Topic:
Project Communication
Management
IT Project Management
INSTRUCTOR,SHU LIU
HIT SCHOOL OF SOFTWARE
Fall 2005
All rights reserved
Project Time Management 2
Outline
Importance of a good communication
Project Communication Management Process
Communication Planning (沟通计划编制 )
Information Distribution (信息发送 )
Performance Reporting (绩效报告 )
Administrative Closure (管理收尾 )
Suggestions for improving project communications
IT Project Management
Project Time Management 3
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
Project Time Management 4
Communications planning (沟通计划编制 )
determining the information and communications needs
of the stakeholders
Information distribution (信息发送 )
making needed information available in a timely manner
Performance reporting (绩效报告 )
collecting and disseminating performance information
Administrative closure (管理收尾 )
generating,gathering,and disseminating information to
formalize phase or project completion
Project Communications Management Processes
Project Time Management 5
Communications Planning (沟通计划编制 )
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
IT Project Management
Project Time Management 6
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
IT Project Management
Project Time Management 7
Sample Stakeholder Analysis for Project Communications
项目沟通干系人分析举例
St ak e hol de r s D oc um e nt N am e D oc um e nt
F o r m at
C ont ac t P e r s on D ue
C us t o m e r
M a n a ge m e n t
M o n t hl y St a t us
R e po r t
H a r d c o py G a i l Fe l d m a n,
T o ny S i l va
Fi r s t o f m o n t h
C us t o m e r
B us i ne s s St a f f
M o n t hl y St a t us
R e po r t
H a r d c o py J u l i e G r a n t,
J e f f M a r t i n
Fi r s t o f m o n t h
C us t o m e r
T e c hn i c a l St a f f
M o n t hl y St a t us
R e po r t
E - m a il E v a n D o dg e,
N a n c y M i c ha e l s
Fi r s t o f m o n t h
I n t e r n a l
M a n a ge m e n t
M o n t hl y St a t us
R e po r t
H a r d c o py B o b T h o m s o n Fi r s t o f m o n t h
I n t e r n a l
B us i ne s s a n d
T e c hn i c a l St a f f
M o n t hl y St a t us
R e po r t
I n t r a n e t A n g i e L i u Fi r s t o f m o n t h
T r a i ni ng
Sub c o n t r a c tor
T r a i ni ng P l a n H a r d C o py J o n a t h a n K r a u s 11 /1/199 9
So f t w a r e
Sub c o n t r a c tor
So f t w a r e
I m p l e m e n t a t i o n
P l a n
E - m a il B a r b a r a G a t e s 6/1/20 00
Project Time Management 8
Information Distribution (信息发送 )
Getting the right information to the right
people at the right time and in a right 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
IT Project Management
Project Time Management 9
Information Distribution Methods
Telling in public/private
Hard copy
Telephone call
Voice mail
E-Mail
Meeting
Web site
…
IT Project Management
Project Time Management 10
The Impact of the Number of People on Communications Channels
Project Time Management 11
Media Choice Table IT Project Management
Project Time Management 12
Performance Reporting (绩效报告 )
Performance reporting keeps stakeholders informed
about how resources are being used to achieve project
objectives
Status reports （现状报告） describe where the project
stands at a specific point in time
Progress reports （进展报告） describe what the project
team has accomplished during a certain period of time
Project forecasting （项目预报） predicts future project
status and progress based on past information and trends
Status review meetings often include performance reporting
IT Project Management
Project Time Management 13
Administrative Closure
A project or phase of a project requires
closure
Administrative closure produces
project archives(档案 )
formal acceptance
lessons learned
IT Project Management
Project Time Management 14
Suggestions for Improving Project Comm.
Manage conflicts effectively
Develop better communication skills
Run effective meetings
Use templates for project communications
IT Project Management
Project Time Management 15
Manage Conflict
In 1964 Black and Mouton delineated five
basic modes for handling conflicts:
Confrontation (面对 )
Compromise (妥协 )
Smoothing (圆滑 )
Forcing (强制 )
Withdrawal (撤退 )
IT Project Management
Project Time Management 16
Conflict Handling Modes,in Preference Order
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
IT Project Management
Project Time Management 17
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
IT Project Management
Project Time Management 18
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
IT Project Management
Project Time Management 19
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
IT Project Management
Project Time Management 20
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
IT Project Management
Project Time Management 21
Sample Template for a Project DescriptionIT Project Management
Project Time Management 22
Sample Template for a Monthly Progress Report
IT Project Management
Project Time Management 23
Sample Template for a Letter of Agreement for a Class Project
IT Project Management
Project Time Management 24
Outline for a Final Project Report
IT Project Management
Project Time Management 25
Final Project Documentation Items
IT Project Management
Project Time Management 26
Gantt Chart Template for a Class ProjectIT Project Management
Project Time Management 27
Guidance for Student’s Lessons Learned Report
IT Project Management
Project Time Management 28
Sample Template for a Project Web Site
IT Project Management
Project Time Management 29
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 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
IT Project Management
Project Time Management 30
Using Software to Assist in Project
Communications
There are many software tools to aid in
project communications
Microsoft Project 2000 includes several
features to enhance communications
See page 507
IT Project Management
Project Time Management 31
Microsoft Project Central IT Project Management
Project Time Management 32
Exercise 1 on page 297
Create a stakeholder analysis for project communications,
Assume your organization has a project to determine
employees’ training needs and then provide in-house and
external sources for courses in developing communications
skills for its employees,Stakeholders could be various levels
and types of employees,vendors,the HR Department in
charge of the project,and so on,Determine specific
stakeholders for the project,List at least one type of project
communications for each stakeholder and the format for
disseminating information to each,Use Table 9-1 as an
example
IT Project Management
Project Time Management 33
Reference
Stakeholders Document Name
Document
Format
Contact
Person
Due
Training Manager Weekly Status
Report
E-mail Bobby
Matthews
Start of
week
Project Manager Weekly Status
Report
Hard Copy Brady Lilly Start of
week
HR Management Monthly Status
Report
Hard Copy Chelsea
Homan
1st of
month
Executive
Management
Monthly Status
Report
Hard Copy Nick
Vanderhyde
n
1st of
month
IT Director Monthly Status
Report
Intranet Alexis
Jones
1st of
month
Teaching
Subcontractor
Implementation of
Course Skills
E-mail Lori
Lohman
8/1/03
Training
Subcontractor
Training Plan Hard Copy Karen
Penkar
7/1/03
IT Project Management
Project Time Management 34
Project Communication
Management
IT Project Management
INSTRUCTOR,SHU LIU
HIT SCHOOL OF SOFTWARE
Fall 2005
All rights reserved
Project Time Management 2
Outline
Importance of a good communication
Project Communication Management Process
Communication Planning (沟通计划编制 )
Information Distribution (信息发送 )
Performance Reporting (绩效报告 )
Administrative Closure (管理收尾 )
Suggestions for improving project communications
IT Project Management
Project Time Management 3
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
Project Time Management 4
Communications planning (沟通计划编制 )
determining the information and communications needs
of the stakeholders
Information distribution (信息发送 )
making needed information available in a timely manner
Performance reporting (绩效报告 )
collecting and disseminating performance information
Administrative closure (管理收尾 )
generating,gathering,and disseminating information to
formalize phase or project completion
Project Communications Management Processes
Project Time Management 5
Communications Planning (沟通计划编制 )
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
IT Project Management
Project Time Management 6
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
IT Project Management
Project Time Management 7
Sample Stakeholder Analysis for Project Communications
项目沟通干系人分析举例
St ak e hol de r s D oc um e nt N am e D oc um e nt
F o r m at
C ont ac t P e r s on D ue
C us t o m e r
M a n a ge m e n t
M o n t hl y St a t us
R e po r t
H a r d c o py G a i l Fe l d m a n,
T o ny S i l va
Fi r s t o f m o n t h
C us t o m e r
B us i ne s s St a f f
M o n t hl y St a t us
R e po r t
H a r d c o py J u l i e G r a n t,
J e f f M a r t i n
Fi r s t o f m o n t h
C us t o m e r
T e c hn i c a l St a f f
M o n t hl y St a t us
R e po r t
E - m a il E v a n D o dg e,
N a n c y M i c ha e l s
Fi r s t o f m o n t h
I n t e r n a l
M a n a ge m e n t
M o n t hl y St a t us
R e po r t
H a r d c o py B o b T h o m s o n Fi r s t o f m o n t h
I n t e r n a l
B us i ne s s a n d
T e c hn i c a l St a f f
M o n t hl y St a t us
R e po r t
I n t r a n e t A n g i e L i u Fi r s t o f m o n t h
T r a i ni ng
Sub c o n t r a c tor
T r a i ni ng P l a n H a r d C o py J o n a t h a n K r a u s 11 /1/199 9
So f t w a r e
Sub c o n t r a c tor
So f t w a r e
I m p l e m e n t a t i o n
P l a n
E - m a il B a r b a r a G a t e s 6/1/20 00
Project Time Management 8
Information Distribution (信息发送 )
Getting the right information to the right
people at the right time and in a right 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
IT Project Management
Project Time Management 9
Information Distribution Methods
Telling in public/private
Hard copy
Telephone call
Voice mail
Meeting
Web site
…
IT Project Management
Project Time Management 10
The Impact of the Number of People on Communications Channels
Project Time Management 11
Media Choice Table IT Project Management
Project Time Management 12
Performance Reporting (绩效报告 )
Performance reporting keeps stakeholders informed
about how resources are being used to achieve project
objectives
Status reports （现状报告） describe where the project
stands at a specific point in time
Progress reports （进展报告） describe what the project
team has accomplished during a certain period of time
Project forecasting （项目预报） predicts future project
status and progress based on past information and trends
Status review meetings often include performance reporting
IT Project Management
Project Time Management 13
Administrative Closure
A project or phase of a project requires
closure
Administrative closure produces
project archives(档案 )
formal acceptance
lessons learned
IT Project Management
Project Time Management 14
Suggestions for Improving Project Comm.
Manage conflicts effectively
Develop better communication skills
Run effective meetings
Use templates for project communications
IT Project Management
Project Time Management 15
Manage Conflict
In 1964 Black and Mouton delineated five
basic modes for handling conflicts:
Confrontation (面对 )
Compromise (妥协 )
Smoothing (圆滑 )
Forcing (强制 )
Withdrawal (撤退 )
IT Project Management
Project Time Management 16
Conflict Handling Modes,in Preference Order
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
IT Project Management
Project Time Management 17
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
IT Project Management
Project Time Management 18
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
IT Project Management
Project Time Management 19
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
IT Project Management
Project Time Management 20
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
IT Project Management
Project Time Management 21
Sample Template for a Project DescriptionIT Project Management
Project Time Management 22
Sample Template for a Monthly Progress Report
IT Project Management
Project Time Management 23
Sample Template for a Letter of Agreement for a Class Project
IT Project Management
Project Time Management 24
Outline for a Final Project Report
IT Project Management
Project Time Management 25
Final Project Documentation Items
IT Project Management
Project Time Management 26
Gantt Chart Template for a Class ProjectIT Project Management
Project Time Management 27
Guidance for Student’s Lessons Learned Report
IT Project Management
Project Time Management 28
Sample Template for a Project Web Site
IT Project Management
Project Time Management 29
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 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
IT Project Management
Project Time Management 30
Using Software to Assist in Project
Communications
There are many software tools to aid in
project communications
Microsoft Project 2000 includes several
features to enhance communications
See page 507
IT Project Management
Project Time Management 31
Microsoft Project Central IT Project Management
Project Time Management 32
Exercise 1 on page 297
Create a stakeholder analysis for project communications,
Assume your organization has a project to determine
employees’ training needs and then provide in-house and
external sources for courses in developing communications
skills for its employees,Stakeholders could be various levels
and types of employees,vendors,the HR Department in
charge of the project,and so on,Determine specific
stakeholders for the project,List at least one type of project
communications for each stakeholder and the format for
disseminating information to each,Use Table 9-1 as an
example
IT Project Management
Project Time Management 33
Reference
Stakeholders Document Name
Document
Format
Contact
Person
Due
Training Manager Weekly Status
Report
E-mail Bobby
Matthews
Start of
week
Project Manager Weekly Status
Report
Hard Copy Brady Lilly Start of
week
HR Management Monthly Status
Report
Hard Copy Chelsea
Homan
1st of
month
Executive
Management
Monthly Status
Report
Hard Copy Nick
Vanderhyde
n
1st of
month
IT Director Monthly Status
Report
Intranet Alexis
Jones
1st of
month
Teaching
Subcontractor
Implementation of
Course Skills
E-mail Lori
Lohman
8/1/03
Training
Subcontractor
Training Plan Hard Copy Karen
Penkar
7/1/03
IT Project Management
Project Time Management 34
