Project Communication Management

1. Project Communication Management Training PM Semarang, 16-17 Juni 2008

2. Contents Communication Planning 1 Information Distribution 2 Performance Reporting 3 Manage Stakeholder 4 To become a new and innovative energy company

3. To become a new and innovative energy company

4. PROJECT COMMUNICATION MANAGEMENT To become a new and innovative energy company

5. 10.1 Communication Planning Determining the information and communications needs of the project stakeholders To become a new and innovative energy company

6. Stakeholder analysis • Definition of Stakeholders • Define the stakeholders • Essence: Information needed by them, and what sources to meet the needs • Remember: • Communication skill is mostly needed by PM • PM’s time to communicating:90% • PM role in communication: to control changes, miscommunication, • unclear direction, scope creep • Expeditor mostly deal with communication (rather than problem solving) To become a new and innovative energy company

7. Communication Management Plan • The plan includes: • What information needs to be collected and when • Who will receive the information • Methods use to gather and store information • Limits on who may give direction and to whom • Reporting relationship • Listing of contact information for all stakeholders • Schedule of distribution of each type of communication • Method for updating and refining the communication management plan To become a new and innovative energy company

8. To become a new and innovative energy company

9. Communication Requirement Analysis • Organization Charts • Project organization and stakeholder responsibility relationship • Disciplines, departments, and specialties involved in the project • Logistics of how many persons will be involved with the project and which locations • Internal information needs (e.g., communicating across organizations) • External information needs (e.g., communicating with the media or contractors) • Stakeholder information To become a new and innovative energy company

10. Establishing Standards and Procedures for : • Stakeholder communication requirements • Information to be communicated, including format, level of detail • Person responsible for communicating the information • Person or groups who will receive the information • Methods or technologies used to convey the information, such as memoranda, e-mail, and/or press releases • Frequency or communication, such as weekly, monthly • Escalating process-identifying time frames and the management chain (names) for escalation of issues that cannot be resolved at a lower staff level • Method for updating and refining the communication management plan as the project progresses and develops • Glossary of common technology To become a new and innovative energy company

11. Communication Management Plan include : • Communications items. The information that will be distributed to stakeholder • Purpose. The reason for the distribution of that information • Frequency. How often that information will be distributed • Start/End dates. The time frame for the distribution of the information • Format/medium. The lay out of the information and the method of transmission • Responsibility. The team member chargedwith distribution of information To become a new and innovative energy company

12. 10.2 Information Distribution Making needed information available to project stakeholders in the timely manner To become a new and innovative energy company

13. Communication Model • A circle of three parts: sender, message, receiver • Communication terms: • Non verbal: (incl. physical mannerism) 55% of all communication are non verbal • Para lingual: pitch and tone of your voice • Active listening: receiver confirms, confirms agreement, asks for clarification • Effective Listening: watching the speaker to pick up physical gesture, thinking about to say to respond, asking question, repeating & providing feedback • Feedback:”do you understand what I have explained?’ usually asked by sender To become a new and innovative energy company

14. Communication Dimensions • Written & Oral, Listening & Speaking • Internal (within the project) & External (customer, media, public) • Formal (reports, briefings) & Informal (memos, ad hoc conversation) • Vertical (up & down the organization) & Horizontal (with peers) To become a new and innovative energy company

15. Information Distribution Methods • Project Meetings, Hardcopy Document, Manual filing System, Shared-access Database • Electronic Communication & Conferencing Tools, e.g. ; e-mail, fax, phone, etc • Electronic Tools for Project Management e.g. : PM Software, portals, etc To become a new and innovative energy company

16. Lessons Learned • Update of the lessons learned knowledge base • Input to knowledge management system • Updated corporate policies, procedures, & processes • Improved business skills • Overall product & service improvements • Update to risk management plan To become a new and innovative energy company

17. Communication Barriers • Noise • Distance • Improper encoding of messages • Saying “that is bad idea” • Hostility • Language • Culture To become a new and innovative energy company

18. Communication Channel • Formula: (Nx(N-1))/2 • N = number of people • Example: • As project manager you have 3 stakeholders. A new stakeholder has been added. How many more channels of communication? • Answer: previous 6, become 10, means need more 4 channels To become a new and innovative energy company

19. 10.3 Performance Reporting Collecting and distributing performance information. This include status reporting, progress measurement and forecasting To become a new and innovative energy company

20. Performance Reporting • The information include: scope, schedule, cost, quality, risks and procurement • Status reporting: • Where the project stand • Actual vs plan: ahead, behind, on time/budget • Progress Report • What have accomplished • Percent completed, deliverables completed • Forecasting • Predicting future project status and progress To become a new and innovative energy company

21. Tools • Variances Analysis • Comparing actual project results to planned results • Trend Analysis • Examining project result over time to determine if performance is improving or deteriorating • Earned Value Analyisis • See cost management To become a new and innovative energy company

22. Performance Report Principal Of Effective Presentation • How much achieved • What have been done PROGRESS • How is the progress compare to baseline plan? STATUS • Estimate at Completion vs current budget • Estimate Completion Date vs organizational • completion date FORECAST PROBLEM To become a new and innovative energy company

23. 10.4 Manage stakeholders Managing communication to satisfy the requirements of and resolve issues with project stakeholders To become a new and innovative energy company

24. SUMMARY • Communication vs Information • What kinds of ‘noise’ in communication processes may result perceptual differences between one party to another ? • Classify communication dimensions may be used in project ! • What items should be included in communication management plan ? • What kind of information should be presented in performance report presentation ? To become a new and innovative energy company

25. Thank You ! Arisman Indrawan SH, MT, PMP