Download LECTURE 19

Advanced Project Management
Project Communications
Management
Ghazala Amin
Project Communications
Management
• Reference study materials
– A guide to the Project Management Body of
Knowledge (PMBOK Guide), Chapter 10
– Study notes
– Dr. Harold Kerzner’s book
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Why Communication?
• 75-90% of Project Manager’s time is involved
in communication ......
• Communication Management incorporates all
the processes required to ensure timely and
appropriate development, collection,
dissemination, storage and disposition of
project information.
Project Manager spends a considerable amount of time communicating and interacting with
project stakeholders.
Project Managers should keep project priorities clear during all these interactions and
meetings.
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Breakdown of Communication
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PMBOK Area: Communications Management
Project Communications Management
includes the processes needed to ensure
timely and appropriate generation, collection,
dissemination, storage, and ultimate
disposition of project information.
Considered the “life-blood” of a project,
communication is often a challenging
undertaking and difficulties in (or a total
breakdown of) communication can severely
impede a project.
Processes covered under Project
Communication Management are
communications planning, identify
stakeholder, information distribution,
performance reporting, and stakeholder
management.
PMBOK Communication Processes
• Project Communication Management processes
(per PMBOK)
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–
–
–
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Identify Stakeholders
Plan Communications
Information Distribution
Manage Stakeholder Expectations
Performance Reporting
Process Groups
Initiation
Planning
Execution
Control
Closing
Knowledge Areas
Information
Distribution
Communication
Management
Identify
Stakeholders
Plan
Communicatio
ns
Manage Stakeholder
expectation
Performance
Reporting
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Stakeholder Identification
• Project Stakeholders are;
– Individuals directly involved in project deliverables or
– Part of the project organization responsible for the project
or
– Individuals that are positively or negatively affected by the
project
• Project Stakeholders include;
–
–
–
–
–
–
Project Manager
Project Team Members
Customer
Performing organization
Sponsor
End Users ……
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Communications Planning
• Involves determining the information and
communications needs of the stakeholders:
• who needs what information, when they will
need it and how will it be given to them, and by
whom.
The majority of communications planning is usually done in the early phases of the project;
however, the process results should be regularly reviewed and revised as appropriate.
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Communications Planning
• Communications Requirements
– Relationship responsibilities between project
organization and stakeholders
– Disciplines, departments, and specialties
involved in the project
– How many individuals involved, where and when
– External communication needs e.g.
Communication with the media
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Communications Planning
• Communication Channels
– Upward communication to management
– Lateral communication to friends, social groups
and both formal and informal groups
– Lateral communication to peers, other functional
groups and customers
– Downward communication to subordinates and
project office personnel
Channel is the medium by which information is transmitted.
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Communication Channels
Top
Management
Line Managers
Other Projects
Vendors
Project
Manager
Project Team
Members
The
Customer
Regulators
Links -TBD
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Communications Planning
• Communication Channel
– As the number of people involved in the
communication increases the number of
communication channels increases
geometrically.
– Mathematically
# Channels = (n(n-1)/2), where n is the number of
people
Channel is the medium by which information is transmitted.
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Communications Planning
• Communication Channel Complexities
# Channels = (n(n-1)/2), where n is the number of people
2 people:
# Channels = 1
4 people:
# Channels = 6
6 people:
# Channels = 15……
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Communications Planning
• Communication Channel Complexities
# Channels = (n(n-1)/2), where n is the number of people
We have a three member team during the planning phase. Two
more people are added during the execution phase.
Planning phase - # Channels = 3
Execution Phase - # Channels = 10
# of channels added = 7
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Total Communications Process
Message is the Sensory data that is encoded by the communicator
(sender) and decoded by the receiver (recipient).
Region of
Experience for
Receiver
Source Encoder
Personality Screen
Message
Region of
Experience for
Source
Decoder Receiver
Perception Screen
Feedback
Perception Screen
Personality Screen
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Communications Filtering
• Occurs when a large portion of the message is lost
from the sender to the receiver.
• Generally caused by problems of language, culture,
semantics, knowledge base, etc.
• Filtering can be deliberate and positive as in the
case of upward communications where the
subordinate “filters” information that the superior
does not need or want to know.
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Communications Technology
Personal
Electronic
Written
Computeraided
Visit
Telephone
Memo
E-mail
Meeting
Voice mail
Letter
Internet/intranet
Teleconference Report
GroupWare
Cellular phone
Fax
Pager
Transmittal
Speed memo
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