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Project Communication Management

The document outlines the key processes involved in project communications management, including communications planning, information distribution, performance reporting, and administrative closure. It emphasizes the importance of a communications management plan and stakeholder analysis, as well as effective use of technology and communication skills. Additionally, it provides suggestions for improving project communications and highlights the role of software tools in facilitating communication among project teams.

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Ilm 77
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15 views19 pages

Project Communication Management

The document outlines the key processes involved in project communications management, including communications planning, information distribution, performance reporting, and administrative closure. It emphasizes the importance of a communications management plan and stakeholder analysis, as well as effective use of technology and communication skills. Additionally, it provides suggestions for improving project communications and highlights the role of software tools in facilitating communication among project teams.

Uploaded by

Ilm 77
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPT, PDF, TXT or read online on Scribd
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Project Communications

Management
By
Kanchana Wimalasurendre
Senior Lecturer / Head of The Department (QS)
ICBT Kandy Campus

1
Project Communications
Management Processes
• Communications planning: determining the
information and communications needs of the
stakeholders
• Information distribution: making needed
information available in a timely manner
• Performance reporting: collecting and
disseminating performance information
• Administrative closure: generating, gathering,
and disseminating information to formalize phase
or project completion
2
Communications Planning

• 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

3
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

4
Sample Stakeholder Analysis for Project
Communications

5
Information Distribution
• Getting the right information to the right
people at the right time and in a useful 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

6
Table 10-2. Media Choice Table

7
Figure 10-1. The Impact of the Number of
People on Communications Channels

8
Performance Reporting
• Performance reporting keeps stakeholders
informed about how resources are being used to
achieve project objectives
– Status reports describe where the project stands at a
specific point in time
– Progress reports describe what the project team has
accomplished during a certain period of time
– Project forecasting predicts future project status and
progress based on past information and trends
– Status review meetings often include performance
reporting

9
Administrative Closure

• A project or phase of a project requires closure


• Administrative closure produces
– project archives
– lessons learned

10
Suggestions for Improving Project
Communications
• Manage conflicts effectively
• Develop better communication skills
• Run effective meetings
• Use e-mail effectively
• Use templates for project communications

11
Using E-Mail Effectively
• Make sure that e-mail is an appropriate medium for what you
want to communicate
• Be sure to send the e-mail to the right people
• Use meaningful subjects
• Limit the content to one main subject, and be as clear and
concise as possible
• Limit the number and size of attachments
• Delete e-mail you don’t need, and don’t open it if you question
the source
• Make sure your virus software is up to date
• Respond to and file e-mails quickly
• Learn how to use important features

IT Project Management, Third Edition Chapter 10 12


Table 10-3. Sample Template for a
Monthly Progress Report

13
Table 10-4. Sample Template for a Letter
of Agreement for a Class Project

14
Table 10-5. Outline for a Final Project
Report

15
Table 10-6. Final Project Documentation
Items

16
Table 10-8. Sample Template for
a Project Web Site

17
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

18
Using Software to Assist in Project
Communications
• There are many software tools to aid in project
communications
• Today more than 37 percent of people
telecommute or work remotely at least part-time
• Project management software includes new
capabilities to enhance virtual communications
• Project 2002’s enterprise edition includes
features for portfolio management, resource
management, and collaboration

19

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