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Effective Communication: The Key to Project Success

Effective Communication: The Key to Project Success. Professor John Beckford, Ph.D, MMS, F.Cyb.S Integra Management Systems Teasel Performance Management Communigram SA, Strasbourg Loughborough University, Dept of Information Science Project Challenge, Olympia, September 2008. Overview.

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Effective Communication: The Key to Project Success

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  1. Effective Communication:The Key to Project Success Professor John Beckford, Ph.D, MMS, F.Cyb.S Integra Management Systems Teasel Performance Management Communigram SA, Strasbourg Loughborough University, Dept of Information Science Project Challenge, Olympia, September 2008

  2. Overview • Why does Communication matter? • Considering Methods • Managing Meaning • Communicating for closure

  3. Introduction • Theme of the last three years has been Information

  4. Introduction • Theme of the last three years has been Information • Evaluated the need for better information • Considered the value of information • Thought about information for change

  5. Introduction • Theme of the last three years has been Information • Evaluated the need for better information • As opposed to better technology • Considered the value of information • Understanding the business impact • Thought about information for change • Realising the value of information

  6. Introduction • Theme of the last three years has been Information • Evaluated the need for better information • Considered the value of information • Thought about information for change • Today • How we can ENSURE that Information is Communicated • How we can KNOW that communication has taken place

  7. Introduction • Why does communication matter?

  8. Introduction • Why does communication matter? • Assertion: • Projects fail more often through inadequate communication (of all types) than for any other reason

  9. Introduction • Why does communication matter? • Assertion: • Projects fail more often through inadequate communication (of all types) than for any other reason • We meet, write plans, memos, emails, texts and reports – but how much do we really communicate?

  10. Introduction • Why does communication matter? • Assertion: • Projects fail more often through inadequate communication (of all types) than for any other reason • Question: • How well do you REALLY communicate with the person you know best?

  11. Introduction • Why does communication matter? • Assertion: • Projects fail more often through inadequate communication (of all types) than for any other reason • Rationale: • If we don’t communicate we don’t have control

  12. Introduction • Why does communication matter? • Assertion: • Projects fail more often through inadequate communication (of all types) than for any other reason • Rationale: • If we don’t communicate we don’t have control • If we don’t have control we WILL fail

  13. Considering Methods:Strengths & Weaknesses

  14. Considering Methods:Strengths & Weaknesses • Business Cases & Business Plans • Project Plans • Emails, Memos, Notes • RAG Reports • Meeting Minutes • Phone • Face to Face

  15. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him

  16. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him • Being religious, he asks God to rescue him

  17. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him • Being religious, he asks God to rescue him • After an hour a lifeboat appears

  18. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him • Being religious, he asks God to rescue him • After an hour a lifeboat appears • ‘Need any help?’

  19. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him • Being religious, he asks God to rescue him • After an hour a lifeboat appears • ‘Need any help?’ • ‘No thanks, God will provide’

  20. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him • Being religious, he asks God to rescue him • After an hour a lifeboat appears • ‘Need any help?’ • ‘No thanks, God will provide’ • Another hour, another lifeboat – same conversation

  21. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him • Being religious, he asks God to rescue him • After an hour a lifeboat appears • ‘Need any help?’ • ‘No thanks, God will provide’ • Another hour, another lifeboat – same conversation • Another hour, a helicopter – same conversation

  22. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him • Being religious, he asks God to rescue him • After an hour a lifeboat appears • ‘Need any help?’ • ‘No thanks, God will provide’ • Another hour, another lifeboat – same conversation • Another hour, a helicopter – same conversation • Another hour: ‘Lord, why hast thou forsaken me?’

  23. Considering Methods:Strengths & Weaknesses • A man is sitting on his roof while flood waters rise around him • Being religious, he asks God to rescue him • After an hour a lifeboat appears • ‘Need any help?’ • ‘No thanks, God will provide’ • Another hour, another lifeboat – same conversation • Another hour, a helicopter – same conversation • Another hour: ‘Lord, why hast thou forsaken me?’ • Voice from on high: ‘Forsaken you? I sent you two lifeboats and a helicopter – what more do you want?’

  24. Considering Methods:Strengths & Weaknesses • We don’t always communicate in the way that OTHERS expect • Others don’t always communicate in the way WE expect

  25. Considering Methods:Strengths & Weaknesses • Business Cases & Business Plans

  26. Considering Methods:Strengths & Weaknesses • Business Cases & Business Plans • Sales documents written by people who don’t understand the solution

  27. Considering Methods:Strengths & Weaknesses • Business Cases & Business Plans • Sales documents written by people who don’t understand the solution • For Decision Makers who don’t understand the question

  28. Considering Methods:Strengths & Weaknesses • Business Cases & Business Plans • Sales documents written by people who don’t understand the solution • For Decision Makers who don’t understand the question • According to rules written by people who don’t understand the business

  29. Considering Methods:Strengths & Weaknesses • Business Cases & Business Plans • Sales documents written by people who don’t understand the solution • For Decision Makers who don’t understand the question • According to rules written by people who don’t understand the business • What is the PURPOSE of the document? • What CONSTRAINS its content?

  30. Considering Methods:Strengths & Weaknesses • Example: • Definition of a camel?

  31. Considering Methods:Strengths & Weaknesses • Example: • Definition of a camel? • A horse designed by a committee!

  32. Considering Methods:Strengths & Weaknesses • Project Plans

  33. Considering Methods:Strengths & Weaknesses • Project Plans • Proposals for delivering the solution to the question that wasn’t understood within the rules that reduce its likelihood of success

  34. Considering Methods:Strengths & Weaknesses • Project Plans • Proposals for delivering the solution to the question that wasn’t understood within the rules that reduce its likelihood of success • Written by people who weren’t party to the original idea

  35. Considering Methods:Strengths & Weaknesses • Project Plans • Proposals for delivering the solution to the question that wasn’t understood within the rules that reduce its likelihood of success • Written by people who weren’t party to the original idea • Constrained by the organisational ‘realities’

  36. Considering Methods:Strengths & Weaknesses • Project Plans • Proposals for delivering the solution to the question that wasn’t understood within the rules that reduce its likelihood of success • Written by people who weren’t party to the original idea • Constrained by the organisational ‘realities’ • Budgets, resources, competences of ‘real’ people

  37. Considering Methods:Strengths & Weaknesses • Project Plans • ‘Write something that will get us the Budget, we’ll decide how to spend it later’

  38. Considering Methods:Strengths & Weaknesses • Emails, Memos, Notes

  39. Considering Methods:Strengths & Weaknesses • Emails, Memos, Notes • Questions, thoughts, side issues, post-hoc objections

  40. Considering Methods:Strengths & Weaknesses • Emails, Memos, Notes • Questions, thoughts, side issues, post-hoc objections • Modifying the plan (informally)

  41. Considering Methods:Strengths & Weaknesses • Emails, Memos, Notes • Questions, thoughts, side issues, post-hoc objections • Modifying the plan (informally) • But not part OF the plan (not fully reflected)

  42. Considering Methods:Strengths & Weaknesses • Emails, Memos, Notes • Questions, thoughts, side issues, post-hoc objections • Modifying the plan (informally) • But not part OF the plan (not fully reflected) • Potential to be forgotten, missed, ignored

  43. Considering Methods:Strengths & Weaknesses • Emails, Memos, Notes • Questions, thoughts, side issues, post-hoc objections • Modifying the plan (informally) • But not part OF the plan (not fully reflected) • Potential to be forgotten, missed, ignored • Available for the ‘lessons learned’ inquiry!

  44. Considering Methods:Strengths & Weaknesses • RAG Reports

  45. Considering Methods:Strengths & Weaknesses • RAG Reports • Formal statements of progress against (unmodified) plan

  46. Considering Methods:Strengths & Weaknesses • RAG Reports • Formal statements of progress against (unmodified) plan • Reflecting a ‘point’ of achievement

  47. Considering Methods:Strengths & Weaknesses • RAG Reports • Formal statements of progress against (unmodified) plan • Reflecting a ‘point’ of achievement • Saying little of the substance of the situation

  48. Considering Methods:Strengths & Weaknesses • RAG Reports • Formal statements of progress against (unmodified) plan • Reflecting a ‘point’ of achievement • Saying little of the substance of the situation • Unlikely to be used for revising the plan

  49. Considering Methods:Strengths & Weaknesses • RAG Reports • Formal statements of progress against (unmodified) plan • Reflecting a ‘point’ of achievement • Saying little of the substance of the situation • Unlikely to be used for revising the plan • The basis for the (filtered) ‘Board Report’

  50. Considering Methods:Strengths & Weaknesses • Meeting Minutes

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