Session 8: Project Communications Management Jim Bryant, PMP July - PowerPoint PPT Presentation

Fundamentals of Project Management For the Acting PM Presented by NYS Forum Project Management Workgroup Session 8: Project Communications Management Jim Bryant, PMP July 23, 2019 Project Management Workgroup

PMBOK Project Management Process Groups Monitoring and Initiating Planning Executing Closing Controlling 10.1 Plan 10.2 Manage 10.3 Control Communications Communications Communications Management Project Management Workgroup Presenting Workgroup

What is is Proje ject Communications Management? • Processes necessary to ensure that information needs of the project and its stakeholders are met through development of artifacts and execution of activities designed for effective information exchange • Effective project communication builds a bridge between the Project Manager, project team members, and diverse stakeholders – PMI PMBOK Guide Sixth Edition Project Management Workgroup Presenting Workgroup

Communications Management & S Stakeholder Management • Communications Management (CM) is holistic planning, preparation, and distribution of information throughout the project/phase of project. • Stakeholder Management (SM) incorporates the CM as an input because there will be a planned way to communicate. • SM also updates CM as the understanding of and agreements with other stakeholders. Project Management Workgroup Presenting Workgroup

Im Importance of f Communications Management • PMs spend 80-90% of their time on project communications • In almost every study communication related issues are the most frequent problems a PM has on a project • Anyone have an example of issues raised by poor communication? Project Management Workgroup Presenting Workgroup

Key Concepts • Communication Model – Medium of Communication – Encode – Transmit Message – Decode – Acknowledge – Feedback/Response Project Management Workgroup Presenting Workgroup

Key Concepts Customer, Sponsor, Functional Managers, • Flow of Communications and Team Members Other Project Managers Other Projects The Project Other Stakeholders Project Management Workgroup Presenting Workgroup

Key Concepts • Communication Channels 𝑂 𝑂 – 1 – For N number of people (or Groups) = 2 – Channels are bidirectional Project Management Workgroup Presenting Workgroup

Key Concepts • Communication Methods – Interactive Communication – Push Communication – Pull Communication • Communication Dimensions & Considerations – Written vs. oral vs. non-verbal – Formal vs. informal (word choice) – Internal vs. external Project Management Workgroup Presenting Workgroup

Key Concepts • Communication Technology – The tools, systems, and equipment that are used to transfer different information to the stakeholders of the project – Considerations: • Urgency of the need for information • Availability and reliability of technology • Ease of use • Project environment/culture • Sensitivity and confidentiality of the information Project Management Workgroup Presenting Workgroup

Key Concepts • Trends and Emerging Practices – Inclusion of stakeholders in project reviews, project meetings – Increased use of social computing – Multifaceted approaches to communication – Moving from Communication Plans to Understanding Plans • Spend more time on “Sense & Respond” and less time on “Create Message” Project Management Workgroup Presenting Workgroup

Key Pri rinciples • Analysis of Communication Needs • Planning of the Project Communications – Communications Management Plan • Provides the who, what, when, and how of communication (Sample on next slide) • Additional Considerations: Source, Format/content/level of detail, Release/Approvals, Sensitivities Project Management Workgroup Presenting Workgroup

Key Pri rinciples Vehicle of Project Kickoff Meeting Sponsor Meetings Team Lead Meetings Project Status Reports Communication Mandatory Team Meeting to commence Description 1-1 meetings with project sponsors In person team meeting EPMO Project Status Report project Medium Interactive Presentation Verbal, in person Verbal, in person Paper / Online * Project Initiation to include Team Lead *Check-in to review project status *Check-in to review project status *Report contains key risks, issues, and milestone On-boarding / Training *Advise on/discuss key issues and risks *Report/update task completion updates *Sponsor to make decisions as needed *Raise/discuss issues and risks Scope *Sponsor contracting *Positive reinforcements on major tasks & milestones completed Frequency Once/Pre-Project Start Weekly Weekly Weekly Delivered by Project Sponsor & PM Project Manager Collaborative Project Manager All project team, including key stakeholders Sponsor & any necessary SME Project Team (Team leads & technical Sponsors, Stakeholders, and Team Leads Audience staff) * Resistance to change * Preserve sponsor currency *Keep as short as possible to minimize Frame of * Team members working on multiple impact on workload Reference projects *Introduce Team to the project and set * Keep sponsor updated and informed of key *Encourage cross-pollination of *Measurement tool for determining whether expectations risks and issues without unnecessarily depleting information among team members project is on track sponsor currency *Ensure everyone is hearing the same *Provide key stakeholders insight into key risks Expected Result *Sponsor EMR thing at the same time & issues that are impacting project, & schedule status Project Management Workgroup Presenting Workgroup

Key Pri rinciples • Managing to Plan – Communication Blockers (Manage the resistance!) – Performance Reporting • Schedule Progress • Deliverable Status • Costs Incurred – Interpersonal/team communications Project Management Workgroup Presenting Workgroup

Key Pri rinciples • Monitoring Communications throughout Project Lifecycle – Expert Judgement – Project Management software – Data Representation (SM) – Interpersonal and Team Skills – Meetings Project Management Workgroup Presenting Workgroup

Summary ry • Communication is essential to project success, and affects all areas of a project. • A Communications Management Plan provides a structured approach that can be: – Followed during execution. – Monitored to make sure communication is flowing as planned. – Adjusted as necessary. Project Management Workgroup Presenting Workgroup

Fundamentals of Project Management for the Acting PM Next Session: Risk Management Tuesday August 20, 2019 8:30 – 11:00am The NYS Forum Office 24 Aviation Road, Suite 206, Albany, NY You will receive an email with the registration link for the next session. Registration confirmation is required for each session. Project Management Workgroup

Work rk Group Tim ime! • Develop a Communication Plan for the moving project. • Leverage stakeholders Identified in the last session. • Include (at a minimum): – Vehicle of Communication – Medium – Scope – Frequency – Audience – Expected Results Project Management Workgroup Presenting Workgroup

Jim Bryant, PMP Principal Consultant, NYSTEC 518-281-5575 jbryant@nystec.com Project Management Workgroup