Communication Management Week 10 Learning Objectives

1
Communication Management Week 10 Learning
Objectives

• You should be able to
• List and describe project communication
  processes, inputs, outputs, and tools
• List and discuss project communication skills and
  methods
• Compare methods of information distribution
• Explain the ways that IT can be used to
  facilitate project communication
• Explain the purposes of Administrative Closure
• Discuss the relationship between project
  communication, project memory, and groupware

2
Project Communication

• Generation
• Collection
• Dissemination
• Storage
• Disposition

• Of Project Information

Getting the right information to the right people
at the right time in the right format
3
Communication Processes

• Planning
• determining info. needs of stakeholders
• who, what, when, how
• Information Distribution
• getting needed info. to stakeholders
• Performance Reporting
• collecting, disseminating status reports
• Administrative Closure
• formalize project completion

4
Communication Planning Processes Inputs

• Requirements of stakeholders
• varying types, formats
• use stakeholder analysis (tool) to identify
• Communication technologies
• immediacy of need for information
• availability of technology
• expected staffing
• length of project
• Constraints and assumptions

5
Communication Planning Outputs

• Communication Management Plan
• collection and storage methods
• distribution structure what, who, when, how
• description of information
• format, content, level of detail, definitions
• production schedules for info.
• information access methods and controls
• change process for updating the plan
• stakeholder analysis

6
Challenges to Communication Planning

• Assumption that existing channels adequate
• May need separate section of WBS for
  communication activities
• Coordination of communication across projects
• Consistent format across projects
• use standard templates

7
Information Distribution

• Inputs
• work results
• communication management plan
• project plan
• Outputs project records to stakeholders
• Tools
• communication skills
• retrieval and distribution systems
• technology

8
Communication Knowledge and Skills

• Appropriate media choice
• memo, phone, voice mail, e-mail, FTF
• Formal vs. informal stakeholder preferences
• Oral vs. written communication
• Importance of relationship-building
• Writing style
• technical writing clear, concise, audience(s)
• Presentation styles
• Personality types - awareness of differences

9
Meetings

• Status review meetings
• Short, frequent, maybe stand-up
• Highlights of written reports
• Foster accountability for results, empowerment
• team-building

• Better Meetings
• avoidance?
• agenda and purpose intended outcome
• participants and their preparation
• set ground rules, review purpose
• surface and resolve conflicts

10
Conflict Management

• Win-Lose
• Forcing
• imposed by Management

• Win-Win
• Confrontation
• Compromise

• Lose-Lose
• Smoothing
• Withdrawal

11
Performance Reporting

• Status of project
• Progress toward completion
• Forecasting future status and progress
• Scope, schedule, cost, quality, risk
• Inputs
• project plan, work results
• Outputs
• performance reports, change requests

12
Performance Reporting Tools

• Performance reviews
• Variance analysis
• Trend analysis
• Earned value analysis
• most commonly used
• integrates scope, cost, and schedule
• Information distribution tools, methods, systems

13
Administrative Closure

• Inputs
• documentation of performance measurement
• documentation of project products

• Outputs
• project archives
• formal acceptance
• lessons learned
• reflective statements
• causes of variance
• why corrective actions taken

14
Administrative Closure

• Verify and document project results
• Formalize client acceptance of outcomes
• Collection of project records
• Analysis of success and effectiveness
• Archiving information for future use
• project memory
• gt organizational learning
• Tools performance reporting system

15
Project Memory

• Stored, integrated project records
• Facilitates retrieval and reuse
• Project data
• Documents (reports, e-mails, spreadsheets)
• Events (meetings, decisions, milestones)
• Contexts
• Rationales for decisions
• Processes
• Subset of organizational memory

16
Role of technologyGroupware

• Computer-augmented teamwork
• IT that supports groups and teamwork
• User is business team, not individual
• Supports team (project) processes
• Need support for distributed teams
• Built on existing network infrastructures
• Storage and retrieval of project memory
• Integrate e-mail, document database, Intranet
  interface

17
3 Types of GW/PM Tools
Collaboration (Document sharing)
Communication (Meetings,e-mail, etc.)
Coordination (Scheduling, resources)
18
TIME
Different
Same
GDSS
Team Room Project Office
Same
EMS
PLACE
Anytime/ Any place
WWW Lotus Notes
Conference calls Videoteleconf.
Different
WWW