Prepared By: · FAISAL MANNIR ABUKUR · ARMIN GHARAGOZLOO · DENİZ AVCI Managing Project Communication 1

Introduction Effective Communication is particularly important within information systems projects, because there is often a broad communication gap between members inside and outside teams. Managing project communications is one of the Project Management Foundations. Four Key Project Communication processes are:  Communication Planning  Information Distribution  Performance reporting  Administrative Closure 2

Communication Plan For Managing a project communication we need to have a communication plan, which is a process for developing a comprehensive communication plan that identifies project stakeholders, the information they need, when they need it, and the format in which it should be delivered on a timely basis. For a effective communication plan we need some information about when and how written and oral reports will be provided by the team,how team members will co-ordinate work and what messages will be sent to announce the project. 3

Communication Plan Communication planning is done very early in life of the project. As we said, we need to identify the stakeholders, that are likely to be affected by the activities and outcomes of a project, and to assess how those stakeholders are likely to be impacted by the project. In this step we need to find out the stakeholders of our system which are the people who gets benefits from the projects. So we have The whole SCT department staffs, and on the other hand the whole teams in our class. 4

Communication Matrix We use a communication Matrix in communication planning, which is a summary of overall communication plan. Here is a communication Matrix : StakeholderDocumentFormatTeam Contact Date Due Sct Dept.Confirmation Management Team End date of each team’s project Whole Teams Project Status Report Team Leaders Starting date of team’s project 5

Communication Planning There are too many options in Communication between the whole system. Our team is planning to give divergent options to different groups. With the advantage of internet and other advanced communication technologies, teams have many options to choose. Traditional office technologies, such as telephones, Fax machines, and pagers are useful but are not well suited to supporting all types of collaboration, especially when team members are spread across multiple locations and possibly across multiple timezones. 6

Communication Planning We have wikispaces website that can be used by our class, so we thought of telephone alternative in this situation. Choosing telephone is one of our possible alternative, which can be used for communication between all teams in our class. For this purpose we’ve made a list of your names which has a blank that should be filled by you. Just go through the MP_Communication page in wikispaces and fill it please. Although telephone is not a rich, rapid and multi-person communication but it’s our only possibility for now, We can change it through the whole semester. 7

Communication Planning Various communication methods differ in a number of important dimensions. All communication methods have strengths and weaknesses for supporting different types of project team communication. is a very useful tool for exchanging information and documents with security. We again put an for communication between Team Leaders, So we need to know who is Leader for which team. So that we can give him/her the password. 8

Communication Planning Instant messaging is another way that is very useful communicating between the whole system. So for this purpose you need to put your messenger addresses in your pages, so that whenever anyone has any question he can send you a private or instant message with you. We have so many alternative options but not all of them are possible to be used. For more information about communication methods you can check on the next slide. 9

Communicatio n Method StructureInteractionRichnessNumber of people Face-to-FaceLow-highSynchronousHighLow-High Video Conference Medium-highSynchronousMedium-HighLow-Medium TelephoneLow-mediumSynchronousMediumLow Instant Messenger LowSynchronousMediumLow Synchronous groupware Medium-highSynchronousMediumLow-Medium Asynchronous groupware Low-highAsynchronousLow-MediumLow-high Low-mediumAsynchronousLow-MediumLow-high Written mailMedium-highAsynchronousLowLow-high 10

Communication Planning Electronic meeting software which provides rigid communication and voting templates that highly structure the team’s interaction. Face-to-Face communication is considered to be the richest communication method but it takes too much of our time to gather in a place and also if we work with a desktop computer we can not use our computer when we change our place. 11

Communication Planning Video Conferencing is growing quickly nowadays, For example desktop video conferencing represents a second generation of video communication. This method require video conferencing software(e.g. Windows Live Messenger, Skype, Yahoo! Messenger) and high speed connection through internet, it’s a less expensive option but the problem is with the quality of video and audio is not good. We can enhance all the offices in SCT with video conferencing tools. 12

Communication Planning Another alternative that we have in improving our communication is to use a intranet inside our department, which can be understood as a private version of the internet, or as a private extension of the internet confined to our department. 13

Conclusion In the future we will see more enhanced desktop video conferencing systems. Although companies manufacture notebooks which is enhanced by a video camera. The most amazing new technology for desktop video conferencing is Microsoft Office Roundtable which is a communication device that incorporates a 360-degree camera and it has an unified software with a built-in Microphone. This system allows recording the whole communication process. 14

Conclusion We will improve our communication system through the whole semester with newer technologies. Video Conferencing is the option that we’re going to use in the future but maybe the ideas will be changed with the technology growth. 15

Good communication is as stimulating as black coffee, and just as hard to sleep after. 16