Project Management Communications Overview Copyright © 2008 1.

Project Management Communications Overview

Copyright © 2008 1

Bruce Taylor is an expert in the field of project management with more than 40 years in project management. Bruce regularly provides professional assistance to top management and has accumulated impressive experience in developing project scheduling and cost control systems continuously throughout his career. He was responsible for the scheduling and resource leveling of many huge North Sea oil platforms, including Thistle and Brent B & C, each worth approx. $5 billion. Bruce has conducted many project management classes and seminars throughout the United States, Canada, Europe, Japan, Australia, South America and the Near and Far East.Contact Bruce at [email protected] or at http://projectcommunicaton.org

Today’s Presenter – Bruce Taylor

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mailto:[email protected]

Today’s Presenter – Bill Dow, PMP

Bill Dow is a published author, PMP Certified Project Management Professional, with more than 20 years in Information Technology, specializing in software development and project management. Bill has a strong passion for Project Management, Project Management Offices and Software Development Lifecycle Methodologies. Bill has a strong methodology background, been very successful in every company he has worked for in ensuring the projects methodologies matches the project while still guaranteeing the highest of quality for the customer.

Contact Bill at [email protected] or at http://projectcommunicaton.org

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INTRODUCING PROJECT COMMUNICATIONS

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Houston, we have a problem….Houston, we have a problem….

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Those words really got our attention…

What type of problem do you think they had?

What would you do?

How do you handle your project problems?

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The to solve project problems is by communicating……

There is no other way……

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ONLY WAY best way

28% of projects fail due to poor communications

Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)

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That’s 1 out of 4 projects fail due to poor communications.

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What would you do if you had the one project that was failing?

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That’s why we are here today!

Today’s Topic’s

Top Reasons Projects Fail

Introducing Project

Communications

How to succeed at project

communications Top Project

Communications Tools


TOP REASONS PROJECT’S FAIL….


Top reasons why projects fail

1. Poor Communication2. Insufficient resource planning

3. Unrealistic schedules

4. Poor project requirements

5. Lack of stakeholders buy-in

6. Undefined success/closure criteria

7. Unrealistic budgets

8. Insufficient or no risk planning

9. Lack of control/change process

28.0%



18.0%

13.2 %

9.8%

6.7%

5.2%

4.8%

4.4%

4.3%

2% 16%

44%

1.2% 12%

56%

0%

Survey Results Our Opinion

65.8%

Top reasons why projects fail

1. Poor Communication2. Insufficient resource planning

3. Unrealistic schedules

4. Poor project requirements

5. Lack of stakeholders buy-in

6. Undefined success/closure criteria

7. Unrealistic budgets

8. Insufficient or no risk planning

9. Lack of control/change process

28.0%



2%

1.2%

0%

3.7%

0%

2.4%

0%

0%

Survey Results Our Opinion

85.1% 16%

12%

3.0%

2.4%

9.8%

5.2%

4.4%

4.3%

We believe it is 85.1% of why project’s fail is due to poor communications…..

Based on our professional Opinion!


Original Survey Results

Let’s discuss the top reason….


# 1 Reason – No or Poor Communications Copyright © 2008 17

Poor Communications is like being lost in space!


Today’s Topic’s



Introducing Project

Communications




Introducing Project Communications


Core Concepts of Project Communications


• Who, what, where, when and how to communicate project information.

Communication Planning

Communication Links Stakeholder Risk Tolerance

Who, what, where, when and how

# of People receiving the message How much risk will customer be willing to take?

Project Communication Rhythm

Ensuring there is a regular cadence for communicating project information


Communication Planning

“Develop a project Communication Plan for every project”


Communication Planning – Key Points

Planning your project communications is going to be one of the most important aspects of managing your project.

Understanding what and how you want to communicate your project information at the beginning of the project is critical.

Understanding of how your customer wants their information delivered to them is essential and very important to understand.

Continually following-up on your project communications. (Trust but Verify!)

Recommended tools for project managers:

1. Communication Management Plan2. Communication Requirements Matrix3. Role Report Matrix


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Section # Description

Section 1 Project Communication Plan

Section 2 Project Organization Chart

Section 3 Project Communication Requirements Matrix

Section 4 People Report Matrix

Section 5 Timeframe

Section 6 Lessons Learned

Communication Management Plan

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Communication Requirements Matrix

Team Team Member/ToolMember/Tool Project ManagerProject Manager

Stakeholder Stakeholder /Customer(Inter/Customer(Inter

nal)nal)Team MembersTeam Members

Project ManagerProject Manager

Communicates project status,

risks, budget, and ongoing project

information

Receives and communicates

project information

Stakeholder Stakeholder /Customer(Intern/Customer(Intern

al)al)

Feedback/Issues/Concerns

Project Specific details

Team MembersTeam Members Updated project information

Specific project details where

applicable

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ROLE REPORT MATRIX People (Who People (Who receive what receive what

Report)Report)NameName On DemandOn Demand WeeklyWeekly MonthlyMonthly

CEO/CFO John SmithStatus & Cost

ReportsVariance Report

Owner Peter AdamsStatus & Cost

ReportsStatus Reports

Stakeholder Mark TaylorStakeholder

ReportStatus Reports

Risk Manager Bruce Jones Risk Report Status Reports

Media ABC News Media Report

Note: Focus on Timing of Report and who is getting what Report.

Project Communication Rhythm

How often do you send information?

What meeting cadence do use?

How much volume is being sent or received?


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Project Calendar - ExampleMondayMonday TuesdayTuesday WednesdayWednesday ThursdayThursday FridayFriday

Prepare Prepare Status Status

MaterialMaterial

Team Team Meeting, Meeting, gather gather

information information for Status for Status

ReportReport

Customer Customer Status Status

Meeting, Meeting, Finalize Finalize Status Status

InformationInformation

Submit Final Submit Final Status ReportStatus Report


MaterialMaterial



ReportReport






MaterialMaterial



ReportReport

Prepare Prepare Monthly Monthly

NewsletterNewsletter





Communication Links

It is critical to understand when crafting your messages, that you are speaking to a much larger audience then you would ever anticipate.

Ensure messages are clear and to the point, or they will be “lost” as they are repeated from person to person.

Number of Links = n(n-1)/2


50 Emails = 1200 Links

Stakeholder Risk Tolerance

• High – Will allow a high level of risk to occur on their project. • Medium - Will allow a medium level of risk to occur on their project. • Low - Will not allow much risk at all to occur on the project.

High Medium Low

How much risk will your stakeholder be comfortable with?

Tolerance Levels:


Today’s Topic’s


Introducing Project

Communications





HOW TO SUCCEED AT PROJECT COMMUNICATIONS?


• Who, what, where, when and how to communicate project information.

Common Communication Problems


Common Communication Problems


How can you be Successful?


Success in Project Communications

Making sure everyone

understands the message

Establishing a Project Rhythm

Ensuring your communications results in Actions

Customer Satisfaction


Today’s Topic’s


Introducing Project

Communications





TOP PROJECT COMMUNICATION TOOLS


Project Communications Tools….

What tools do you use?


Knowledge Breakdown Tools Chart


Lifecycle Process Tools Breakdown Chart


COMMON COMMUNICATION TOOLS


Budget Spreadsheet Customer Requirements Daily Progress Reports Design Specifications E-mail Tool Estimating Tool Formal Acceptance Document Gantt Chart Human Resource Plan Instant Messaging

Project Calendar Project Meeting Minutes Project Milestone List Project Schedule Project Status Meetings Project Status Report System Requirements/Design Drawings Team Charter User Acceptance Document

MINIMUM TOOLS FOR EVERY PROJECT:

Today’s Topic’s



Introducing Project

Communications




Where do I get help?


• Part 1– Introduction Project Communications Concepts– Planning Project Communications

• Part 2– Communication Tools Broken Down by the 9 PMI

Knowledge Areas• Part 3

– Communication Tools Broken Down by the 5 Life Cycle Processes

Project Management Communications Bible



http://projectcommunication.org

Mission Accomplished!!


Questions…..


Project Management Communications Overview Copyright © 2008 1.

Documents

project problems

project management offices

project management classes

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way best way copyright

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