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Project Communications Management

Latest news…

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How is your project going?Project planRequirements

specificationDesign specificationTest plan website

Requirements

Design

Testing

Learning Objectives

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Understand the importance of good communication on projects and describe the major components of a communications management plan

Discuss the elements of project communications planning, including information distribution, performance reporting, and administrative closure

Discuss various methods for project information distribution and the advantages and disadvantages of each

Understand individual communication needs and how to determine the number of communications channels needed for a project

Learning Objectives

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Understand how the main outputs of performance reporting help stakeholders stay informed about project resources

Recognize how the main outputs of administrative closure are used to formally end a project

List various methods for improving project communications, such as managing conflicts, running effective meetings, using e-mail effectively, and using templates

Describe how software can enhance project communications

Importance of Good Communications

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The greatest threat to many projects is a failure to communicate

Our culture does not portray IT professionals as being good communicators

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

Project Communications Management Processes

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Communications 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

Communications Planning

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Every project should include some type of communications management plan, a document that guides project communications

Creating a stakeholder analysis for project communications also aids in communications planning

Communications Management Plan Contents

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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 informationA project schedule for producing the informationAccess methods for obtaining the informationA method for updating the communications management

plans as the project progresses and developsA stakeholder communications analysis

Sample Stakeholder Analysis for Project Communications

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Information Distribution

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Getting 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 includeusing technology to enhance information

distributionformal and informal methods for distributing

information

What Went Wrong?

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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.

See example of misunderstanding “pedagogical approach” on p. 358

Media Choice Table

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The Impact of the Number of People on Communications Channels

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Performance Reporting

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Performance reporting keeps stakeholders informed about how resources are being used to achieve project objectivesStatus reports describe where the project stands at

a specific point in timeProgress reports describe what the project team

has accomplished during a certain period of timeProject forecasting predicts future project status

and progress based on past information and trendsStatus review meetings often include performance

reporting

Administrative Closure

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A project or phase of a project requires closure

Administrative closure producesproject archivesformal acceptancelessons learned

Suggestions for Improving Project Communications

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Manage conflicts effectivelyDevelop better communication skillsRun effective meetingsUse e-mail effectivelyUse templates for project communications

Conflict Handling Modes, in Preference Order

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Confrontation or problem-solving: directly face a conflict

Compromise: use a give-and-take approachSmoothing: de-emphasize areas of

differences and emphasize areas of agreement

Forcing: the win-lose approachWithdrawal: retreat or withdraw from an

actual or potential disagreement

Conflict Can Be Good

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Conflict often produces important results, such as new ideas, better alternatives, and motivation to work harder and more collaboratively

Groupthink can develop if there are no conflicting viewpoints

Research by Karen Jehn suggests that task-related conflict often improves team performance, but emotional conflict often depresses team performance

Developing Better Communication Skills

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Companies and formal degree programs for IT professionals often neglect the importance of developing speaking, writing, and listening skills

As organizations become more global, they realize they must invest in ways to improve communication with people from different countries and cultures

It takes leadership to improve communication

Running Effective Meetings

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Determine if a meeting can be avoidedDefine the purpose and intended outcome

of the meetingDetermine who should attend the meetingProvide an agenda to participants before

the meetingPrepare handouts, visual aids, and make

logistical arrangements ahead of timeRun the meeting professionallyBuild relationships

Using E-Mail Effectively

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Make sure that e-mail is an appropriate medium for what you want to communicate

Be sure to send the e-mail to the right peopleUse meaningful subjectsLimit the content to one main subject, and be

as clear and concise as possibleLimit the number and size of attachmentsDelete e-mail you don’t need, and don’t open it

if you question the sourceMake sure your virus software is up to dateRespond to and file e-mails quicklyLearn how to use important features

Using Templates for Project Communications

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Many technical people are afraid to ask for help

Providing examples and templates for project communications saves time and money

Organizations can develop their own templates, use some provided by outside organizations, or use samples from textbooks

Recall that research shows that companies that excel in project management make effective use of templates

Figure 10-2. Sample Template for a Project Description

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Table 10-3. Sample Template for a Monthly Progress Report

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Table 10-4. Sample Template for a Letter of Agreement for a Class Project

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Table 10-5. Outline for a Final Project Report

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Table 10-6. Final Project Documentation Items

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Figure 10-3. Gantt Chart Templatefor a Class Project

IS370 – Project Management28

Table 10-7. Guidance for Student’s Lessons Learned Report

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Table 10-8. Sample Template for a Project Web Site

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Developing a Communications Infrastructure

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A communications infrastructure is a set of tools, techniques, and principles that provide a foundation for the effective transfer of informationTools 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

Using Software to Assist in Project Communications

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There are many software tools to aid in project communications (see pages 380-381 for several examples in the What Went Right? section)

Today more than 37 percent of people telecommute or work remotely at least part-time

Project management software includes new capabilities to enhance virtual communications

Project 2002’s enterprise edition includes features for portfolio management, resource management, and collaboration