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CHAPTER 10: PROJECT COMMUNICATIONS MANAGEMENT - Coggle Diagram
CHAPTER 10: PROJECT
COMMUNICATIONS MANAGEMENT
IMPROVING PROJECT COMMUNICATIONS
-Develop better communication skills
-Run effective meetings
-Use e-mail and other technologies effectively
-Use templates for project communications
DEVELOPING BETTER COMMUNICATION
SKILLS
-Most companies spend a lot of money on technical training for their employees, even when employees might benefit more from communications training
-Individual employees are also more likely to enroll voluntarily in classes to learn the latest technology than in classes that develop soft skills
-As organizations become more global, they realize they must invest in ways to improve communication with people from different countries and cultures
-It takes leadership to improve communication
OTHER COMMUNICATION CONSIDERATIONS
-Rarely does the receiver interpret a message exactly as the sender intended
-Geographic location and cultural background affect the complexity of project communications
Different working hours
Language barriers
Different cultural norms
PERSONAL PREFERENCES AFFECT
COMMUNICATION NEEDS
-Introverts like more private communications, while extroverts like to discuss things in public
-Intuitive people like to understand the big picture, while sensing people need step-by-step details
-Thinkers want to know the logic behind decisions, while feeling people want to know how something affects them personally
-Judging people are driven to meet deadlines while perceiving people need more help in developing and following plans
UNDERSTANDING GROUP & INDIVIDUAL
COMMUNICATION NEEDS
-People are not interchangeable parts
-As illustrated in Brooks’ book The Mythical Man Month, you cannot assume that a task originally scheduled to take two months of one person’s time can be done in one month by two people
-Nine women cannot produce a baby in one month!
MANAGING COMMUNICATIONS
-Managing communications is 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 is just as important as developing the information in the first place
-Important considerations include the use of technology, the appropriate methods and media to use, and performance reporting
USING TECHNOLOGY TO ENHANCE CREATION
& DISTRIBUTION
-Technology can facilitate the process of creating and distributing information, when used properly
-It is important to select the appropriate communication method and media
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
PROJECT COMMUNICATIONS MANAGEMENT
PROCESSES
Planning communications management:
Determining the information and communications needs of the stakeholders
Managing communications:
Creating, distributing, storing, retrieving, and disposing of project communications based on the communications management plan
Controlling communications:
Monitoring and controlling project communications to ensure that stakeholder communication needs are met
IMPORTANCE OF GOOD COMMUNICATIONS
-The 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