ATEC 4370 Project Management for Arts & Technology - I
Agenda• Project Communication
Management
• The Marshmallow Challenge
• Assignment 2 and Quiz
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Project Communication Management
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Project Communications Management
• “Project Communication management includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring and ultimately disposition of project information-PMBOK”.
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Project Communications Management
How much do you think project managers spend communicating?
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Communication Management Plan
“Describes the communication needs of the stakeholders, including timing, frequency, and methods of communication.”
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Communication Management Plan Content
• Stakeholders• One or more target audiences with unique communication requirements• Know the target audience!
• Objective• The purpose and objective of communicating with the desired target
audience e.g. risk mitigation, information, persuasion• Content
• What information should be communicated• Executives – high-level summary• Functional Managers – resources required• Operational – project activities• Project Team – issues, risks, changes, feedback
PMBOK 5th Edition
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Communication Management Plan Content Cont.…
• Timing and Frequency• The timing of the communication with respect to the project lifecycle e.g.
achievement of milestones• The frequency of communication for each group of stakeholders e.g.
weekly status reports• Method
• E-mail, written report, meeting, telephone, posters, video, discussion forum, website, newsletter, blog, wiki, presentation, informal
• Responsibility• The member of the project team responsible for the communication
PMBOK 5th Edition
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
The Process of Communication
• 60% of all management problems are a result of faulty communications• Affects project performance• Affects relationships
• Single most important attribute of an effective project manager is listening• Why is listening so difficult?
• Capable of processing information much faster than rate of speech• Immediately start to evaluate and judge what is being said without
actually listening
Managing People (Including Yourself) for Project Success by Culp and Smith (1992)
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Factors Affecting Communication
• Message Content (20%)– The content of what we communicate
• Communication Process (80%)– The process of how we communicate with others
So What’s Your Point? by Wetherbe and Wetherbe (1996)
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Communication Technique – Active Listening
Active listening– Be attentive– Focus on understanding others feelings AND message– Refrain from evaluation and judgment– Genuine empathy– Check perception– Ask open ended questions
Managing People (Including Yourself) for Project Success by Culp and Smith (1992)
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Active Listening Perception Checking
• Effective Techniques– I heard you say… Is that accurate?– Here is what I hear you saying.– I heard that you want…– If I’m hearing you correctly, it appears your major concerns are…Is that
correct?
• Ineffective Techniques– What you are telling me is…– From what you said, you must mean…– So, what you want is…– I know exactly what you mean.
Managing People (Including Yourself) for Project Success by Culp and Smith (1992)
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Examples of Active Listening
• Good listening
– (John) “The client just called. It’s the fifth time he’s changes his mind. We’ll never meet the deadline”
– (Bob) “So, the client just changed his mind again. You think we’ll miss the deadline.”
Managing People (Including Yourself) for Project Success by Culp and Smith (1992)
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Examples of Active Listening• Active listening
– (John) “The client just called. It’s the fifth time he’s changed his mind. We’ll never meet the deadline”
– (Bob) “It seems to me that you’re really frustrated about the client’s changes.”– (John) “Yes. The project seems to be totally out of control. We don’t know what
the client wants.”– (Bob) “So, do you feel that we haven’t listened to the client?”– (John) “Well, partly, I suppose. Most of his changes seem to be things he’s had on
his mind for quite a while?”– (Bob) “Do you feel he’s had some ideas that we didn't hear?”– (John) “Right. He throws out so many ideas. I bet he’s frustrated with us for not
digging deep enough at the start. We’d better flush out his ideas and regroup.”– (Bob) “So, I’m hearing that you would like for us to talk with the client and
reassess where we are going on the project.”– (John) Right. If it’s OK with you, I’d like to arrange a meeting.”– (Bob) “Good idea”
Managing People (Including Yourself) for Project Success by Culp and Smith (1992)
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Active Listening Exercise• Split into teams of 3
– Have one person assume the role of the speaker (S), one person assume the role of the listener (L), and one person assume the role of the observer (O).
– Time permitting, you will each have a chance to assume the role of speaker (S), listener (L), and observer (O)
• S describes a recent movie he or she saw to L while O observes– S should briefly summarize the movie and describe why it was good or bad
• L will actively listen to S– Attentive– Avoid evaluative judgments– Perception checking– Focus on content and feelings
• O will evaluate how well L actively listened to S
PMP in Depth
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ATEC 4370 Project Management for Arts & Technology - I
The Marshmallow Challenge
https://www.ted.com/talks/tom_wujec_build_a_tower?language=en
ATECARTS & TECHNOLOGY
ATEC 4370 Project Management for Arts & Technology - I
Assignment 2 Submission
Deadline – 11:59 PM, Apr 2(Sunday)