Bpm Lecture7 Spr15
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Transcript of Bpm Lecture7 Spr15
22787 – Business Project Management
Week 7
Project Communication &
Stakeholder Management
Readings – Linton Chapters 12 and 15
22787 - Business Project Management 1
Project Communication Management
22787 - Business Project Management 2
• Encompasses the generation, collection, distribution,
storage, retrieval and disposal of project information
• Personal communication skills (verbal, non-verbal,
business writing, presentation, etc.) are valuable but
not the only thing that matters
• Planning and control are also required to ensure the
right message is conveyed to the right people at the
right time.
Common Communication Skills
22787 - Business Project Management 3
• Active listening
• Setting and managing expectations
• Persuasion, argument, negotiation and conflict resolution
• Understanding and driving motivations (what is in it for me?)
• Coaching and development
• Summarising, recapping and agreeing on next steps
• https://www.youtube.com/watch?v=3FfaPhCKZew
Active Listening and Communication
22787 - Business Project Management 4
Try to:
• Focus fully on the speaker
• Take notes
• Test your understanding of important points
• Avoid interrupting or re-directing
• Control negative body language
• Control emotional responses
Project Communications Plan
22787 - Business Project Management 5
Inputs:
• Stakeholder register/analysis
• Project governance/reporting structure
• Project team structure
• Communication Standards
• Document management policies
• Lessons learned from past projects
Project Communications Plan
22787 - Business Project Management 6
Contents:
• Communication deliverables and processes for:
- Project Team
- Project Sponsor
- Other Stakeholders
• Resources allocated to communications
• Escalation and approval processes
• Project meeting schedule
Project Communications Plan
22787 - Business Project Management 7
Contents (Cont):
• Document templates:
- Project Status
- Change Requests
- Other
• Glossary of terms
• Links to communications protocol information
Tools and Techniques
22787 - Business Project Management 8
• Myers-Briggs Type Indicator
(MBTI) E-I, S-N, T-F, J-P
• Learning preferences and
styles (Visual, Auditory,
Reading/Writing, Kinesthetic)
• Consultation
• Lessons learned
• Communications protocols
Project Sponsor (Client)
22787 - Business Project Management 9
• Responsible for monetary resources
• Sets overall scope and objectives
• Approves Statement of Work (plan and deliverables)
• Approves (Rejects) Change Requests
• Makes decisions outside of the PM’s authority
• Consults on significant project issues and risks
• Provides political support for the project
Project Steering Committee
22787 - Business Project Management 10
• Asses and approve project feasibility and scope of work
• Governance (direct and control) approval monitoring
• Provides guidance on wider business issues
• Provides support to the project when interacting with
broader business
• May take on duties of Project Sponsor in some cases
Project Stakeholders
22787 - Business Project Management 11
• Any person, group or organisation interested in or
impacted by the project:
– Customers
– Sponsors
– Staff
– Government
– Other organisations
• Manage stakeholder expectations through project
communications processes
Stakeholder Management
22787 - Business Project Management 12
1. Identify all potential project stakeholders
2. Analyse the potential impact (power) of each
stakeholder
3. Assess likely stakeholder reactions (interest and
negative/positive response)
4. Develop strategies for gaining support and reducing
objections
5. Document in stakeholder register
Barriers to Effective Communication
22787 - Business Project Management 15
• Language
• Cultural
• Individual
• Organisational
• Interpersonal
• Attitudinal
• Communication Channel
Change Resistance
22787 - Business Project Management 16
• Resistance to change is any behaviour or action that
opposes alteration to the “status quo”
• Can be covert or overt, conscious or unconscious,
passive or aggressive, individual or group-led
• Change resistance is a major threat/risk in many
business projects
Common causes of change resistance
22787 - Business Project Management 18
• Fear of unknown
• Loss of control
• Self doubt
• Force of habit
• Ego and pride
• Previous Experience
• Job Security
• Lack of vision
• Unexpected change
• Increased workload
Group Assignments
22787 - Business Project Management 20
• First project update report due next week
• Remember to submit by email (by end of class)
– Project Update report
– Risk register
– MS Project File (With baseline and updated to reporting date)
– Any change requests
Individual Assignments
22787 - Business Project Management 21
• Individual Cases are due for peer feedback second
week back after the break (12 October)
• Make sure you know what assignment you are doing
• Make sure you answer the right questions
• Make sure you know who you are swapping
assignments with and make appropriate arrangements.