The document discusses the key processes in project communications management: identifying stakeholders; planning communications; distributing information; managing stakeholder expectations; and reporting performance. It describes the inputs, tools/techniques and outputs of each process. Identifying stakeholders involves stakeholder analysis to understand their interests and impact. Planning communications determines information needs and the communications plan. Distributing information provides relevant information to stakeholders on time. Managing expectations resolves issues to reduce disruptions and promote buy-in. Reporting performance collects and shares data on scope, schedule, cost and quality.
Uneak White's Personal Brand Exploration Presentation
Project managment 9
1. 4/3/2011
Project Management
Knowledge Areas
Section – 3
Chapter – 10
Project Communications Management
Session Objectives…
1. To identify the project communications
management knowledge area’s processes
2. How to identify Stakeholders
3. How to plan communications for the project
4. How to distribute information of the project
to respective stakeholders
5. How to manage stakeholder expectations
6. How to report performance of the project
7. How to manage stakeholders
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2. 4/3/2011
Project Communications
Management
Exam Objectives…
1. Identifying Stakeholders
2. Planning Communications and creating
the Communications Plan
3. Distributing Information
4. Managing Project Stakeholders’
expectations
5. Reporting Project Performance
Project Communications
Management
Project communications management
covers tasks related to
Producing
Compiling
Sending
Storing
Distributing and
Managing
the project records
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3. 4/3/2011
Project Communications
Management
Communications Skills
Internal and External
Formal (Reports & Briefings)
Informal (Emails & Ad-Hoc discussion)
Vertical and Horizontal
Official and Unofficial (Off the record)
Written and Oral
Verbal and Non-Verbal (body language)
Paralingual
The pitch, tone, and inflections in the sender’s voice
Project Communications
Management
Communications Skills
Active listening
Probing ideas and questioning
Educating
Fact-Finding
Setting and managing expectations
Negotiating
Resolving Conflicts
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4. 4/3/2011
Identify Stakeholders
Identify Stakeholders process of
identifying all stakeholders and
documenting relevant information to
ensure project success
Identify Stakeholders
• 1. Project Charter
• 2. Procurement
Documents
• 3. Enterprise
Environmental
Factors
• 4. Organizational
Process Assets
Input
Tools &
Techniques
• 1.Stakeholder
Analysis
• 2. Expert Judgment
• 1. Stakeholder
Register
• 2. Stakeholder
Management
Strategy
Output
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6. 4/3/2011
Tools and Techniques
Steps in Stakeholder
Analysis
1.
1. Identify All project
Stakeholders. Key
stakeholders are
anyone in decisionmaking, management
role such as sponsor
and primary customer
2.
2. Identify the
potential impact or
support from each
stakeholder
Stakeholder Management Strategy
Stakeholder Analysis Matrix
Stakeholder
Stakeholder
Interests
Assessment of
Impact
Potential
Strategies
Sponsor
Customer
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7. 4/3/2011
Plan Communications
Plan Communications process determines
1. The information
2. Communication needs of the stakeholders
Plan Communications
• 1. Stakeholder Register
• 2. Stakeholder
Management Strategy
• 3. Enterprise
Environmental Factors
• 4. Organizational Process
Assets
Input
Tools &
Techniques
• 1. Communications
Requirements Analysis
• 2. Communication
Technology
• 3. Communication Models
• 4. Communication Methods
• 1. Communications
Management Plan
• 2. Project Document
Updates
Output
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8. 4/3/2011
Plan Communications
Inputs
1. Stakeholder Register
2. Stakeholder Management Strategy
3. Enterprise Environmental Factors
4. Organizational Process Assets
Plan Communications
Tools and Techniques
1. Communications Requirements Analysis
Organizational Charts
Project organization and stakeholders
responsibility relationships
Logistics
Internal information needs
External information needs
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9. 4/3/2011
Plan Communications
Tools and Techniques
2. Communications Technology
Urgency
Availability of Technology
Expected project staffing
Project Environment
Duration of the project
3. Communication Models
4. Communication Methods
Plan Communications
Outputs
1. Communications Management Plan
Includes
Communications item
Purpose
Frequency
Start / End dates
Format / medium
Responsibility
2. Project Document Updates
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10. 4/3/2011
Project Communications
Management
The components in a basic model of
communication are
Encode
Message
Medium
Noise
Decode
Plan Communications
Communications Requirements Analysis
Identifying communications channels
No of lines of communications is
N(N-1)/2
Ex: A team of 6 will have
= 6*(6-1)/2
= 6*5/2
= 15
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11. 4/3/2011
Distribute Information
The process involves
Making relevant information available
On time
To relevant stakeholders
Distribute Information
Effective information distribution
techniques
Sender-receiver models
Choice of media
Writing style
Presentation techniques
Meeting management techniques
Facilitation techniques
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12. 4/3/2011
Distribute Information
• 1. Project
Management Plan
• 2. Performance
Reports
• 3. Organizational
Process Assets
Tools &
Techniques
• 1. Communication
Methods
• 2. Information
Distribution Tools
• 1. Organizational
Process Assets
Updates
Input
Output
Distribute Information
Inputs
1. Project Management Plan
2. Performance Reports
3. Organizational Process Assets
Tools and Techniques
1. Communication Methods
2. Information Distribution Tools
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13. 4/3/2011
Distribute Information
Outputs
1. Organizational Process Assets Updates
Stakeholder notifications
Project reports
Project presentations
Project records
Feedback
Lessons learned documentation
Manage Stakeholder Expectations
Managing stakeholder is important for the
success of the project as
Resolving stakeholders’ issues
Reduces disruption to project
execution
Promotes project buy-in
Project Manager is responsible for
stakeholder expectations management
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16. 4/3/2011
Report Performance
This process involves
Collection of Data
Distribution of Performance
Information to stakeholders
Information regarding
Scope
Schedule
Cost
Quality
Report Performance
• 1. Project Management
Plan
• 2.Work Performance
Information
• 3.Work Performance
Measurements
• 4. Budget Forecasts
• 5. Organizational Process
Assets
Input
Tools &
Techniques
• 1.Variance Analysis
• 2. Forecasting Methods
• 3. Communication
Methods
• 4. Reporting Systems
• 1. Performance Reports
• 2. Organizational Process
Assets updates
• 3. Change Requests
Output
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17. 4/3/2011
Report Performance
Inputs
1. Project Management Plan
2. Work Performance Information
3. Work Performance Measurements
4. Budget Forecasts
5. Organizational Process Assets
Report Performance
Tools and Techniques
1. Variance Analysis
2. Forecasting Methods
3. Communication Methods
4. Reporting Systems
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18. 4/3/2011
Report Performance
Outputs
1. Performance Reports
2. Organizational Process Assets Updates
3. Requested Changes
Project Communications
Management
To Sum Up….
1. We identified the project communications
management knowledge area’s processes
2. We know how to identify Stakeholders
3. We know how to plan communications for
the project
4. We know how to do information
distribution
5. We know how to manage stakeholder
expectations
6. We know how to do performance
reporting
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