Chapter 10 Communications Management
Post on 30-Dec-2015
51 Views
Preview:
DESCRIPTION
Transcript
Chapter 10Communications Management
Communications ManagementContents
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-2
• Importance of communications on a project
• Communications Management processes• Plan Communications Management• Manage Communications• Control Communications
• Communication Models
• Communication Methods
• Communication Technology
Communications ManagementLearning Objectives
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-3
By the end of this chapter, you should be able to:
•Explain the importance of communications on a project
•Name the Communications Management processes
•Explain the purpose of and activities involved in each process
•Describe various communication tool, techniques, and methods
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.
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%
• 0%
• 2.4%
• 0%
• 0%
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.
Meetings
Fax Telephone
Face to face
90% of the Project
Manager’s time is spent
communicating
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-8
Communication Management Processes
Process Process Group
Plan Communications Management
Planning
Manage Communications Executing
Control Communications Monitoring and Controlling
Note to Kamran: Please animate so that each row is highlighted as it’s being mentioned in the narration?
Review Quiz
Which one of the following is not one of the Communications Management processes?
A.Manage Communications
B.Identify Stakeholders
C.Plan Communications Management
D.Control Communications
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-9
Plan CommunicationsManagement
Project needs Communication with…
• Management
• Project Managers
• Team
• Team Member’s Managers
• Other Project Managers
• Other Stakeholders
The Project
Customer, Sponsor,Functional Manager,and Team members
Other ProjectManagers Other Projects
Other Stakeholders
Communications occur internally and externally to the core project team,vertically (up and down the levels of the organization), and horizontally(among peers).
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-12
Skills for Effective Communication
Some important skills a project manager must develop for effective communication are:
• Active listening
• Providing positive reinforcement
• Questioning ideas to gain clarification
• Negotiating
• Conflict resolution
• Persuasion
Communications Planning• 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)
Source: Information Technology Project Management, 4th Edition
The Impact of the Number of People on Communications Channels
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
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-16
Communication Blockers
• What can disrupt effective communication?• Noise
• Distance
• Improper encoding of messages
• Saying that something is a bad idea
• Language
• Culture
Review Quiz
The majority of communication can be described as:
A.Verbal
B.Necessary
C.Non-verbal
D.Effective
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-17
Review Quiz
You are on an introductory between your project team and new client personnel based in China. While discussing requirements, you say that implementing the project will be a “piece of cake.” This is an example of:
A. Motivation
B. Communication blocker
C.Gaining confidence of the client
D.Good communications
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-18
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-19
There are several communication methods can be employed in the exchange of information on a project:
• Interactive communication – between 2 or more people in a multi-directional exchange
• Push communication – sent to specific individuals who require the information
• Pull communication – recipients access the information on their own
Perform exercise from Rita’s page 355, 356
Communication Methods
Review Quiz
Which one of the following is not a communication method?
A.Interactive
B.Fast-paced
C.Push
D.Pull
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-20
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-21
• The communication methods can be further broken down into the type of communication and the circumstances in which each type would be used
• 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 writtenComplex problems, project management plans, project charter, memos, communicating over long distances
Formal verbal Presentation, speeches
Informal written E-mail, handwritten notes
Informal verbal Meetings, conversations
Perform exercise from Rita’s page 355, 356
Communication Methods
Reference might need to be updated
Communications Management Plan
• Output of Plan Communications Management
• Describes how project communications will be planned, managed, monitored, and controlled.
• Includes such information as stakeholder communication requirements, methods to be employed for the communication, frequency of distributions, etc.
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-22
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-23
Manage Communications
• Creation, collection, and distribution of project information according to Communications Management Plan
• Enables effective flow of communication between project stakeholders
• Ensures that communication being conducted has been received and understood
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-24
Manage CommunicationsTools and Techniques
• The same tools and techniques employed in Communications Management Planning are used in Manage Communications
• Information Management Systems – includes hard copy documents, electronic communications (email, fax, etc.), and electronic project management tools
• Performance Reporting – collection and distribution of project performance, such as status reports.
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-25
Control Communications
• Monitoring and Controlling communications
• Output is Work Performance Information and change requests
• May trigger Plan Communications Management or Manage Communications activities
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
Chapter Summary
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-27
1. Facts about communications on a project:a. Greatest threat to many projects is poor communicationb. 1 out of 4 projects fail due to poor communicationc. 90% of project manager’s time is spent communicating
2. Communications Management processes•Plan Communications Management•Manage Communications•Control Communications
Chapter Summary
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-28
3. Plan Communications Management
• Communications Requirements Analysis• Communication Technology• Communication Models• Communication Methods
4. Manage Communications• Communications Technology• Communication Models• Communication Methods
5. Control Communications
End of Chapter Quiz
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-29
Question 1: 90% of the project manager’s time is spent:
A.ManagingB.DirectingC.CommunicatingD.Planning
End of Chapter Quiz
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-30
Question 2: The Communications Management Plan is an output of which process?
A.Plan CommunicationsB.Manage StakeholdersC.Plan Communications ManagementD.Manage Communications
End of Chapter Quiz
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-31
Question 3: The project team has grown from 7 to 9 people. How many more channels of communication are there?
A.21B.65C.15D.Cannot be determined
End of Chapter Quiz
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-32
Question 4: The project manager has just sent out an email providing an update on the project. This is an example of:
A.Poor communicationB.Stakeholder ManagementC.Manage CommunicationsD.Push communication
End of Chapter Quiz
PMP, CAPM, PgMP, PMI-SP , PMI-RMP, OPM3 and PMBOK are
registered marks of Project Management Institute, Inc
Inov8Solutions Inc – Quality Educational Services For
Professionals
www.Inov8Solutions.com
10-33
Question 5: The project team members download project documents that were placed on a network drive by the project manager. This is an example of:
A.Pull communicationB.Push communicationC.Interactive communicationD.Control Communications
top related