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Project Management Communications
Overview
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Today’s Presenter – Bruce Taylor
Bruce Taylor is an expert in the field of project management with more than 40 years in project
management. Bruce regularly provides professional assistance to top management and has
accumulated impressive experience in developing project scheduling and cost control systems
continuously throughout his career. He was responsible for the scheduling and resource leveling
of many huge North Sea oil platforms, including Thistle and Brent B & C, each worth approx. $5
billion.
Bruce has conducted many project management classes and seminars throughout the United
States, Canada, Europe, Japan, Australia, South America and the Near and Far East.
Contact Bruce at [email protected] or at http://projectcommunicaton.org
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Today’s Presenter – Bill Dow, PMP
Bill Dow is a published author, PMP Certified Project Management Professional, with
more than 20 years in Information Technology, specializing in software development
and project management. Bill has a strong passion for Project Management, Project
Management Offices and Software Development Lifecycle Methodologies. Bill has a
strong methodology background, been very successful in every company he has
worked for in ensuring the projects methodologies matches the project while still
guaranteeing the highest of quality for the customer.
Contact Bill at [email protected] or at http://projectcommunicaton.org
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INTRODUCING PROJECT
COMMUNICATIONS
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Houston, we have a problem….
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Those words really got our
attention…
What type of problem do you think
they had?
What would you do?
How do you handle your project problems?
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The ONLY
WAY to solve project problems is by
best way
communicating……
There is no other way……
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28% of projects fail due to poor
communications
28
Other Reasons for
Failure
72
Results based on a Jan 2007 poll of 1,007 respondents
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Project
Communications
Failures
(PMI Net July 2007 page 19)
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That’s 1 out of 4 projects fail due to poor
communications.
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What would you do if you had the
one project that was failing?
That’s why we are here today!
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Today’s Topic’s
Top Reasons
Projects Fail
Introducing
Project
Communications
How to succeed
at project
communications
Top Project
Communications
Tools
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TOP REASONS PROJECT’S FAIL….
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Top reasons why projects fail
1. Poor Communication
Survey Results
Our Opinion
28.0%
56%
65.8%
44%
2.
Insufficient resource planning
18.0%
2%
16%
3.
Unrealistic schedules
13.2 %
1.2%
12%
4.
Poor project requirements
9.8%
0%
5.
Lack of stakeholders buy-in
6.7%
6.
Undefined success/closure criteria
5.2%
7.
Unrealistic budgets
4.8%
8.
Insufficient or no risk planning
4.4%
9.
Lack of control/change process
4.3%
Results based on a Jan 2007 poll of 1,007 respondents
(PMI Net July 2007 page 19)
Results based on a Jan 2007 poll of 1,007 respondents
(PMI Net July 2007 page 19)
Top reasons why projects fail
1. Poor Communication
Survey Results
Our Opinion
28.0%
85.1%
2.
Insufficient resource planning
2%
16%
3.
Unrealistic schedules
1.2%
12%
4.
Poor project requirements
0%
9.8%
5.
Lack of stakeholders buy-in
3.7%
3.0%
6.
Undefined success/closure criteria
0%
5.2%
7.
Unrealistic budgets
2.4%
2.4%
8.
Insufficient or no risk planning
0%
4.4%
9.
Lack of control/change process
0%
4.3%
Results based on a Jan 2007 poll of 1,007 respondents
(PMI Net July 2007 page 19)
Results based on a Jan 2007 poll of 1,007 respondents
(PMI Net July 2007 page 19)
We believe it is 85.1% of why project’s fail is
due to poor communications…..
Original Survey Results
Based on our professional Opinion!
15
Other Reasons
for Failure
28
72
Project
Communication
s Failures
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Other Reasons for
Failure
Project
Communications
Failures
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Let’s discuss the top reason….
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# 1 Reason – No or Poor Communications
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Poor Communications is like being lost in space!
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Today’s Topic’s
Top Reasons
Projects Fail
Introducing
Project
Communications
How to succeed
at project
communications
Top Project
Communications
Tools
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Introducing Project Communications
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Core Concepts of Project Communications
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Communication Planning
Project Communication Rhythm
• Who, what, where, when and how to communicate project information.
Who, what, where, when and how
Communication Links
Ensuring there is a regular cadence for communicating
project information
Stakeholder Risk Tolerance
# of People receiving the message
How much risk will customer be willing to take?
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Communication Planning
“Develop a project Communication Plan for every project”
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Communication Planning – Key Points
Planning your project communications is going to be one of the most
important aspects of managing your project.
Understanding what and how you want to communicate your project
information at the beginning of the project is critical.
Understanding of how your customer wants their information delivered to
them is essential and very important to understand.
Continually following-up on your project communications. (Trust but
Verify!)
Recommended tools for project managers:
1.
2.
3.
Communication Management Plan
Communication Requirements Matrix
Role Report Matrix
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Communication Management Plan
Section #
Section 1
Section 2
Section 3
Section 4
Section 5
Section 6
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Description
Project Communication Plan
Project Organization Chart
Project Communication Requirements Matrix
People Report Matrix
Timeframe
Lessons Learned
Communication Requirements Matrix
Team Member/Tool
Project Manager
Project Manager
Stakeholder
/Customer(Internal)
Team Members
Communicates
project status, risks,
budget, and ongoing
project information
Receives and
communicates project
information
Stakeholder
Feedback/Issues/Concerns
/Customer(Internal)
Team Members
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Updated project information
Project Specific details
Specific project
details where
applicable
ROLE REPORT MATRIX
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People (Who
receive what
Report)
Name
On Demand
CEO/CFO
John Smith
Status & Cost
Reports
Owner
Peter Adams
Status & Cost
Reports
Stakeholder
Mark Taylor
Stakeholder Report
Risk Manager
Bruce Jones
Risk Report
Media
ABC News
Media Report
Weekly
Monthly
Variance Report
Status Reports
Status Reports
Status Reports
Note: Focus on Timing of Report and who is getting what Report.
Project Communication Rhythm
How often do you send information?
What meeting cadence do use?
How much volume is being sent or received?
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Project Calendar - Example
Monday
Thursday
Friday
Customer
Status Meeting,
Finalize Status
Information
Submit Final
Status Report
Prepare Status
Material
Team Meeting,
gather
information for
Status Report
Customer
Status Meeting,
Finalize Status
Information
Submit Final
Status Report
Prepare Status
Material
Customer
Team Meeting,
Status Meeting,
gather
Prepare Monthly
Finalize Status
information for
Newsletter
Information
Status Report
Submit Final
Status Report
Prepare Status
Material
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Tuesday
Team Meeting,
gather
information for
Status Report
Wednesday
Communication Links
Number of
Links = n(n-1)/2
50 Emails =
1200 Links
 It is critical to understand when crafting your messages,
that you are speaking to a much larger audience then you
would ever anticipate.
 Ensure messages are clear and to the point, or they will be
“lost” as they are repeated from person to person.
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Stakeholder Risk Tolerance
Tolerance Levels:
 High
 Medium
 Low
• High – Will allow a high level of risk to occur on their project.
• Medium - Will allow a medium level of risk to occur on their project.
• Low - Will not allow much risk at all to occur on the project.
How much risk will your stakeholder
be comfortable with?
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Today’s Topic’s
Top Reasons
Projects Fail
Introducing
Project
Communications
How to succeed
at project
communications
Top Project
Communications
Tools
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HOW TO SUCCEED AT PROJECT
COMMUNICATIONS?
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Common Communication Problems
• Who, what, where, when and how to communicate project information.
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Common Communication Problems
Fail to
communicate
effectively
Failure to
capture
customer’s
communication
requirements
Failure to
believe project
communications
is a high priority
Failure to create
Communication
plans
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How can you be Successful?
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Success in Project Communications
Making sure
everyone
understands
the message
Establishing a
Project Rhythm
Ensuring your
communications
results in Actions
Customer
Satisfaction
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Today’s Topic’s
Top Reasons
Projects Fail
Introducing
Project
Communications
How to succeed
at project
communications
Top Project
Communications
Tools
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TOP PROJECT COMMUNICATION TOOLS
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Project Communications Tools….
What tools do you use?
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Knowledge Breakdown Tools Chart
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Lifecycle Process Tools Breakdown Chart
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COMMON COMMUNICATION TOOLS
MINIMUM TOOLS FOR EVERY PROJECT:
 Budget Spreadsheet
 Customer Requirements
 Daily Progress Reports
 Design Specifications
 E-mail Tool
 Estimating Tool
 Formal Acceptance Document
 Gantt Chart
 Human Resource Plan
 Instant Messaging
Project Calendar
 Project Meeting Minutes
 Project Milestone List
 Project Schedule
 Project Status Meetings
 Project Status Report
 System Requirements/Design Drawings
 Team Charter
 User Acceptance Document
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Today’s Topic’s
Top Reasons
Projects Fail
Introducing
Project
Communications
How to succeed
at project
communications
Top Project
Communications
Tools
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Where do I get help?
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Project Management Communications Bible
• Part 1
– Introduction Project Communications Concepts
– Planning Project Communications
• Part 2
– Communication Tools Broken Down by the 9 PMI
Knowledge Areas
• Part 3
– Communication Tools Broken Down by the 5 Life
Cycle Processes Copyright © 2008
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http://projectcommunication.org
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Mission Accomplished!!
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Questions…..
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