2. Plan
Introduction
Importance of Communications Management
Def. Project Communication Management
Plan comm. - Tools & Techniques
Problems in Requirements Analysis
Manage Communications
Control Communications
Conclusion
3.
4. Introduction
“Project mangers spend most of
their time (about 90%)
communicating with team
members and other project
stakeholders — internal or
external to the organization”.
5. Importance of Communications
Management
The project manager should effectively and efficiently communicate with
stakeholders.
Managing communications is very vital for any project.
A failure in communication can have a negative impact on the project.
6. Importance of Communications Management
The project manager uses a variety
of communication methods to share
information among stakeholders.
He/she should decide what, how,
and when to use each
communication method.
7. Project Communication Management
Is the processes that are required to ensure timely and
appropriate planning, collection, creation, distribution, storage,
retrieval, management, control, monitoring, and the ultimate
disposition of project information.
8. Various forms of communication
Form of
Communication
Characteristics Examples
Written Formal
Precise
Transmitted through the medium of
correspondence
Project charter, scope statement, project
plan, WBS, project status
Complex issues
Contract related communications
Memos
Written Informal
Email, notes, letters, etc.
Regular communication with team
members
Oral Formal
High degree of flexibility
Use the medium of personal contact,
group meetings, or telephone
Presentations, speeches
Negotiations
Oral Informal
Conversation with team members
Project meetings
Break-room or war-room conversations
Non-verbal Communication About 55% of total communication
Facial expressions, hand movements,
tone of voice while speaking, etc.
9. Plan communications management
Mostly performed during the early stages of the project, i.e., during
developing project management plan.
Is linked with enterprise environmental factors, because project’s
organizational structure impacts the project’s communication requirements.
The results of this process should be reviewed regularly throughout the
project and revised as needed to ensure continued applicability.
The project Kick-Off Meeting is held at the end of the project-planning
phase.
14. Problems in Requirements Analysis
Analyst have difficulties:
In getting pertinent (appropriate) information
Handling large and complex problems
Accommodating changes
15. Example of communication plan
Project name: Redevelopment Project (ref: db61001)
Stakeholder group Area of interest Information requirements Information provider Method of communication Frequency
Senate and Chancellor’s office
Senior Management Board
Progress to cost and
budget advance notice of
problems. Achievement
of benefits.
Highlight reports and exception reports. Project Manager At monthly committee meetings.
Monthly or as
required for
escalations
External Relations
Office/Communications Office
Benefits to University
and impact on
community
High level information regarding the
master plan and progress. Details of and
involvement in consultation planning and
communication planning.
Project Office and
Project Manager
At meetings and via email.
Bi-weekly and as
required.
Business and enterprise
Benefits to University
and impact enterprise
High level information regarding the
master plan and progress.
Project Manager
To Director via Senior
Management Board meetings.
Monthly
