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Project Communications Management - Coggle Diagram
Project Communications Management
Importance
to succeed in IT professional positions
a key factor in career advancement for IT professionals
Processes
Managing communications
Controlling communications
Planning communications management
Keys to Good Communications
Focus on the needs of both groups and individuals in terms of communication
Use both formal and informal communication methods.
Distribute critical information in a timely and effective manner.
Don’t be afraid to report bad information
Oral communication via meetings and informal talks helps bring important information
Don’t bury crucial information
Set the tone for delivering unpleasant news.
Determining the number of communications channels
Number of communications channels = n(n-1) / 2, where n is the number of people involved
Face-to-face Communications
tone of voice and body language
Short, frequent meetings are often very effective in IT projects
Stand-up meetings force people to focus on what they really need to communicate
Planning Communications Management
varies with the needs of the project
some type of written plan should always be prepared
For small projects, the communications management plan can be part of the team contract
For large projects, it should be a separate document
Communications Management Plan Contents
Stakeholder communications requirements
Information to be communicated, including format, content, and level of detail
Who will receive the information and who will produce it
Suggested methods or technologies for conveying the information
Frequency of communication
Escalation procedures for resolving issues
Revision procedures for updating the communications management plan
A glossary of common terminology
Managing Communications
a large part of a project manager’s job
Getting project information to the right people at the right time and in a useful format
Important considerations include the use of technology, the appropriate methods and media to use, and performance reporting
Classifications for Communication Methods
Push communication - information is sent without request
Pull communication - information is sent when requested
Interactive communication - 2 or more poeple
Reporting Performance
Progress reports - describe what the project team has accomplished during a certain period of time
Forecasts - predict future project status and progress based on past data
Status reports - describe where the project stands at a specific point in time
Improving Project Communications
Develop better communication skills
Run effective meetings
Determine if a meeting can be avoided
Define the purpose and intended outcome of the meeting
Determine who should attend the meeting
Use e-mail and other technologies effectively
Be sure to send information to the right people
Use meaningful subject lines and limit the content of emails to one main subject, be as clear and concise as possible
Be sure to authorize the right people to share and edit your collaborative documents
Use templates for project communications
Using Software to Assist in Project Communications
Project management software includes new capabilities to enhance virtual communications
Lessons Learned Reports
A reflective statement that documents important things an individual learned from working on the project
combines information from all of the lessons-learned reports into a project summary report
Project Archives
a complete set of organized project records that provide an accurate history of the project
provide valuable information for future projects
Project Web Sites
store important product documents and other information
create the site using various types of software