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10.2 Plan Communications The process of determining the project stakeholder information needs and defining a communication approach Plan Communication.

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Presentation on theme: "10.2 Plan Communications The process of determining the project stakeholder information needs and defining a communication approach Plan Communication."— Presentation transcript:

1 10.2 Plan Communications The process of determining the project stakeholder information needs and defining a communication approach Plan Communication determines – who needs what information, when they will need it, how it will be given to then, and by whom Informational needs and communication mechanisms vary widely from project to project A complex process that is critical to project success, and unfortunately, often under valued Occurs during Planning Initiation Planning Execution Close Monitor Control Adapted from PMBOK 4th Edition

2 10.2 Plan Communications Inputs into Plan Communications –
Stakeholder register Stakeholder management strategy Enterprise environmental factors Project Management maturity helps to determine the type and frequency of communication Organisational process assets Relevant policies and procedures Lessons learned from past projects Organisation charts Adapted from PMBoK Guide – 4th Edition

3 10.2 Plan Communications Tools and techniques to Plan Communications –
Requirements Analysis Communication Channels Communication Technology Communication Media Communication Methods Adapted from PMBOK 4th Edition

4 Communication Requirements Analysis
Information used to determine specific project communication requirements includes – Organisation charts Project Organisation and Governance Charts Stakeholder responsibilities Disciplines, departments and specialisations involved in the projects eg. Finance, legal, risk Logistics of communication – how many people, location Internal information needs – across organisation External information needs – media, contractors, public Stakeholder register and stakeholder management strategies

5 Communication Technology
Communications technology factors that can affect the project include – The urgency of the need for communication The availability of technology The expected project staffing The length of the project The project environment

6 Communication Media and Channels
Traditional Vs Electronic Informal Vs Formal Group briefings One on One Meetings Steering Committee Presentations Presentations Team Meetings Stakeholder Meetings Status Reports Collaboration Sites Push Vs Pull Newsletters

7 Communication Methods
Interactive Two or more parties Multi directional exchange of information Efficient way to ensure common understanding Meetings Phone calls and teleconferences Video conferences Push Sent to specific recipients Need to know basis Doesn’t check understanding Letters, memos. Reports s, faxes Voice mail Press releases Pull Used for large volumes of information Large audiences can self serve Can’t determine understanding Access at own discretion Intranet sites E-learning Knowledge repositories Collaboration sites

8 10.2 Plan Communications Outputs of this process include –
Communications Management Plan Stakeholder Communication requirements Resources allocated to communication activities – including time and cost Escalation, approval information flow processes Glossary of terms Project Document Updates Project schedule Stakeholder register Stakeholder management strategy Project risk register Risk Management Plan Target Audience Communication Needs Messenger Approval Media/Channel Frequency Who to What Who from Who approves How When

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