1. Project Communications Management Mohammad A. Rob

2. Importance of Good Communications
The greatest threat to many projects is a failure to communicate
Our culture does not portray IT professionals as being good communicators
Research shows that IT professionals must be able to communicate effectively to succeed in their positions
Strong verbal skills are a key factor in career advancement for IT professionals

3. What is Project Communications Management?
The goal of project communications management is to ensure timely and appropriate generation, collection, dissemination, storage, and disposition of project information
It provides the critical links among people, ideas, and information that are necessary for success
Everyone involved in the project must understand how the communications in which they are involved can affect the project as a whole

4. Project Communications Management Processes
Communications planning: determining the information and communications needs of the stakeholders
Information distribution: making needed information available in a timely manner
Performance reporting: collecting and disseminating performance information
Administrative closure: generating, gathering, and disseminating information to formalize phase or project completion

5. Communications Planning
Communication planning involves determining the information and communication needs of the stakeholders, when they will need it, how it will be given to them, and by whom
The main input to this process is communication requirements, which includes information such as:
project organization and stakeholder responsibility relationship
disciplines, departments, and specialties involved in the project
number of people involved and their location
The main tool for this process is a stakeholder analysis for project communications
The main output is a communications management plan - a document that guides project communications

6. Communications Management Plan
A description of a collection and filing structure for gathering and storing various types of information - organizing documents
A distribution structure describing what information goes to whom, when, and how. Do executives receive different formats of status report?
A format for communicating key project information. Is there a template for preparing status report? Hard copy or ?
A project schedule for producing the information. Do stakeholders know when to expect status report?
Access methods for obtaining the information - who can see what documents, what information is online, etc.
A method for updating the communications management plans as the project progresses and develops. Who will update?
A stakeholder communications analysis. What kinds of information will be distributed to which stakeholder?

7. Sample Stakeholder Analysis for Project Communications

8. Information Distribution
Information distribution involves making needed information available to project stakeholders in a timely manner
The inputs to this process include work results, project plan, and communication management plan
Tools and techniques include:
communication skills (oral, written, formal, informal, etc.)
information retrieval systems (drawing, presentation, test plan)
information distribution method (hardcopy, , intranet, etc.)
The outputs include:
project records (correspondence, memos, documents - all organized
project reports (formal project reports on status an/or issues)
project presentations (formal or informal, and per audience)

9. Information Distribution
Important considerations for information distribution:
using technology such as s, telephones, Web. Intranet can be used to make available form templates, project documents (design, schedule, etc.)
Formal method of information distribution: includes a PowerPoint presentation or a status report.
Informal method of information distribution: includes a discussion over a cup of coffee
sending s often to a large number people normally have adverse effect on a project, creating a complexity in communication
is also not a good communication mechanism for expressing ones feeling

10. The Impact of the Number of People on Communications Channels
An important aspect of information distribution is the number of people involved in a project
As the number of people involved increases, the complexity of communication also increases
Number of communication channel increases with the increasing number of people
A simple formula to calculate the number of communication channel is:
number of communication channel = n(n-1)/2
where n is the number of people
Thus two people will have one communication channel, but four people will have six channels
Thus, large projects need to break into smaller parts

11. The Impact of the Number of People on Communications Channels

12. Performance Reporting
Reporting keeps stakeholders informed about how resources are being used to achieve project objectives
Status reports describe where the project stands at a specific point in time. It addresses where project stands in terms of meeting scope, time, and cost. How long did it take to complete a task?
Progress reports describe what the project team has accomplished during a certain period of time. Team members often submit weekly or monthly reports and tem leader consolidates those reports for upper management
Project forecasting predicts future project status and progress based on past information and trends. How long it will take to complete a task based on the past performance
Status review meetings are used to have face-to-face discussion, exchange project information, motivate people, and empower people to be accountable for their work. It can be a battleground to explode conflicts between team members

13. Administrative Closure
A project or phase of a project requires closure
Administrative closure consists of verifying and documenting project results
It also allows time to collect project records, ensure that the records reflect final specification, analyze project effectiveness, and archive information for future use
The main outputs of administrative closure are:
project archives: A complete set of organized project records that provide an accurate history of the project
formal acceptance: a document that the project sponsor and/or customer signs to show that they have accepted the project’s product
lessons learned: statements written by project managers and team members about new experiences through the project

14. Administrative Closure
Project archives often become handy many years after completion of the project. When is system is upgraded, it is important to look at the design of the system
Formal acceptance helps to end the project and avoids dragging out project termination
In a contract situation, the buyer must legally accept the products, so the seller can receive payment.
The project team members should prepare a lesson learned report that should contain items such as causes of variances (in scope, time, cost), reasoning behind corrective actions taken, new tools and techniques used, and personal wisdom based on the team members’ experiences

15. Suggestions for Improving Project Communications
Good communication is vital to the management and success of a project
Applying few methodologies can improve communication. They are:
Resolve conflicts effectively
Develop better communication skills
Run effective meetings
Use templates for project communications

16. Conflict Handling Modes
Project issues such as schedule, priorities, staffing, technical matters, administrative procedures, personalities, and cost - all contribute to conflicts
When the stakes (salary, prestige) are high, conflicts arise; when the potential for conflict is high, good communication is necessary
There are five basic modes of conflict resolution:
Confrontation: directly face a conflict and allow the parties to work together to resolve the problem
Compromise: use a give-and-take approach
Smoothing: de-emphasize areas of differences and emphasize areas of agreement
Forcing: exert a viewpoint over another
Withdrawal: retreat or withdraw from an actual or potential disagreement. It is least effective

17. Developing Better Communication Skills
Most information technology professional enter the field because of their technical skills, however, most find that communication skills are the key to advancing their career
Most companies spend a lot of money for technical training, some other do for both technical and communication skills
Senior management needs to have high standards for presentations, reporting, and behavior towards others
Allocation of time for report or presentation preparation, meeting with customers, and assisting when necessary, are important
Communication can be improved through proper planning, support, and leadership form management

18. Running Effective Meetings
A well-run meeting can be a vehicle for fostering team building and reinforcing expectations, roles, relationships, and commitment to the project.
A poorly run meeting can have a detrimental effect on a project
Some guidelines for improving meetings:
Define the purpose and intended outcome of the meeting
Determine who should attend the meeting
Provide an agenda to participants before meeting
Prepare handouts, visual aids, and logistics
Run meetings professionally: have ground rules, control time, encourage participation, summarize key issues, clarify decisions and actions, and have minutes takes
Make meetings fun with some activities
Avoid meetings when not necessary

19. Use Templates: Sample Template for a Monthly Progress Report

20. Outline for a Final Project Report

21. Outline of a Final Project Documentation

22. Developing a Communications Infrastructure
A communications infrastructure is a set of tools, techniques, and principles that provide a foundation for the effective transfer of information
Tools include , project management software, groupware, fax machines, telephones, teleconferencing systems, document management systems, and word processors
Techniques include reporting guidelines and templates, meeting ground rules and procedures, decision-making processes, problem-solving approaches, and conflict resolution and negotiation techniques
Principles include using open dialog and an agreed upon work ethic

23. Using Software to Assist in Project Communications
One of the biggest problems on large projects is providing most recent project plans, Gantt charts, specifications, meeting information, change requests, and so on to all or selected stakeholders
There are many software tools to aid in project communications
Microsoft Project Central is a companion product of Microsoft Project, which helps facilitate collaboration and communication between project stakeholder over the Intranet