods for obtaining the information A method for updating the communications management
plans as the project progresses and develops A stakeholder communications analysis.
CDU – School of Information Technology Communications Management - Slide 4
HIT241 - COMMUNICATIONS MANAGEMENTSample Stakeholder Analysis for Project Communications
CDU – School of Information Technology Communications Management - Slide 5
HIT241 - COMMUNICATIONS MANAGEMENT
Information DistributionGetting the right information to the right people at the right time and in a useful format is just as important as developing the information in the first place.Important considerations include:
Using technology to enhance information distribution.
Formal and informal methods for distributing information.
CDU – School of Information Technology Communications Management - Slide 6
HIT241 - COMMUNICATIONS MANAGEMENT
What Went Wrong?A well publicized example of misuse of e-mail comes from the 1998 Justice Department's high profile, antitrust suit against Microsoft. E-mail emerged as a star witness in the case. Many executives sent messages that should never have been put in writing. The court used e-mail as evidence, even though the senders of the notes said the information was being interpreted out of context. Some companies, such as Amazon.com, have established policies to encourage employees to watch their use of e-mail and delete it often. Their "Sweep and Clean" program instructed employees to purge e-mails that were no longer required for business or legal purposes. They even offered free café lattes to employees who complied immediately.
Harmon, Amy, "E-mail comes back to haunt companies," November 29, 1998
CDU – School of Information Technology Communications Management - Slide 7
HIT241 - COMMUNICATIONS MANAGEMENTThe Impact of the Number of People on Communications Channels
CDU – School of Information Technology Communications Management - Slide 8
HIT241 - COMMUNICATIONS MANAGEMENT
Performance ReportingPerformance reporting keeps stakeholders informed about how resources are being used to achieve project objectives.
Status reports describe where the project stands at a specific point in time.
Progress reports describe what the project team has accomplished during a certain period of time.
Project forecasting predicts future project status and progress based on past information and trends.
Status review meetings often include performance reporting.
CDU – School of Information Technology Communications Management - Slide 9
HIT241 - COMMUNICATIONS MANAGEMENT
Administrative ClosureA project or phase of a project requires closure.Administrative closure produces:
CDU – School of Information Technology Communications Management - Slide 10
HIT241 - COMMUNICATIONS MANAGEMENTSuggestions for Improving Project Communications
The following are important issues that project managers and team members must address if they are to deliver effective project communications:
Resolve conflicts effectively. Develop better communication skills. Run effective meetings. Use templates for project communications.
CDU – School of Information Technology Communications Management - Slide 11
HIT241 - COMMUNICATIONS MANAGEMENT
Conflict Handling ModesThere are five basic Conflict Handling Modes. In preference order these are: 1. Confrontation or problem-solving: directly face a
conflict.2. Compromise: use a give-and-take approach.3. Smoothing: de-emphasize areas of differences and
emphasize areas of agreement.4. Forcing: the win-lose approach.5. Withdrawal: retreat or withdraw from an actual or
potential disagreement.
CDU – School of Information Technology Communications Management - Slide 12
HIT241 - COMMUNICATIONS MANAGEMENTDevelop better communication skillsProjects rely heavily on leadership, teamwork, cooperation and mutual understanding. Empathy, a vital ingredient of communication, is influenced by the attitude and example of project managers and their ability in interpersonal communication.It takes leadership to help improve communication. Senior management must set and lead by example. Information technology professionals must have the opportunity to develop communication skills. They need to be able to gain experience in drafting reports, making presentations, and managing important business relationships.
CDU – School of Information Technology Communications Management - Slide 13
HIT241 - COMMUNICATIONS MANAGEMENT
Running effective meetingsA well-run meeting is an important means for encouraging team building and reinforcing expectations, roles, relationships, and commitment to the project.However, a poorly run meeting can have a detrimental effect on a project. In particular, many people complain about the time they waste in unnecessary, or poorly planned and poorly executed meetings.
CDU – School of Information Technology Communications Management - Slide 14
HIT241 - COMMUNICATIONS MANAGEMENT
Guidelines for effective meetings Determine if a meeting can be avoided. Define the purpose and intended outcome of the
meeting. Determine who should attend the meeting. Provide an agenda to participants before the meeting. Prepare handouts, visual aids, and make logistical
arrangements ahead of time. Run the meeting professionally. Build relationships.
CDU – School of Information Technology Communications Management - Slide 15
HIT241 - COMMUNICATIONS MANAGEMENTTemplates for project communications
To make the preparation of project communications easier, project managers need to provide examples and templates for common project communications - eg: project descriptions, project charters, monthly performance reports, oral status reports, etc.Good documentation from previous projects can be an excellent source of examples.Samples and templates of both written and oral reports are particularly helpful for persons who are preparing or presenting reports for the first time.
CDU – School of Information Technology Communications Management - Slide 16
HIT241 - COMMUNICATIONS MANAGEMENTSample Template for a Monthly Progress Report
I. Accomplishments for Month of January (or appropriate month): Describe most important accomplishments. Relate to project's Gantt chart Describe other important accomplishments, one bullet for each. If any issues were
resolved from the previous month, list them as accomplishments.
II. Plans for February (or following month): Describe most important items to be accomplished in the next month. Again relate
to the project's Gantt chart. Describe other important items to accomplish, one bullet for each
III. Issues: Briefly list important issues that surfaced or are still important. Managershate surprises and want to help the project succeed, so be sure to list issues.
IV. Project Changes (Date and Description): List any approved or requestedchanges to the project. Include the date of the change and a brief description.
CDU – School of Information Technology Communications Management - Slide 17
HIT241 - COMMUNICATIONS MANAGEMENTSample Template for a Letter of Agreement for a Class Project
I. Project Description: Describe the project's objective, scope, assumptions, costinformation, and schedule information, as shown in Figure 9-2. Be sure to includeimportant dates that the project's sponsor needs to be aware of
II. Organizational Goals and Expectations: Have the main sponsor from theorganization briefly state their goals and expectations for the project.
III. Student Goals and Expectations: Students on the project team should brieflystate their goals and expectations for the project.
IV. Meeting Information. It is a good idea for the project's sponsor and all studentson the project team to agree on at least one hour per week where all parties can meetto work on this project. The meeting place should be a convenient location withoutdistractions. Virtual meetings may be an option for some people and projects.
V. Contact Information and Communications Plan: List the sponsor's andstudents' names, phone numbers, e-mails, and important procedures forcommunications. It is a good idea to set up a web site for all project information.
VI. Signatures: Have the main sponsor and students on the project team sign theletter of agreement. Designate which student is the project manager. This studentshould be the main contact for all project information.
CDU – School of Information Technology Communications Management - Slide 18
HIT241 - COMMUNICATIONS MANAGEMENTOutline for a Final Project Report
CDU – School of Information Technology Communications Management - Slide 19
HIT241 - COMMUNICATIONS MANAGEMENTGantt Chart Template for a Class Project
CDU – School of Information Technology Communications Management - Slide 20
HIT241 - COMMUNICATIONS MANAGEMENTDeveloping a Communications InfrastructureA communications infrastructure is a set of tools, techniques, and principles that provide a foundation for the effective transfer of information:
Tools include e-mail, project management software, groupware, fax machines, telephones, teleconferencing systems, document management systems, and word processors.
Techniques include reporting guidelines and templates, meeting ground rules and procedures, decision-making processes, problem-solving approaches, and conflict resolution and negotiation techniques.
Principles include using open dialog and an agreed upon work ethic.
CDU – School of Information Technology Communications Management - Slide 21
HIT241 - COMMUNICATIONS MANAGEMENTUsing SoftwareThere are many software tools to aid in project communications. However, organisations will need to adjust existing communication systems to meet the special needs of a project.Microsoft Project 98 (onwards) include an increasing number of features to enhance communications within projects (for example - publishing project data as a HTML file).
CDU – School of Information Technology Communications Management - Slide 22
HIT241 - COMMUNICATIONS MANAGEMENT
MS Project 98 Information Saved as HTML File
CDU – School of Information Technology Communications Management - Slide 23
HIT241 - COMMUNICATIONS MANAGEMENTConclusion - 1
It is becoming more difficult to be a successful project manager. Projects are becoming more complex and project team members more demanding. Traditional management approaches have been replaced with those that depend on mutually beneficial linkage and relationship.
CDU – School of Information Technology Communications Management - Slide 24
HIT241 - COMMUNICATIONS MANAGEMENTConclusion - 2
To develop these relationships, the project manager must be a skilled communicator -
Skilled at getting information. Skilled at expressing views without creating
