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Chapter 10 : Project Communications Management - Coggle Diagram
Chapter 10 : Project Communications Management
Importance of Good Communications
Greatest threat to many projects is a failure to communicate
Our culture does not portray IT professionals as being good communicators
Research shows that IT professionals must be able to communicate effectively to succeed in their positions
Strong verbal and non-technical skills are a key factor in career advancement for IT professionals
Project Communications Management Processes
Planning communications management
Managing communications
Controlling communications
Keys to Good Communications
Project managers say that they spend 90% of their time communicating
Need to concentrate on individual and group communication needs
Use formal and informal communications methods
Set the stage for communicating bad news
Encouraging More Face-to-Face Interactions
Short, regular meetings in IT projects are often very effective
Standing meetings force people to concentrate on what they need to communicate.
Some companies have policies that prevent email use between hours or even whole days of the week.
Planning Communications Management
The communication management plan is based on project needs, but a written plan of some kind must always be prepared.
The communications management plan can be part of the team contract for small projects.
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
Managing communications is a large part of a project manager’s job
Getting the right project information at the right time and in a useful format is as important as first and foremost developing the information.
The use of technology, the appropriate methods and media for use and the performance reporting are important considerations.
Classifications for Communication Methods
Interactive communication
Push communication
Pull communication
Reporting Performance
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
Forecasts
predict future project status and progress based on past information and trends
Controlling Communications
The primary goal of communications control is to ensure optimal data flow throughout the life of the project
In order to assess how well communications work the project manager and project team should use its various reporting systems, expert judgments, and meetings.
Sample Collaborative Tools
A '
SharePoint portal
' enables users to create personalized web sites to access shared devices' documents and applications
"
Google Docs
" enables users to create, share and edit online documents, tablets and submissions.
A "
wiki
" is a Web site designed to enable anyone who accesses it to contribute or modify Web page content
Project Archives
It is also important to organize and prepare project archives
Project archives are a complete set of organized project records that provide an accurate history of the project
These archives can provide valuable information for future projects as well
Project Web Sites
Many project teams create a project Web site to store important product documents and other information
Can create the site using various types of software, such as enterprise project management software