1 / 33

Chapter 10 Communications Management

Chapter 10 Communications Management. Communications Management Contents. Importance of communications on a project Communications Management processes Plan Communications Management Manage Communications Control Communications Communication Models Communication Methods

wyatt-stone
Download Presentation

Chapter 10 Communications Management

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Chapter 10Communications Management

  2. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-2 Communications ManagementContents • Importance of communications on a project • Communications Management processes • Plan Communications Management • Manage Communications • Control Communications • Communication Models • Communication Methods • Communication Technology

  3. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-3 Communications ManagementLearning Objectives • By the end of this chapter, you should be able to: • Explain the importance of communications on a project • Name the Communications Management processes • Explain the purpose of and activities involved in each process • Describe various communication tool, techniques, and methods

  4. Why Communication is Important! • The greatest threat to many projects is a failure to communicate • Research shows that effective communication is a core element in a projects success. • It is not one sided. • 1 out of 4 projects fail due to poor communications.

  5. Survey Results 28.0% 2% 1.2% 0% 3.7% 0% 2.4% 0% 0% Top reasons why projects fail • Poor Communication • Insufficient resource planning • Unrealistic schedules • Poor project requirements • Lack of stakeholders buy-in • Undefined success/closure criteria • Unrealistic budgets • Insufficient or no risk planning • Lack of control/change process

  6. ONLY WAY to solve project problems • is by communicating…….. • There is no other way………….. • Communication provides critical links among people, ideas and information that are necessary for success.

  7. email Meetings Face to face 90% of the Project Manager’s time is spent communicating Fax Telephone

  8. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-8 Communication Management Processes Note to Kamran: Please animate so that each row is highlighted as it’s being mentioned in the narration?

  9. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-9 Review Quiz • Which one of the following is not one of the Communications Management processes? • Manage Communications • Identify Stakeholders • Plan Communications Management • Control Communications

  10. Plan CommunicationsManagement • Project needs Communication with… • Management • Project Managers • Team • Team Member’s Managers • Other Project Managers • Other Stakeholders

  11. Communications occur internally and externally to the core project team, vertically (up and down the levels of the organization), and horizontally (among peers). Customer, Sponsor, Functional Manager, and Team members Other Project Managers The Project Other Projects Other Stakeholders

  12. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-12 Skills for Effective Communication • Some important skills a project manager must develop for effective communication are: • Active listening • Providing positive reinforcement • Questioning ideas to gain clarification • Negotiating • Conflict resolution • Persuasion

  13. Communications Planning • Communications Planning: • Every project should include some type of communications management plan, a document that guides project communications • Communications planning involves communication requirements analysis, Communication technology, Communication models and Communication methods. • Which means who needs what information, when they will need it, how it will be given to them and by whom. • Communications Requirements Analysis: • The analysis of the communication requirements determines the information needs of the project stakeholders. • Project manager should also consider the number of potential communication channels or paths as an indicator of the complexity of the project’s communications. • Communication channels grow exponentially • Formula to calculate communication channels is (n(n-1))/2 (Where n represents the number of people)

  14. The Impact of the Number of People on Communications Channels Source: Information Technology Project Management, 4th Edition

  15. Communication Models • Effective Communication • Nonverbal (About 55 percent of the communication is nonverbal….i.e. based on physical mannerism) • Para lingual (Pitch and tone of the voice) • Feedback (Sender asks for the confirmation of the information delivered) • Effective Listening • Feedback • Active Listening • Para Lingual

  16. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-16 Communication Blockers • What can disrupt effective communication? • Noise • Distance • Improper encoding of messages • Saying that something is a bad idea • Language • Culture

  17. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-17 Review Quiz • The majority of communication can be described as: • Verbal • Necessary • Non-verbal • Effective

  18. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-18 Review Quiz • You are on an introductory between your project team and new client personnel based in China. While discussing requirements, you say that implementing the project will be a “piece of cake.” This is an example of: • Motivation • Communication blocker • Gaining confidence of the client • Good communications

  19. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-19 Communication Methods There are several communication methods can be employed in the exchange of information on a project: • Interactive communication – between 2 or more people in a multi-directional exchange • Push communication – sent to specific individuals who require the information • Pull communication – recipients access the information on their own Perform exercise from Rita’s page 355, 356

  20. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-20 Review Quiz • Which one of the following is not a communication method? • Interactive • Fast-paced • Push • Pull

  21. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-21 Communication Methods • The communication methods can be further broken down into the type of communication and the circumstances in which each type would be used • Communications can be expressed in different ways….formally or informally, written or verbal. • The decision of which type to use needs to be made for each instance of communication. Reference might need to be updated Perform exercise from Rita’s page 355, 356

  22. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-22 Communications Management Plan • Output of Plan Communications Management • Describes how project communications will be planned, managed, monitored, and controlled. • Includes such information as stakeholder communication requirements, methods to be employed for the communication, frequency of distributions, etc.

  23. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-23 Manage Communications • Creation, collection, and distribution of project information according to Communications Management Plan • Enables effective flow of communication between project stakeholders • Ensures that communication being conducted has been received and understood

  24. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-24 Manage CommunicationsTools and Techniques • The same tools and techniques employed in Communications Management Planning are used in Manage Communications • Information Management Systems – includes hard copy documents, electronic communications (email, fax, etc.), and electronic project management tools • Performance Reporting – collection and distribution of project performance, such as status reports.

  25. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-25 Control Communications • Monitoring and Controlling communications • Output is Work Performance Information and change requests • May trigger Plan Communications Management or Manage Communications activities

  26. Exam Tips for the Communications Management Chapter • Know the Communications Management Process and input/output of each process • Know how to calculate the communication channels • Know the basic communication methods, models and tools • Know communication blockers

  27. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-27 Chapter Summary • Facts about communications on a project: • a. Greatest threat to many projects is poor communication • b. 1 out of 4 projects fail due to poor communication • c. 90% of project manager’s time is spent communicating • Communications Management processes • Plan Communications Management • Manage Communications • Control Communications

  28. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-28 Chapter Summary • 3. Plan Communications Management • Communications Requirements Analysis • Communication Technology • Communication Models • Communication Methods • 4. Manage Communications • Communications Technology • Communication Models • Communication Methods • 5. Control Communications

  29. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-29 End of Chapter Quiz Question 1: 90% of the project manager’s time is spent: Managing Directing Communicating Planning

  30. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-30 End of Chapter Quiz Question 2: The Communications Management Plan is an output of which process? Plan Communications Manage Stakeholders Plan Communications Management Manage Communications

  31. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-31 End of Chapter Quiz Question 3: The project team has grown from 7 to 9 people. How many more channels of communication are there? 21 65 15 Cannot be determined

  32. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-32 End of Chapter Quiz Question 4: The project manager has just sent out an email providing an update on the project. This is an example of: Poor communication Stakeholder Management Manage Communications Push communication

  33. PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK  are registered marks of Project Management Institute, Inc Inov8Solutions Inc – Quality Educational Services For Professionals www.Inov8Solutions.com 10-33 End of Chapter Quiz Question 5: The project team members download project documents that were placed on a network drive by the project manager. This is an example of: Pull communication Push communication Interactive communication Control Communications

More Related