Introduction to Project Management Team Management and Communications Lecture c This material...

Introduction to Project Management

Team Management and Communications

Lecture c

This material (Comp19_Unit8c) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000013.


Learning Objectives—Lecture c

• Identify and describe roles of members on a project team

• Develop the human resources plan• Acquire, develop, manage, and lead the project

team• Identify project communication responsibilities• Develop a communication plan

2Health IT Workforce Curriculum Version 3.0/Spring 2012

Introduction to Project Management Team Management and Communications

Lecture c

Situational Leadership

Four approaches• Telling• Selling• Participating• Delegating (Hersey P, Blanchard K. H. (1969)).



Lecture c

Leadership Summary

• Challenge Process• Create a Shared Vision• Empower Others• Model• Encourage



Lecture c

Project Communications

Project Communications Management requires the following areas of knowledge:

• Meeting management skills, including agenda development and conflict resolutions,

• Communication skills, including an understanding of various audiences, approaches, and media, and how to apply each appropriately,

• Presentation strategies, including effective visual aids and other nonverbal communication skills, and

• Sensitivity to communication roadblocks.



Lecture c

Planning for ProjectCommunications Management

During project planning the project team develops a communications management plan which contains a description of the identified project stakeholder information needs and defines approach for communicating during the project.

Project Communications Planning Process:Plan Communications



Lecture c

Communications Management

• Identify Project Stakeholders• Determine Communication Needs• Brainstorm How to Meet Each Need• Implement Mandatory Communication• Prioritize options• Add Communication Activities to Schedule



Lecture c

Communication Requirements Analysis

During project planning the project team conducts a communication requirements analysis to:

• Determine the type and format of information needed to develop the communications management plan.

• Identify the stakeholder information needs.



Lecture c

Stakeholder Registry



Lecture c

Develop the Stakeholder Registry

• Develop a stakeholder registry for the CRMS scenario based on your analysis of the staffing needs. Include the expected project stakeholders.

• Based on the stakeholder analysis, develop a stakeholder registry grid for the CRMS scenario from slide 4.



Lecture c

Planning Effective Communication

Considerations:•Types of Communication

•Barriers and enhancers

•Lines of Communication

•Forms and Appropriateness

•Media and Distribution Methods

•International and Virtual Teams

•Effective Meeting Practices

•Frequency of Communication



Lecture c

Communication Management Plan

• Describes the communication needs of the project stakeholders

• Describes how communication will be managed on the project, and the type and format in which the information will be communicated

• Describes when and how communications will be shared

• Identifies who is responsible for providing information

• Describes escalation processes



Lecture c

Communication Methods

Project information is shared with stakeholders by different methods:

• Interactive communication: meetings, phone calls, etc.

• Push communication: memos, reports, faxes, etc.

• Pull communication: intranet sites, knowledge repositories, etc.



Lecture c

Communication Channels

The number of communication channels is defined by the formula:

n(n-1)/2Where N is the number of people communicating.



Lecture c

Manage Stakeholder Expectations

Tools:Stakeholder RegisterProject Management PlanCommunications Management PlanIssue Log• Change Log• Intangible Communication Tools:

– Communication Methods– Interpersonal Skills– Management Skills



Lecture c

Project Reporting

Deliverables• Progress• Project Status or health• Upcoming Activities

Risks and Critical IssuesFinancial Status and ForecastsAction Plans or Next Steps



Lecture c


Summary—Lecture c

• Project Human Resources:– Building a team– Managing a team– Power of protocols, standards, and

expectations• Project Communications

– Essential for creating an effective team– Power of protocols, standards, and

expectationsBoth tie back to the initial Project Charter



Lecture c


References—Lecture cReferences• Conflict Management Strategies and Styles. 2000-2001. Available from: http://home.snu.edu/~hculbert/conflict.html• Hersey P, Blanchard K. H. (1969). Management of Organizational Behavior – Utilizing Human Resources. New

Jersey/Prentice Hall.• Kerzner H. (2009) Project Management: a Systems Approach to Planning, Scheduling, and Controlling. 10th ed. Hoboken,

NJ.:Wiley. • Project Management Institute, A Guide to the Project Management Body of Knowledge. 4th ed (2008).Newtown Square, PA:

PMI.• PreparePM.com Tutorial. Project Communication Management. Available from:

http://www.preparepm.com/notes/communication.html• Project Management Knowledge: The Ultimate Resource for Project Management. (2007-2010). Available from:

http://project-management-knowledge.com/definitions/p/project-communications-management/• Project Management Tutorial. People Management Tutorial and Tips.(2010). Available from:

http://www.pmtutor.net/2010/04/people-management-tutorial-and-tips.html• Scwalbe K. (2009) Information technology project management (with Microsoft Project 2007 CD-ROM). 6th ed.; Boston:

Cenage Learning. • Stackpole C.(2010) A User’s Manual to the PMBOK Guide. Wiley.• Stackpole C. (2009). A Project Manager’s Book of Forms: A Companion to the PMBOK Guide. Hoboken, N.J.:Wiley; • TAP University. Develop Human Resource Plan Process. (2009). Available from:

http://blog.tapuniversity.com/2009/03/24/develop-human-resource-plan-process/• Tutor Gig. Management Styles. (2008). Available from: http://www.tutorgig.com/ed/Management_styles• Wysocki, RK . (2009) Effective project management: traditional, agile, extreme. 5th Edition. New York: Wiley; 2009.



Lecture c


References—Lecture cTables, Charts, and FiguresTable 8.5. Stakeholder Registry. Courtesy of: Theron Feist.



Lecture c

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