37632469 project-communication-management-and-stakeholder-management-9-visit-us-management-umakant-info

Project Communications and Project Communications and Stakeholders ManagementStakeholders Management

Dr. M. L. MittalDr. M. L. MittalDepartment of Mechanical Engineering Department of Mechanical Engineering

Malaviya National Institute of Technology Jaipur Malaviya National Institute of Technology Jaipur

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Components of communicationComponents of communication

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Encode

Decode

Decode

Encode

Message

Feedback-Message

Medium

Noise

Noise

Sender Receiver

Project stakeholdersProject stakeholders

Project stakeholder is one who can have an Project stakeholder is one who can have an interest, may be direct or indirect, in the project.interest, may be direct or indirect, in the project.

They affect and decide success of the projectThey affect and decide success of the project

May be involved from the beginning or may May be involved from the beginning or may appear later part of the project life cycleappear later part of the project life cycle

Typical project stakeholders areTypical project stakeholders are– Project sponsor, Customers, Contractors, Suppliers, Project sponsor, Customers, Contractors, Suppliers,

Finance department, Sales and marketing department, Finance department, Sales and marketing department, Consultants, Statutory bodies, Government agencies, Consultants, Statutory bodies, Government agencies, The publicThe public

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Stakeholder InfluenceStakeholder Influence

Decision maker- one who provides resources or resolves Decision maker- one who provides resources or resolves issuesissues

Direct influencer- one with a direct input to the project Direct influencer- one with a direct input to the project work or is impacted by the project activitieswork or is impacted by the project activities

Indirect influencer- one with little or no direct input but Indirect influencer- one with little or no direct input but may be needed to agree some actions to ensure may be needed to agree some actions to ensure successsuccess

Observer- one who is apparently not affected by the Observer- one who is apparently not affected by the project but may choose to try to impact your activitiesproject but may choose to try to impact your activities

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It is essential to identify all the stakeholders and It is essential to identify all the stakeholders and their interests or expectations in the project as their interests or expectations in the project as early as possible in the project life cycleearly as possible in the project life cycle

The communication must address the The communication must address the requirements of the stakeholders’requirements of the stakeholders’

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Gathering information about stakeholdersGathering information about stakeholders

What is their interest?What is their interest?

Why are they interested? Why are they interested?

What are their expectations?What are their expectations?

How project affect them?How project affect them?

Can they contribute experience, knowledge, or specific Can they contribute experience, knowledge, or specific skills?skills?

What organizational authority does the stakeholder have?What organizational authority does the stakeholder have?

Will the project operation interfere with their operations?Will the project operation interfere with their operations?

What might they loose because of the project?What might they loose because of the project?

Are there any hidden agendas and if so, what are they ?Are there any hidden agendas and if so, what are they ?

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Project communication is concerned with Project communication is concerned with timely and appropriate generation, timely and appropriate generation, collection, distribution, storage, retrieval, collection, distribution, storage, retrieval, and ultimate disposition of project and ultimate disposition of project informationinformation

It plays a vital role in managing projects in It plays a vital role in managing projects in an effective wayan effective way

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Communication requirements analysisCommunication requirements analysis

Who needs what information Who needs what information

Format , content, and level of detailFormat , content, and level of detail

Frequency of communicationFrequency of communication

Consistency of communicationConsistency of communication

Work break structure and organizational Work break structure and organizational structure provide basis structure provide basis

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Information distributionInformation distribution

Formal and informalFormal and informal

Written or oralWritten or oral

Communication media (hard copy, phone Communication media (hard copy, phone calls, voice mail, email, website, meetings) calls, voice mail, email, website, meetings)

Group communicationGroup communication– Number of communication channels n(n-1)/2Number of communication channels n(n-1)/2– Personality differencesPersonality differences– Geographic locations and cultural differencesGeographic locations and cultural differences

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Performance reportingPerformance reporting

Performance reportsPerformance reports– Scope, time and costScope, time and cost– Status review meetingsStatus review meetings

ForecastsForecasts

Requested changesRequested changes

Recommended corrective actionsRecommended corrective actions

Presentation toolsPresentation tools– Spreadsheet analysis, templates, software Spreadsheet analysis, templates, software

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Using meetingsUsing meetings

First Kick-off MeetingFirst Kick-off Meeting– Provide overview of the projectProvide overview of the project– Address interpersonal issuesAddress interpersonal issues

– Establish ground rulesEstablish ground rules

Planning decisionsPlanning decisions

Tracking decisionsTracking decisions

Managing change decisionsManaging change decisions

Relationship decisionsRelationship decisions

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Managing subsequent meetingsManaging subsequent meetings– May be for status reporting or problem solvingMay be for status reporting or problem solving– Guide lines for effective meetingsGuide lines for effective meetings

Start meetings on timeStart meetings on time

Prepare and distribute agenda prior to meeting Prepare and distribute agenda prior to meeting

Review the effectiveness of previous meetingsReview the effectiveness of previous meetings

Review the agenda before beginningReview the agenda before beginning

Prioritize issues Prioritize issues

Encourage participationEncourage participation

Solicit recommendations and implement changesSolicit recommendations and implement changes

Good record keepingGood record keeping

Summarize decisionsSummarize decisions

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Using templatesUsing templates

Template is a pTemplate is a pre-formatted document re-formatted document – Saves time and effortSaves time and effort– Consistency in reportingConsistency in reporting

Commonly used templates in projects: Commonly used templates in projects: business case, project charter, scope business case, project charter, scope statement, RFP, WBS, change request statement, RFP, WBS, change request form, status report etc.form, status report etc.

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