2013-3-1 1
Chapter 9,
Project Communications
Management
2013-3-1 2
Learning Objectives
? Understand the importance of good communication on projects and
describe the major components of a communications management plan
? Discuss the elements of communications planning--including information
distribution,performance reporting,and administrative closure
? Discuss various methods for distributing project information and the
advantages and disadvantages of each
? Understand the relationship between the number of people involved in a
project and the complexity of communications
? Discuss sources of conflict on projects and strategies for managing them
? Understand important aspects of verbal,non-verbal,and written
communication and how to develop these skills
? Describe various types of project documentation and understand the value
of using templates for aiding in project communications
? Describe how software can enhance project communications
2013-3-1 3
Chapter Outline
? Importance of Project Communications
Management
? Communications Planning
? Information Distribution
? Performance Reporting
? Administrative Closure
? Suggestions for Improving Project
Communications
? Using Software to Assist in Project
Communications
2013-3-1 4
9.1 Importance of Project
Communications Management
2013-3-1 5
Importance of Good Communications
? 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
2013-3-1 6
Project Communications
Management Processes
? 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
2013-3-1 7
9.2 Communications Planning
2013-3-1 8
Communications Planning
? 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
2013-3-1 9
Communications Management Plan
Contents
? 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
2013-3-1 10
Sample Stakeholder Analysis for
Project Communications
Stake hol der s D oc um e nt N am e D oc um e nt
F or m at
C onta c t P e r son D ue
Custome r
Ma na g e me nt
Mon thl y St a tus
Rep or t
H a r d c opy G a il F e ldma n,
T ony Si lva
F irst of mon th
Custome r
B usine ss St a f f
Mon thl y St a tus
Rep or t
H a r d c opy J uli e G r a nt,
J e f f Ma r ti n
F irst of mon th
Cu stome r
T e c hnic a l S taf f
Mon thl y St a tus
Rep or t
E - ma il E va n D odg e,
N a nc y Mic ha e ls
F irst of mon th
I nte r na l
Ma na g e me nt
Mon thl y St a tus
Rep or t
H a r d c opy B ob T homs on F irst of mon th
I nte r na l
B usine ss a nd
T e c hnic a l S taf f
Mon thl y St a tus
Rep or t
I ntra ne t A ng ie L iu Fi r st of mon th
T r a ini ng
Subc ontr a c tor
T r a ini ng Pl a n H a r d Copy J ona tha n K r a us 11/1/1999
Softw a r e
Subc ontr a c tor
Softw a r e
I mple me nta ti on
Pl a n
E - ma il B a r ba r a G a tes 6/1/2000
2013-3-1 11
9.3 Information Distribution
2013-3-1 12
Information Distribution
? 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 include
? using technology to enhance information
distribution
? formal and informal methods for
distributing information
2013-3-1 13
Media Choice Table
2013-3-1 14
The Impact of the Number of People
on Communications Channels
2013-3-1 15
9.4 Performance Reporting
2013-3-1 16
Performance Reporting
? Performance 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
2013-3-1 17
9.5 Administrative Closure
2013-3-1 18
Administrative Closure
? A project or phase of a project requires
closure
? Administrative closure produces
? project archives
? formal acceptance
? lessons learned
2013-3-1 19
9.6 Suggestions for Improving
Project Communications
2013-3-1 20
Suggestions for Improving
Project Communications
? Manage conflicts effectively
? Develop better communication
skills
? Run effective meetings
? Use templates for project
communications
2013-3-1 21
Conflict Handling Modes
? Confrontation or problem-solving,directly
face a conflict
? Compromise,use a give-and-take approach
? Smoothing,de-emphasize areas of
differences and emphasize areas of
agreement
? Forcing,the win-lose approach
? Withdrawal,retreat or withdraw from an
actual or potential disagreement
Provide samples of each conflict handling mode in a
project environment
2013-3-1 22
Conflict Can Be Good
? 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
2013-3-1 23
Developing Better Communication
Skills
? 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
2013-3-1 24
Running 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
2013-3-1 25
Using Templates for Project
Communications
? 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
2013-3-1 26
Sample Template for a Project Description
2013-3-1 27
Sample Template for a Monthly
Progress Report
2013-3-1 28
Outline for a Final Project Report
2013-3-1 29
Gantt Chart Template for a Class Project
2013-3-1 30
Sample Template for a Project Web
Site
2013-3-1 31
Developing a Communications
Infrastructure
? A communications infrastructure is a set of tools,
techniques,and principles that provide a foundation
for the effective transfer of information
? Tools,e-mail,project management software,
groupware,fax machines,telephones,
teleconferencing systems,document
management systems,and word processors
? Techniques, reporting guidelines and templates,
meeting ground rules and procedures,decision-
making processes,problem-solving approaches,
and conflict resolution and negotiation
techniques
? Principles,using open dialog and an agreed upon
work ethic
2013-3-1 32
9.7 Using Software to Assist in
Project Communications
2013-3-1 33
Using Software to Assist in Project
Communications
? There are many software tools to aid
in project communications
? example describes several new web-
based and wireless communications
tools
? Microsoft Project 2000 includes
several features to enhance
communications
2013-3-1 34
Microsoft Project Information
Saved as HTML File
? Microsoft Project 2000 lets you save
some information in HTML format
? Project Central helps to make it easier
to keep project management work on
a web site,
2013-3-1 35
A sample -- HTML File
2013-3-1 36
Quick Quiz
? What is the formula for determining the number of
communications channels?
? Which mode for handling conflicts is favored by project
managers?
? What is the difference between a status report and a
performance report? Give an example of each,
ANSWER,number of communications channels = (n(n-1))/2
ANSWER,Confrontation mode,which is also known as problem-solving mode,
ANSWER,A status report describes where the project stands at a specific point
in time,An earned value analysis is an example of a status report,A progress
report describes what the project team has accomplished during a certain period
of time,A weekly activity report is an example of a progress report,
Chapter 9,
Project Communications
Management
2013-3-1 2
Learning Objectives
? Understand the importance of good communication on projects and
describe the major components of a communications management plan
? Discuss the elements of communications planning--including information
distribution,performance reporting,and administrative closure
? Discuss various methods for distributing project information and the
advantages and disadvantages of each
? Understand the relationship between the number of people involved in a
project and the complexity of communications
? Discuss sources of conflict on projects and strategies for managing them
? Understand important aspects of verbal,non-verbal,and written
communication and how to develop these skills
? Describe various types of project documentation and understand the value
of using templates for aiding in project communications
? Describe how software can enhance project communications
2013-3-1 3
Chapter Outline
? Importance of Project Communications
Management
? Communications Planning
? Information Distribution
? Performance Reporting
? Administrative Closure
? Suggestions for Improving Project
Communications
? Using Software to Assist in Project
Communications
2013-3-1 4
9.1 Importance of Project
Communications Management
2013-3-1 5
Importance of Good Communications
? 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
2013-3-1 6
Project Communications
Management Processes
? 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
2013-3-1 7
9.2 Communications Planning
2013-3-1 8
Communications Planning
? 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
2013-3-1 9
Communications Management Plan
Contents
? 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
2013-3-1 10
Sample Stakeholder Analysis for
Project Communications
Stake hol der s D oc um e nt N am e D oc um e nt
F or m at
C onta c t P e r son D ue
Custome r
Ma na g e me nt
Mon thl y St a tus
Rep or t
H a r d c opy G a il F e ldma n,
T ony Si lva
F irst of mon th
Custome r
B usine ss St a f f
Mon thl y St a tus
Rep or t
H a r d c opy J uli e G r a nt,
J e f f Ma r ti n
F irst of mon th
Cu stome r
T e c hnic a l S taf f
Mon thl y St a tus
Rep or t
E - ma il E va n D odg e,
N a nc y Mic ha e ls
F irst of mon th
I nte r na l
Ma na g e me nt
Mon thl y St a tus
Rep or t
H a r d c opy B ob T homs on F irst of mon th
I nte r na l
B usine ss a nd
T e c hnic a l S taf f
Mon thl y St a tus
Rep or t
I ntra ne t A ng ie L iu Fi r st of mon th
T r a ini ng
Subc ontr a c tor
T r a ini ng Pl a n H a r d Copy J ona tha n K r a us 11/1/1999
Softw a r e
Subc ontr a c tor
Softw a r e
I mple me nta ti on
Pl a n
E - ma il B a r ba r a G a tes 6/1/2000
2013-3-1 11
9.3 Information Distribution
2013-3-1 12
Information Distribution
? 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 include
? using technology to enhance information
distribution
? formal and informal methods for
distributing information
2013-3-1 13
Media Choice Table
2013-3-1 14
The Impact of the Number of People
on Communications Channels
2013-3-1 15
9.4 Performance Reporting
2013-3-1 16
Performance Reporting
? Performance 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
2013-3-1 17
9.5 Administrative Closure
2013-3-1 18
Administrative Closure
? A project or phase of a project requires
closure
? Administrative closure produces
? project archives
? formal acceptance
? lessons learned
2013-3-1 19
9.6 Suggestions for Improving
Project Communications
2013-3-1 20
Suggestions for Improving
Project Communications
? Manage conflicts effectively
? Develop better communication
skills
? Run effective meetings
? Use templates for project
communications
2013-3-1 21
Conflict Handling Modes
? Confrontation or problem-solving,directly
face a conflict
? Compromise,use a give-and-take approach
? Smoothing,de-emphasize areas of
differences and emphasize areas of
agreement
? Forcing,the win-lose approach
? Withdrawal,retreat or withdraw from an
actual or potential disagreement
Provide samples of each conflict handling mode in a
project environment
2013-3-1 22
Conflict Can Be Good
? 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
2013-3-1 23
Developing Better Communication
Skills
? 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
2013-3-1 24
Running 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
2013-3-1 25
Using Templates for Project
Communications
? 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
2013-3-1 26
Sample Template for a Project Description
2013-3-1 27
Sample Template for a Monthly
Progress Report
2013-3-1 28
Outline for a Final Project Report
2013-3-1 29
Gantt Chart Template for a Class Project
2013-3-1 30
Sample Template for a Project Web
Site
2013-3-1 31
Developing a Communications
Infrastructure
? A communications infrastructure is a set of tools,
techniques,and principles that provide a foundation
for the effective transfer of information
? Tools,e-mail,project management software,
groupware,fax machines,telephones,
teleconferencing systems,document
management systems,and word processors
? Techniques, reporting guidelines and templates,
meeting ground rules and procedures,decision-
making processes,problem-solving approaches,
and conflict resolution and negotiation
techniques
? Principles,using open dialog and an agreed upon
work ethic
2013-3-1 32
9.7 Using Software to Assist in
Project Communications
2013-3-1 33
Using Software to Assist in Project
Communications
? There are many software tools to aid
in project communications
? example describes several new web-
based and wireless communications
tools
? Microsoft Project 2000 includes
several features to enhance
communications
2013-3-1 34
Microsoft Project Information
Saved as HTML File
? Microsoft Project 2000 lets you save
some information in HTML format
? Project Central helps to make it easier
to keep project management work on
a web site,
2013-3-1 35
A sample -- HTML File
2013-3-1 36
Quick Quiz
? What is the formula for determining the number of
communications channels?
? Which mode for handling conflicts is favored by project
managers?
? What is the difference between a status report and a
performance report? Give an example of each,
ANSWER,number of communications channels = (n(n-1))/2
ANSWER,Confrontation mode,which is also known as problem-solving mode,
ANSWER,A status report describes where the project stands at a specific point
in time,An earned value analysis is an example of a status report,A progress
report describes what the project team has accomplished during a certain period
of time,A weekly activity report is an example of a progress report,
