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Project Communications Management - Information Technology

a look at Communications Management in Information Technology projects

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Project Communications Management - Information Technology

  1. 1. Project Communications Management Information Technology Ishan Parekh Roll No. # 315
  2. 2. Introduction
  3. 3. Introduction  “The goal of communication is to deliver a message that is read (or heard), understood and acted upon as intended by the writer (or speaker)”  Most of the problems in project environment can be traced to communication problems.  These problems can be minimized with better understanding of the Communication Process and various factors which influence it.  The communication is planned.
  4. 4. Introduction (Contd.)  Effective Communication creates a bridge between:  diverse stakeholders, internal or external  various cultural and organizational backgrounds  different levels of expertise  various perspectives  various interests, in project execution or outcome.
  5. 5. Project Communications Management - Processes Communications Planning Information Distribution Performance Reporting Managing Stakeholders
  6. 6. Project Communications Management – Processes (Contd.)
  7. 7. Communications Planning
  8. 8. Introduction  Communication Planning is the process that determines:  Project stakeholder information needs  Suitable means of meeting above needs  Communications Plan documents approach as to how to communicate most efficiently and effectively  Effective communication means information is provided in the right format, right time and with the right impact  In most cases Communications Planning is done early in the project to facilitate appropriate time and budget.  Communication Planning linked with organization structure influences the communications requirements.
  9. 9. Identifying Stakeholders
  10. 10. Communication Management Plan
  11. 11. Communications Management Plan - Sample Stakeholders Document Name Document Format Contact Person Due Customer management Monthly status report Hard copy Tina Erndt, Tom Silva First of month Customer business staff Monthly status report Hard copy Julie Grant, Sergey Cristobal First of month Customer technical staff Monthly status report E-mail Li Chau, Nancy Michaels First of month Internal management Monthly status report Hard copy Bob Thomson First of month Internal business and technical staff Monthly status report Intranet Angie Liu First of month Training subcontractor Training plan Hard copy Jonathan Kraus 11/1/2006 Software subcontractor Software implementation plan E-mail Najwa Gates 6/1/2006 Comments: Put the titles and dates of documents in e-mail headings and have recipients acknowledge receipt.
  12. 12. Information Distribution
  13. 13. Introduction  Distribute information is the process of making relevant information available to project stakeholders as planned.  The focus is on “implementing communications management plan” (execution).
  14. 14. Using Technology to Enhance Information Distribution  Project Management Information Systems  Storage:  Local Software  Intranet  Extranet  Internet  Templates & Samples of project documents
  15. 15. Formal and Informal Methods for Distributing Information  Formal  Reports  Memos  Informal  Ad-hoc discussions
  16. 16. Distributing Important Information in an Effective and Timely Manner  It is important to document any changes that might affect performance.  People have a tendency of not wanting to report bad information.  Oral communication via meetings and informal talks helps bring important information out into the open.  New ideas like stand-up meetings and e-mail free days help in building relationships.
  17. 17. Selecting the Appropriate Communications Medium Information Distribution Tools  Hard copy, manual filing, press releases and shared access electronic databases  Electronic communication and conferencing tools: such as e-mail, fax, voice-mail, telephone video and web conferencing, web sites and web publishing  Electronic tools for project management: such as web interfaces to scheduling and project management software, meeting and virtual office support software, portals, and collaborative work management tools.
  18. 18. Selecting the Appropriate Communications Medium – Media Choice Table How well medium is suited to: Hard Copy Phon e Call Voice Mail E-Mail Meeting Web Site Building consensus 3 2 3 3 1 3 Resolving a misunderstanding 3 1 3 3 2 3 Expressing support/appreciation 1 2 2 1 2 3 Conveying a reference document 1 3 3 3 3 2 Asking an informational question 3 1 1 1 3 3 Making a simple request 3 1 1 1 3 3 Addressing many people 2 3 2 2 3 1 Key: 1- Excellent; 2- Adequate; 3- Inappropriate