1. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 PMP Study Group Communications Management

2. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 2 Project Communications Management Definition Project Communications Management includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring and ultimate disposition of project information. PMBoK ® Guide, 5th Edition, Glossary

3. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 3 General Key Notes Project Manager Role: Communications Management Employ a proactive, structured approach to ensure proper stakeholder communication needs are addressed. Approach should support overall goal of maximizing probability of project success (i.e. keep the project momentum continuing forward.) Note: PM’s spend over 90 percent of their time communicating.

4. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 Project Communications Management Process 10.1Plan Communications 10.2 Manage Communications 10.3 Control Communications 4

5. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 Knowledge Area Project Management Process Groups InitiatingPlanningExecutingMonitoring & ControllingClosing 10. Project Communications Management 10.1 Plan Communications Management 10.2 Manage Communications 10.3 Control Communications 5 10.1 Plan Communications Management

6. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 6 10.1 Plan Communications Management Definition: “The process of developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements and available organizational assets.” PMBoK® Guide,5th Edition, Glossary PMBoK® Guide,5th Edition, p. 289

7. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 7 10.1.1 Plan Communications Management Inputs 10.1.1.1 Project Management Plan Provides key information on how the project will be executed, monitored controlled and closed. See section 4.2.3.1 10.1.1.2 Stakeholder Register Identification and categorization of stakeholders, based on influence, interest, and impact Provides needed information for development of the Communications Management Plan See section 13.1.3.1 10.1.1.3 Enterprise Environmental Factors Organizational dynamics that must be factored in based on project environment (e.g., org. structure, government regulation corporate risk tolerance levels) 10.1.1.4 Organizational Process Assets Policies, procedures and documents inherent to the organization (e.g. lessons learned, historical records). Provides insight into previous decision points to leverage best practice approach

8. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 8 10.1.2 Plan Communications Management Tools and Techniques 10.1.2.1 Communication Requirements Analysis Examination of information needs of project stakeholders (sources include org. charts, project organization, etc.) 10.1.2.2 Communication Technology Specific tools, systems, computer programs, etc. used to transfer information among project stakeholders 10.1.2.3 Communication Models Sender/Receiver concept- how information is passed between parties

9. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 9 10.1.2 Plan Communications Management Tools and Techniques 10.1.2.4 Communication Methods 3 Types – Interactive (multi-directional) Push (sent to directly to recipients- e.g. email) Pull Communication (e.g. stored in repository for access) 10.1.2.5 Meetings The plan communications management process requires discussion and exchange of information with various stakeholders. Meetings are one format for collecting and exchanging information.

10. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 10 10.1.3 Plan Communications Outputs 10.1.3.1 Communications Management Plan Subsidiary of Project Plan providing project communication activities Format - Can be formal/informal Sample Attributes WHAT - information is being communicated? WHO - is responsible for creating and disseminating? WHY - is it being disseminated (i.e. purpose)? WHEN - is it disseminated (i.e. how often/frequency)? HOW - will it be disseminated (comm. method)? HOW LONG - will it be disseminated (i.e. start/end date)? 10.1.3.2 Project Document Updates Output updates to associated project documentation including stakeholder register and management strategy

11. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 11 Practice Question You have been contracted as a project manager for the construction of a conference center and are in the process of planning communications management for the project. Which of the following should be considered in your plan? a)Stakeholder register b)Change requests c)Work performance information d)Information management systems

12. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 Knowledge Area Project Management Process Groups InitiatingPlanningExecutingMonitoring & ControllingClosing 10. Project Communications Management 10.1 Plan Communications Management 10.2 Manage Communications 10.3 Control Communications 12 10.2 Manage Communications

13. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 13 10.2 Manage Communications Definition : “The process of creating collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance with the communications management plan.” PMBoK® Guide,5th Edition, Glossary PMBoK® Guide,4th Edition, p. 252

14. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 14 10.2.1 Manage Communications Inputs 10.2.1.1 Communications Management Plan Describes how, when, and by whom information about the project will be planned, monitored, structured and controlled. 10.2.1.2 Work Performance Reports Documentation of the project performance and status information that may be used to facilitate discussion and create communications. See Section 4.4.3.2 10.2.1.3 Environmental Enterprise Factors Organizational dynamics that must be factored in based on project environment (e.g. org. structure, government regulations, corporate risk tolerance levels) 10.2.1.4 Organizational Process Assets Policies, procedures and documents inherent to the organization (e.g. lesson learned, historical records). Provides insight into previous decision points to leverage best practice approach

15. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 15 10.2.2 Manage Communications Tools and Techniques 10.2.2.1 Communication Technology Specific tools, systems, computer program used to transfer information among project stakeholders 10.2.2.2 Communication Models Sender/ Receiver concept- how information is passed between parties 10.2.2.3 Communication Methods 3 Types – Interactive (multi-directional) Push (sent to directly to recipients- e.g. email) Pull Communication (e.g. stored in repository for access)

16. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 16 10.2.2 Manage Communications Tools and Techniques 10.2.2.4 Information Management Systems Facilities, processes, and procedures used to collect, store, and distribute information between producers and consumers of information in a physical or electronic format. 10.2.2.5 Performance Reporting Documentation including but not limited to status reports, forecasts, status of risks and issues

17. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 17 10.2.3 Manage Communications Outputs 10.2.3.1 Project Communications Activities that are required for information to be distributed, received, acknowledged and understood Communications may include but not be limited to:  Performance reports  Deliverables status  Schedule progress  Cost reports 10.2.3.2 Project Management Plan Updates Updates may occur to:  Issue log  Project schedule  Project funding requirements

18. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 18 10.2.3 Manage Communications Outputs 10.2.3.3 Project Document Updates Output updates to associated project documentation including but not limited to issue log, project schedule and project funding reports 10.2.3.4 Organizational Process Assets Updates Organizational process updates may include:  Stakeholder notifications  Project reports  Project presentations  Project records

19. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 19 Key Terms on Communications Sender Communication source; encodes message Encode Translating thoughts into a message Message Output of encoding; sent to Receiver Medium Method of message transmission (voice, writing, etc.) Receiver Message Recipient; decodes message Decode To translate a message back into meaningful ideas Feedback Message Providing a confirmation that message has been successfully received Active Listening A technique providing receptive awareness and response by the Receiver to the Sender. Noise Interference with transmission and understanding of the message Paralingual Pitch and tone used to convey message Non Verbal Physical cues (Note: 55% of all communication is non-verbal)

20. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 20 Communications Channel Formula Used to indicate complexity of communications through determination of potential communication paths among project stakeholders Is not a direct correlation relationship (e.g. 4 stakeholders ≠ 4 communications channels) Study tip - make sure you read the question carefully. Look for: 1) Total vs. additional channels 2) “Is the PM included?” N= the number of stakeholders Potential number of communications channels N(N-1) 2

21. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 21 Practice Question You have been chosen to lead a virtual software project team which includes 9 associates. In order to meet the modified project deadline, you have been allocated 2 additional web development resources. How many additional channels of communication will there be? a)45 b)12 c)21 d)66

22. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 Knowledge Area Project Management Process Groups InitiatingPlanningExecutingMonitoring & ControllingClosing 10. Project Communications Management 10.1 Plan Communications Management 10.2 Manage Communications 10.3 Control Communications 22 10.3 Control Communications

23. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 23 10.3 Control Communications Definition : “The process of monitoring and controlling communications throughout the entire project life cycle to ensure that the information needs of the project stakeholders are met.” PMBoK® Guide,5th Edition, Glossary PMBoK® Guide,4th Edition, p. 252

24. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 24 10.3.1 Control Communications Inputs 10.3.1.1 Project Management Plan Describes how project will be managed and controlled The Communications Management plan is a sub plan of this integrated plan. See section 4.2.3.1 10.3.1.2 Project Communications Information that comes from multiple sources and is varied in format, level of detail degree of formality and confidentiality. May include:  Deliverables status  Schedule progress  Cost reports 10.3.1.3 Issue Log Used to catalog and monitor issues and their resolutions. Documents who is responsible for obtaining issue resolution and by what date. See section 13.3.3.1

25. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 25 10.3.1 Control Communications Inputs 10.3.1.4 Work Performance Data Information regarding how the project is progressing when measured against the performance baseline 10.3.1.5 Organizational Process Assets Policies, procedures and documents inherent to the organization (e.g. lesson learned, historical records). Provides insight into previous decision points to leverage best practice approach

26. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 26 10.3.2 Control Communications Tools and Techniques 10.3.2.2 Information Management Systems Facilities, processes, and procedures used to collect, store, and distribute information between producers and consumers of information in a physical or electronic format. 10.3.2.2 Expert Judgment Judgment based on expertise within an application area, knowledge area, discipline or industry. Often used to identify if communications issues warrant action or intervention, what steps should be taken, by whom and the timeframe for taking action.

27. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 27 10.3.3 Control Communications Outputs 10.3.3.1 Work Performance Information Communication often results work performance information updates regarding how the project is progressing when measured against the performance baseline. See section 4.4.1.5. 10.3.3.2 Change Requests The control communications process may result in changes to the project. The change request is generated as an output to this process. See section 4.3.3.3.

28. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 28 10.3.3 Control Communications Outputs 10.3.3.3 Project Management Plan Updates Control communications may generate updates to the Project Management plan 10.3.3.4 Project Document Updates Output updates to associated project documentation including stakeholder register and the project management plan 10.3.3.5 Organizational Process Assets Updates Organizational process updates may include:  Forecasts  Project reports  Issue log

29. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 29 Practice Question All of the following are outputs of the Control Communications process except? a)Stakeholder management plan b)Forecasts c)Lessons learned. d)Issue log.

30. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 30 Final Success Tips Communications management concepts are interwoven across many knowledge area questions. Locate proactive, methodical response choices to answer situational questions. Memorize the channel formula (N), but also read the question carefully to look for two items: 1) are they asking for “total vs. additional channels”, & 2) “is the project manager included as a part of the team”.

31. Project Communications Management ©2011 Long Island Chapter of the Project Management Institute ALL RIGHTS RESERVED PMP Prep Course – PMBOK 4th Edition – Version 4.0 Good Luck!!