Session 8: Project Communications Management Jim Bryant, PMP July - - PowerPoint PPT Presentation

Project Management Workgroup

Fundamentals of Project Management For the Acting PM

Presented by

NYS Forum Project Management Workgroup

Session 8: Project Communications Management

Jim Bryant, PMP

July 23, 2019

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PMBOK Project Management Process Groups

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Initiating Planning

10.1 Plan Communications Management

Executing

10.2 Manage Communications

Monitoring and Controlling

10.3 Control Communications

Closing

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What is is Proje ject Communications Management?

• Processes necessary to ensure that

information needs of the project and its stakeholders are met through development

• f artifacts and execution of activities

designed for effective information exchange

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• Effective project communication builds a bridge between the Project

Manager, project team members, and diverse stakeholders – PMI PMBOK Guide Sixth Edition

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Communications Management & S Stakeholder Management

• Communications Management (CM) is holistic planning,

preparation, and distribution of information throughout the project/phase of project.

• Stakeholder Management (SM) incorporates the CM as an input

because there will be a planned way to communicate.

• SM also updates CM as the understanding of and agreements with
• ther stakeholders.

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Im Importance of f Communications Management

• PMs spend 80-90% of their time on project

communications

• In almost every study communication related issues

are the most frequent problems a PM has on a project

• Anyone have an example of issues raised by poor

communication?

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Key Concepts

• Communication Model

– Medium of Communication – Encode – Transmit Message – Decode – Acknowledge – Feedback/Response

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Key Concepts

• Flow of Communications

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The Project

Customer, Sponsor, Functional Managers, and Team Members Other Stakeholders Other Project Managers Other Projects

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Key Concepts

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• Communication Channels

– For N number of people (or Groups) =

𝑂 𝑂 – 1 2

– Channels are bidirectional

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Key Concepts

• Communication Methods

– Interactive Communication – Push Communication – Pull Communication

• Communication Dimensions & Considerations

– Written vs. oral vs. non-verbal – Formal vs. informal (word choice) – Internal vs. external

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Key Concepts

• Communication Technology

– The tools, systems, and equipment that are used to transfer different information to the stakeholders of the project – Considerations:

• Urgency of the need for information
• Availability and reliability of technology
• Ease of use
• Project environment/culture
• Sensitivity and confidentiality of the information

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Key Concepts

• Trends and Emerging Practices

– Inclusion of stakeholders in project reviews, project meetings – Increased use of social computing – Multifaceted approaches to communication – Moving from Communication Plans to Understanding Plans

• Spend more time on “Sense & Respond” and less time
• n “Create Message”

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Key Pri rinciples

• Analysis of Communication Needs
• Planning of the Project Communications

– Communications Management Plan

• Provides the who, what, when, and how of communication (Sample on next

slide)

• Additional Considerations: Source, Format/content/level of detail,

Release/Approvals, Sensitivities

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Key Pri rinciples

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Vehicle of Communication Project Kickoff Meeting Sponsor Meetings Team Lead Meetings Project Status Reports Description

Mandatory Team Meeting to commence project 1-1 meetings with project sponsors In person team meeting EPMO Project Status Report

Medium

Interactive Presentation Verbal, in person Verbal, in person Paper / Online

Scope

* Project Initiation to include Team Lead On-boarding / Training *Check-in to review project status *Advise on/discuss key issues and risks *Sponsor to make decisions as needed *Sponsor contracting *Check-in to review project status *Report/update task completion *Raise/discuss issues and risks *Positive reinforcements on major tasks & milestones completed *Report contains key risks, issues, and milestone updates

Frequency

Once/Pre-Project Start Weekly Weekly Weekly

Delivered by

Project Sponsor & PM Project Manager Collaborative Project Manager

Audience

All project team, including key stakeholders Sponsor & any necessary SME Project Team (Team leads & technical staff) Sponsors, Stakeholders, and Team Leads

Frame of Reference

* Resistance to change * Team members working on multiple projects * Preserve sponsor currency *Keep as short as possible to minimize impact on workload

Expected Result

*Introduce Team to the project and set expectations * Keep sponsor updated and informed of key risks and issues without unnecessarily depleting sponsor currency *Sponsor EMR *Encourage cross-pollination of information among team members *Ensure everyone is hearing the same thing at the same time *Measurement tool for determining whether project is on track *Provide key stakeholders insight into key risks & issues that are impacting project, & schedule status

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Key Pri rinciples

• Managing to Plan

– Communication Blockers (Manage the resistance!) – Performance Reporting

• Schedule Progress
• Deliverable Status
• Costs Incurred

– Interpersonal/team communications

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Key Pri rinciples

• Monitoring Communications throughout Project Lifecycle

– Expert Judgement – Project Management software – Data Representation (SM) – Interpersonal and Team Skills – Meetings

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Summary ry

• Communication is essential to project success, and

affects all areas of a project.

• A Communications Management Plan provides a

structured approach that can be:

– Followed during execution. – Monitored to make sure communication is flowing as planned. – Adjusted as necessary.

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Fundamentals of Project Management for the Acting PM

Next Session:

Risk Management

Tuesday August 20, 2019 8:30 – 11:00am The NYS Forum Office 24 Aviation Road, Suite 206, Albany, NY

You will receive an email with the registration link for the next session. Registration confirmation is required for each session.

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Work rk Group Tim ime!

• Develop a Communication Plan for the moving project.
• Leverage stakeholders Identified in the last session.
• Include (at a minimum):

– Vehicle of Communication – Medium – Scope – Frequency – Audience – Expected Results

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Jim Bryant, PMP Principal Consultant, NYSTEC 518-281-5575 jbryant@nystec.com

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