Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Management Chapter 6 Project Communications...

Dr. Jana Jagodick Polytechnic of Namibia, 2012

Project Management

Chapter 6Project

Communications Management


Some methods are more effective than others at ensuring the message is correctly received

There is no one best way!

It depends on many things……

How we communicate……


Ways of communicating…

• What are all the ways in which you can communicate in a project?

• Within the team• To stakeholders outside the team


Ways of communicating include…

• Telephone calls• Voicemail• Email• Handwritten short notes• Informal visits – and management by walking around• Formal meetings• Formal reports and memos• Faxed messages• Formal presentations• Small team meetings and workshops


Advantages and Disadvantages GameTelephone callsWhen good to use?• Short focused conversations that need a personal touch• When reaching people in remote locations• When you don’t want to put something in writing• When you want instant input or feedback

Disadvantages?• Might not reach them first call• Can be disruptive if the receiver isn’t expecting the call• Might catch the receiver off guard• No record


1. Identify project stakeholders and role-players

2. Work out their communication needs

3. Select communication media

4. Compile a communication plan

Communications Planning - Steps


Communications Plan

who when how What (key messages)

by whom Date completed

Senior management team


Communications Planwho when how What (key

messages)by whom

Date completed

Senior management team

• Align plan to the overall project plan and timing

• Think carefully about who and when

• Sequencing of communication is important

• Always outline the message before you deliver it

• Put yourself in the stakeholders shoes (what do they want and expect to hear)

• Be concise and use language that is appropriate for the audience


Language Appropriate for Audience

• BTB is focused on aligning with our strategic objectives in order to attain a BII approach in dealing with the forward supply chain

or

• The ‘Be the Best Project’ fits with our goals of being the best in our industry, when it comes to dealing with customers


• Definition and planning• Implementation • Evaluation and closure

Project Communication

Project Initiation

Project Planning

Project execution and control

Project closing

Scope identification

Team set up

Project definition

WBS

OBS

Scheduling

Network diagrams

Reporting

Hand over

Commission

Project life cycle

Maps onto the Project Life Cycle


• Establish clear communication channels• Document management • Meetings fundamentals• Project Management Information

Systems• Project manager skilled in

communications

Project Comms Good Practice


Each project normally has various levels of authority and responsibility

It is therefore critical to establish a clear communication protocol i.e. channels which indicate lines of authority and responsibility

The establishment of formal lines of communication allows the project to be managed with clear strategic direction in accordance with the project plan

These lines should, whenever possible, be the same as the existing institutional lines

Project Protocol – Clear Channels


• Projects generate large quantities of information relating mainly cost and time estimates and controls, contracts and purchasing, quality project planning.

• It is important that this information be fully documented and systemised to ensure that all those involved understand what is happening.

Project Document Management


• Document management must ensure that all documents use a uniform format and template, are approved by the designated managers and are stored in a safe but accessible place.

Project Document Management


• ‘Status’ meetings should be held on a regular basis

• Meetings should be attended by key stakeholders and role-players

• These meetings are report-back meetings on the status of the project and not for problem solving

• A standard agenda should be sent out before the meeting

• Only the necessary people should attend

• Minutes must be kept where the responsibility for follow-up action is clearly indicated.

Rules of Good Project Meetings


• Central to good ‘project communication management’ is a project management information system (PMIS).

• Even for relatively small projects, a PMIS should be developed and maintained

• Important points to consider when developing a PMIS are:• all data has a source• the PMIS is growing and dynamic• the range of documents could be wide

• The system must have a mechanism to trigger actions from people when necessary, subjective data must also be collected and security of data must be ensured at all times.

Project Management Information Systems


• The responsibility of the project manager is to communicate clearly and concisely to all team members, stakeholders and role-players and to create an environment conducive to openness, teamwork and trust.

• Effective communication can help to:• improve relationships and teamwork • improve performance and productivity• foster an open, creative environment• solve problems effectively

Communication Role of the Project Manager


Communication can be improved by conducting regular team- and individual meetings (if necessary).

Project managers should possess to necessary skills for:

• interpersonal communication• communication for team building • managing conflicts through communication

Communication Role of the Project Manager

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Mock TestQ1: What is in a project communications plan?

Q2: What are the steps in producing a communications plan?

Q3: Why do you need a communications plan?

Q4: Name some methods for communicating in projects


Mock TestQ1: What is in a project communications plan?

Q2: What are the steps in producing a communications plan?

What information will be collectedWhen it will be collectedWho will be responsible for the collection and analysis of the dataTo whom will be distributedHow will it be distributedWhen will it be distributed

Identifying project stakeholders and role-playersWorking out their communication needsSelecting communication mediaCompiling a communication plan


Mock TestQ3: Why do you need a communications plan?

Q4: Name some methods for communicating in projects

to cause some action or agreement to take place – helps with decision makingto gain understanding, discussing and resolving issues in the project teamto get buy in and involvement from stakeholdersto document for control and legal purposes

Telephone calls Voicemail EmailHandwritten short notes Formal meetingsInformal visits – and management by walking aroundFormal reports and memos Faxed messagesFormal presentations Small team meetings and workshops

Dr. Jana Jagodick Polytechnic of Namibia, 2012 Project Management Chapter 6 Project Communications...

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