Project Management Communication

PROJECT MANAGEMENT COMMUNICATIONIntroduction: The amount at risk for every US$ !i""ion s#ent on a #ro$e%t isPro$e%t Mana&ement Communi%ation %an !e !etter e'#"aine( )ith Communi%ation Mana&ement P"an * It (e+nes the fo""o)in& What information will be communicated and when information will be distributed Who is responsible for communicating project information Communication requirements for all project stakeholders What resources the project allocates for communication How any sensitive or confdential information is communicated and who must authorie this How changes in communication or the communication process are managed !he "ow of project communications #ny constraints$ internal or e%ternal$ which a&ect project communications #ny standard templates$ formats$ or documents the project must use for communicating #n escalation process for resolving any communication'based con"icts or issuesCOMMUNICATIONS MANAGEMENT APPROAC, #ppro%imately ()* of a +roject ,anager-s time is spent communicating.!hink about it / as+roject ,anagersspend most of their time measuring and reporting on the performance of the project$ composing and reading emails$ conducting meetings$ writing the project plan$ meeting with team members$ overseeing work being performed$ meeting with clients over lunch and many more activities related to their projects. ,anagers should give considerable thought how to manage communications on a particular project.1y having a solid communications management approach$ we can avoid problems related to project management .COMMUNICATIONS MANAGEMENT CONSTRAINTS #ll projects are subject to limitations and constraints as they must be within scope and adhere to budget$ scheduling$ and resource requirements.+roject planning and documentation are no e%ception to this rule.!here may also be legislative$ regulatory$ technology$ or organiational policy requirements which must be followed as part of communications management.!hese constraints must be clearly understood and communicated to all stakeholders. While communications management is arguably one of the most important aspects of project management$ it must be done in an e&ective manner and within the constraints of the allocated budget$ time$ and resources.STA-E,O./ER COMMUNICATION RE0UIREMENTS ,ost projects consist of a broad range of stakeholders all of whom may have di&ering interests and in"uence on the project.#s such$ it is important for project teams to determine the communication requirements of these stakeholders in order to more e&ectively communicate project information.!here are a number of methods for determining stakeholder communication requirements2 however$ it is imperative that they are completely understood in order to e&ectively manage their interest$ e%pectations$ and in"uence and ensure a successful project.RO.ESPro$e%t S#onsor !he project sponsor is the champion of the project and has authoried the project by signing the project charter. !his person is responsible for the funding of the project and is ultimately responsible for its success. Pro&ram Mana&er !he +rogram ,anager is responsible for overall program costs and proftability as such they require more detailed communications than the +roject 3ponsor.Pro$e%t Mana&er !he +roject ,anager has overall responsibility for the e%ecution of the project. !he +roject ,anager manages day to day resources$ provides project guidance and monitors and reports on the projects metrics as defned in the +roject ,anagement +lan. RO.ES contd.Pro$e%t Team !he +roject !eam is comprised of all persons who have a role performing work on the project. !he project team needs to have a clear understanding of the work to be completed and the framework in which the project is to be e%ecuted. !he +roject !eam requires a detailed level of communications which is achieved through day to day interactions with the +roject ,anager and other team members along with weekly team meetings.-ey Stakeho"(ers 4ormally 3takeholders includes all individuals and organiations who are impacted by the project. !he 5ey 3takeholders includes e%ecutive management with an interest in the project and key users identifed for participation in the project.Chan&e Contro" 1oar( !he Change Control 1oard is a designated group which is reviews technical specifcations and authories changes within the organiations infrastructure.RO.ES contd.Steerin& Committee !he 3teering Committee provides strategic oversight for changes which impact the overall organiation.!he purpose of the 3teering Committee is to ensure that changes within the organiation are e&ected in such a way that it benefts the organiation as a whole. Te%hni%a" .ea( !he !echnical 6ead is a person on the +roject !eam who is designated to be responsible for ensuring that all technical aspects of the project are addressed and that the project is implemented in a technically sound manner. Customer 7ou should identify the customer if the project is the result of a solicitation.In such a case$ the customer will be involved in reviewing prototypes$ approval of designs and implementation stages and acceptance of the fnal project the project generates.COMMUNICATION MET,O/S AN/ TEC,NO.OGIES ,any times$ the methods and technologies used to communicate are just as important of a consideration as the information being communicated.Imagine a large project with many stakeholders who all have di&erent technological capabilities.3ome may have access to a share drive while others do not.3ome may have access to video teleconferencing and others only have telephone and email capabilities.In order to be e&ective$ project information must be communicated to everyone involved by some method using available technology.8etermining communication methods and what technologies are available should be part of determining stakeholder communication requirements.Ro"e Name Tit"e Or&ani2ation3 /e#artmentEmai" PhonePro$e%t S#onsor#. White 9+ of !echnologyI! a.white:gmail.com;();();Pro&ram Mana&er#. 1rown +,? ,anager+,? b.brown:gmail.com9895678950Pro$e%t Mana&er#. 1lack +roject ,anager+,? c.black:gmail.com;>(;;Pro$e%t Stakeho"(ers3ee 3takeholder @egister3ee 3takeholder @egister3ee 3takeholder @egister3ee 3takeholder @egister3ee 3takeholde@egisterCustomer A. 8oe B7C Corp ,anager I! A.8oe:yahoo.com)