1. Chapter 10 Communications Management
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2. Why Communication is Important!
The greatest threat to many projects is a failure to communicate
Research shows that effective communication is a core element in a projects success.
It is not one sided.
1 out of 4 projects fail due to poor communications.
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3. Top reasons why projects fail
Poor Communication
Insufficient resource planning
Unrealistic schedules
Poor project requirements
Lack of stakeholders buy-in
Undefined success/closure criteria
Unrealistic budgets
Insufficient or no risk planning
Lack of control/change process
Survey Results
28.0% 2%
1.2% 0%
3.7%
2.4%
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4. ONLY WAY to solve project problems
is by communicating……..
There is no other way…………..
Communication provides critical links among people, ideas and information that are necessary for success.
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5. Inov8Solutions Inc – Quality Educational Services For Professionals
Meetings
Fax
Telephone
Face to face
90% of the
Project
Manager’s
time is spent
communicating
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6. 10.1 Identify Stakeholders 10.3 Distribute Information
Project Communications
Management Processes
10.1 Identify Stakeholders
Project Communications Management includes the process required to ensure timely and appropriate generation, collection, dissemination, storage, and ultimate disposition of project information.
10.2 Plan Communications
10.3 Distribute Information
10.4 Manage Stakeholders
Expectations
10.5 Report Performance

7. Identify Stakeholders
Stakeholders Analysis
Identify all the stakeholders.
Analyze each stakeholder’s potential impact or influence and identify ways to managed those impacts effectively.
Analysis may include
What information needs to be collected and when
Who will receive the information
Methods used to gather and store information
Limits, if any, or who may give directions and to whom
Reporting relationships
Listing of contact information for all stakeholders
Schedule for distribution of each type of communication.
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8. Inov8Solutions Inc – Quality Educational Services For Professionals
Stakeholder Register
All the information about stakeholders is compiled into a stakeholder register . A stakeholder register can be as simple as the one shown below.
Name
Department/Company
Role
Expectations
Influence/
Interest/
Involvement
Impact / Importance
/ Power
Stakeholder
Category
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9. Stakeholder Management Strategy
Why would one need a stakeholder management strategy?
There could be many stakeholders identified during stakeholder identification process
Which would take a lot of time to manage them
Lets discuss stakeholder management strategy exercise from Rita’s book, page 351
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10. Inov8Solutions Inc – Quality Educational Services For Professionals
Plan Communications
Project needs Communication with…
Management
Project Managers
Team
Team Member’s Managers
Other Project Managers
Other Stakeholders
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11. Communications occur internally and externally to the core project team,
vertically (up and down the levels of the organization), and horizontally
(among peers).
Customer, Sponsor,
Functional Manager,
and Team members
Other Project
Managers
The Project
Other Projects
Other Stakeholders

12. Communications Planning
Every project should include some type of communications management plan, a document that guides project communications
Communications planning involves communication requirements analysis, Communication technology, Communication models and Communication methods.
Which means who needs what information, when they will need it, how it will be given to them and by whom.
Communications Requirements Analysis:
The analysis of the communication requirements determines the information needs of the project stakeholders.
Project manager should also consider the number of potential communication channels or paths as an indicator of the complexity of the project’s communications.
Communication channels grow exponentially
Formula to calculate communication channels is (n(n-1))/2 (Where n represents the number of people)
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13. Inov8Solutions Inc – Quality Educational Services For Professionals
The Impact of the Number of People on Communications Channels
Source: Information Technology Project Management, 4th Edition
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14. Inov8Solutions Inc – Quality Educational Services For Professionals
Communication Models
Effective Communication
Nonverbal (About 55 percent of the communication is nonverbal….i.e. based on physical mannerism)
Para lingual (Pitch and tone of the voice)
Feedback (Sender asks for the confirmation of the information delivered)
Effective Listening
Feedback
Active Listening
Para Lingual
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15. Inov8Solutions Inc – Quality Educational Services For Professionals
Communication Methods
Communications can be expressed in different ways….formally or informally, written or verbal.
The decision of which type to use needs to be made for each instance of communication.
Type of Communication
When Used
Formal written
Complex problems, project management plans, project charter,
memos, communicating over long distances
Formal verbal
Presentation, speeches
Informal written
, handwritten notes
Informal verbal
Meetings, conversations
Perform exercise from Rita’s page 355, 356
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16. Inov8Solutions Inc – Quality Educational Services For Professionals
Distribute Information
Implementing the communications management plan by distributing information to project stakeholders through reports, presentation and formal and informal communication.
Information Distribution Skills:
Sender is responsible for making the information clear, unambiguous, and complete, so that the receiver can receive it correctly, and for confirming that it is properly understood.
Receiver is responsible for making sure that the information is received in its entirety and understood correctly.
Communication Blockers:
What can get in the way of communication
Noise
Distance
Improper encoding of messages
Saying that it is a bad idea
Language
Culture
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17. Manage Stakeholders Expectations
Manage stakeholders expectations is the process of communicating and working with stakeholders to meet their needs and addressing issues as they occur.
The project manager is responsible for stakeholder expectations management.
Actively managing stakeholder expectations decreases the risk that the project will fail to meet its goals and objectives due to unresolved stakeholder issues, and limits disruptions during the project.
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18. Inov8Solutions Inc – Quality Educational Services For Professionals
Report Performance
Performance reporting is the process of collecting and distributing information, including status reports, progress measurements, and forecast.
Process includes:
Status Reporting : describing where the project now stands
Progress Reporting : describing what the project team has accomplished.
Trend Report: examining project results over time to see if performance is improving or deteriorating.
Forecasting : predicting future project status and performance.
Variance Report : comparing actual results to planned.
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19. Exam Tips for the Communications Management Chapter
Know the Communications Management Process and input/output of each process
Know how to calculate the communication channels
Know the basic communication methods, models and tools
Know communication blockers
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20. Questions