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Project Communication Project Communication Management is the lighthouse in the storm of uncertainty Doug Forsell, PMP Director of Project Management.

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Presentation on theme: "Project Communication Project Communication Management is the lighthouse in the storm of uncertainty Doug Forsell, PMP Director of Project Management."— Presentation transcript:

1 Project Communication Project Communication Management is the lighthouse in the storm of uncertainty Doug Forsell, PMP Director of Project Management

2 Project Communication PMI 7/21/2004Honolulu Chapter Meeting2  When everyone is running around the boat looking for the life rafts instead of bailing out the water, of course it’s going to sink!

3 Project Communication PMI 7/21/2004Honolulu Chapter Meeting3  To sail the ship out of troubled waters, the captain (Project Manager) must trust the compass (Project Schedule) and communicate. Everyone must execute their assigned Roles & Responsibilities to ensure success.

4 Project Communication PMI 7/21/2004Honolulu Chapter Meeting4  Understanding how to communicate is one of the easiest subjects to learn, yet it is the one thing that is the most difficult to ensure is understood.

5 Project Communication PMI 7/21/2004Honolulu Chapter Meeting5 PMI  Barriers to Communication –Human Behavior:  Of all things, people are the most resistant to change  Protect One’s Turf  Fear of not being able to understand  Job security

6 Project Communication PMI 7/21/2004Honolulu Chapter Meeting6  Blockades to Communication –Political  “No one tells my group how to operate!” –Authority  Project Manager not granted the freedom to communicate to all involved on the project –Specific Team Involvement  Non-responsive teams/member

7 Project Communication PMI 7/21/2004Honolulu Chapter Meeting7  Busters! –Change ~ implement in phases, introduce as much as possible without overburdening –Turf ~ We all work for the same team, don’t we? Ask to use them as a reference within the company –Understanding ~ Make it easy for them, leave no room for misinterpretation –Job Security ~ Makes you more valuable

8 Project Communication PMI 7/21/2004Honolulu Chapter Meeting8  Busters! –Political  Obtain upper-management support for the project  Work with an upper-management mentor who has a stake in the game (Tremendously helpful in a functional organization) –Authority  With upper-management backing a PM can “drive the project” to success –Team Involvement  Work with mid-management to show Win-Win and they will ensure their staff is responsive to communications

9 Project Communication PMI 7/21/2004Honolulu Chapter Meeting9  Now that you know how to bust the communications barriers. What is the best way to communicate?

10 Project Communication PMI 7/21/2004Honolulu Chapter Meeting10  Communication Mediums –Face to face  Most accurate  Non-verbal verification  Takes most time  Least efficient

11 Project Communication PMI 7/21/2004Honolulu Chapter Meeting11  Communication Mediums –  Massive distribution  Extremely efficient  Receipt verification - CYA  Comprehension not verified –Voice mail  Very efficient  Setup distribution lists  Can not be sure of the timeliness

12 Project Communication PMI 7/21/2004Honolulu Chapter Meeting12  Communication Mediums –Phone conversation  Can pick up on tone & inflection  Direct response  No record, usually need to follow up with  Not efficient –Live Web Connection  Ensures everyone sees the same info at the same time  Verifies who is interacting  Cheaper than flying  All users must connect to the Inter/Intra net  Moderately efficient

13 Project Communication PMI 7/21/2004Honolulu Chapter Meeting13  Communication Mediums –Pager / Text Message  Extremely accessible  Quick response for urgent issues  Usually one-by-one, not efficient

14 Project Communication PMI 7/21/2004Honolulu Chapter Meeting14  Communication Mediums –Which is Best?  Situational… –The Project (Different Time Zones) –The Importance (Mission Critical Issue) –The Person (CIO)  Need to assess issue and use medium that fits  Keep the Communication Plan up to date

15 Project Communication PMI 7/21/2004Honolulu Chapter Meeting15  Project Communication Tools –Collaboration  Repository of Status Reports, Requirements, Project Plan, Issues, Risks, and Project Schedule  No distribution of documents, only notifications of updates, uploads, deletes  Provides automatic version control

16 Communicate the project success. When the team has accomplished the goals and objectives, announce it!

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