09ch Proj Management

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Chapter 9:

Project CommunicationsManagement


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Importance of Good Communications

The greatest threat to many projects is a failureto communicate

!ur culture does not portray IT professionals as

"eing good communicators #esearch sho$s that IT professionals must "e

a"le to communicate effecti%ely to succeed intheir positions

&trong %er"al s'ills are a 'ey factor in careerad%ancement for IT professionals


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Project Communications

Management Processes

Communications planning: determining theinformation and communications needs of thesta'eholders

Information distri"ution: ma'ing needed informationa%aila"le in a timely manner

Performance reporting: collecting and disseminating performance information

)dministrati%e closure: generating* gathering* anddisseminating information to formali+e phase or projectcompletion


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Communications Planning

-%ery project should include some type of

communications management plan* a document

that guides project communications

Creating a sta'eholder analysis for project

communications also aids in communications

planning


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Communications Management Plan

Contents

) description of a collection and filing structure for gathering

and storing %arious types of information

) distri"ution structure descri"ing $hat information goes to

$hom* $hen* and ho$

) format for communicating 'ey project information

) project schedule for producing the information

)ccess methods for o"taining the information

) method for updating the communications management plansas the project progresses and de%elops

) sta'eholder communications analysis


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Ta"le 91 &ample &ta'eholder )nalysis

for Project CommunicationsStakeholders Document Name Document

Format

Contact Person Due

Customer Management

Monthly &tatus#eport

ard copy Gail 3eldman*Tony &il%a

3irst of month

Customer 4usiness &taff


ard copy 5ulie Grant*

5eff Martin

3irst of month

Customer Technical &taff


-mail -%an 6odge*

7ancy Michaels

3irst of month

InternalManagement


ard copy 4o" Thomson 3irst of month

Internal4usiness and

Technical &taff


Intranet )ngie 8iu 3irst of month

Training

&u"contractor

Training Plan ard Copy 5onathan raus 1111999

&oft$are&u"contractor

&oft$areImplementationPlan

-mail 4ar"ara Gates /12000


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Information 6istri"ution

Getting the right information to the right people at the right time and in a useful format

is just as important as de%eloping the

information in the first place Important considerations include


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>hat >ent >rong?

A well publicized example of misuse of e-mailcomes from the 1998 Justice Department's high

profile, antitrust suit against icrosoft! "-mail

emerged as a star witness in the case! an#

executi$es sent messages that should ne$erha$e been put in writing! %he court used e-mail

as e$idence, e$en though the senders of the

notes said the information was being interpreted

out of context!

armon* )my* @-mail comes "ac' to haunt companies*@ 7o%em"er 29* 199=


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Ta"le 92 Media Choice Ta"le


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3igure 91 The Impact of the 7um"er of

People on Communications Channels


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Performance #eporting

Performance reporting 'eeps sta'eholders informed a"outho$ resources are "eing used to achie%e project

o"jecti%es


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)dministrati%e Closure

) project or phase of a project reAuires closure

)dministrati%e closure produces


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&uggestions for Impro%ing Project

Communications

Manage conflicts effecti%ely

6e%elop "etter communication s'ills

#un effecti%e meetings

Bse templates for project communications


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Conflict andling Modes* in Preference

!rder

Confrontation or pro"lemsol%ing: directly face

a conflict

Compromise: use a gi%eandta'e approach

&moothing: deemphasi+e areas of differences

and emphasi+e areas of agreement

3orcing: the $inlose approach

>ithdra$al: retreat or $ithdra$ from an actual

or potential disagreement


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Conflict Can 4e Good

Conflict often produces important results* such asne$ ideas* "etter alternati%es* and moti%ation to$or' harder and more colla"orati%ely

Groupthin' can de%elop if there are noconflicting %ie$points

#esearch "y aren 5ehn suggests that tas'

related conflict often impro%es team performance* "ut emotional conflict oftendepresses team performance

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6e%eloping 4etter

Communication &'ills

Companies and formal degree programs for IT professionals often neglect the importance ofde%eloping spea'ing* $riting* and listening

s'ills )s organi+ations "ecome more glo"al* they

reali+e they must in%est in $ays to impro%ecommunication $ith people from differentcountries and cultures

It ta'es leadership to impro%e communication


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#unning -ffecti%e Meetings

6etermine if a meeting can "e a%oided

6efine the purpose and intended outcome of the

meeting

6etermine $ho should attend the meeting Pro%ide an agenda to participants "efore the meeting

Prepare handouts* %isual aids* and ma'e logistical

arrangements ahead of time #un the meeting professionally

4uild relationships

B i T l t f P j t


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Bsing Templates for Project

Communications

Many technical people are afraid to as' for help

Pro%iding eamples and templates for project

communications sa%es time and money

!rgani+ations can de%elop their o$n templates*

use some pro%ided "y outside organi+ations* or

use samples from tet"oo's

3i 9 2 & l T l t f P j t


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3igure 92 &ample Template for a Project

6escription

Project 9= file

http://../WINDOWS/Temporary%20Internet%20Files/Content.IE5/2H0R8VIR/Fig9-2.mpphttp://../WINDOWS/Temporary%20Internet%20Files/Content.IE5/2H0R8VIR/Fig9-2.mpp


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Ta"le 9( &ample Template for a

Monthly Progress #eport


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Ta"le 9, &ample Template for a 8etter

of )greement for a Class Project


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"l 9 / i l j i


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Ta"le 9/ 3inal Project 6ocumentation

Items

3i 9 ( G tt Ch t T l t f Cl P j t


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3igure 9( Gantt Chart Template for a Class Project

T "l 9 ; G id f & d D


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Ta"le 9; Guidance for &tudentDs

8essons 8earned #eport

T "l 9 = & l T l t f


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Ta"le 9= &ample Template for a

Project >e" &ite


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6e%eloping a Communications

Infrastructure

) communications infrastructure is a set of tools* techniAues*and principles that pro%ide a foundation for the effecti%e transferof information


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Bsing &oft$are to )ssist in Project

Communications

There are many soft$are tools to aid in project

communications

The >hat >ent #ight? eample descri"es

se%eral ne$ $e""ased and $ireless

communications tools

Microsoft Project 2000 includes se%eral features

to enhance communications

3i 9 , Mi ft P j t I f ti & d


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3igure 9, Microsoft Project Information &a%ed as

TM8 3ile

3igure 9 . Microsoft Project Central


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3igure 9. Microsoft Project Central

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