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Top Communication Tools
S e l e c t i n g t h e r i g h t t o o l s f o r y o u r P r o j e c t s !
Bill Dow, PMP • Co-author: “Project Management Communications Bible”
• Author: “The Tactical Guide for Building a PMO”
• Co-Author: “Project Management Communications Tools”
© Copyright 2016 – B Dow, B Taylor
© Copyright 2016 – B Dow, B Taylor
Hands On
Bill Dow, PMP
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SocialAuthorGiving Back
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Having a set of common
communication tools is critical for
every project manager.
Top Project Communication Tools
Project Managers must understand
the 5W’s. (and the 1H) when
communicating project information.
Develop a project Communication
Plan for every project before starting
any activities!
© Copyright 2016 – B Dow, B Taylor
Who Project Organization Chart
Bill Dow
VP Projects
Bob Jordan
Project Manager
Al Smith
Analyst Lead
Mary Jones
Dev Lead
Alice Ball
Customer
Susan White
AnalystTBH TBH
Kevin McGraw
Developer
Terry Marie
Designer
Brian Shaw
Design Lead
Use pictures if possible!
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Circle of Communication Chart Project
Manager
Development
Lead
Test Lead
UAT Lead
Training
Lead
Deploy
Lead
Customer
Developer # 1
Developer # 2
Tester # 1
Tester # 2
UAT Tester # 1
UAT Tester # 2
UAT Tester # 3
Trainer # 1
Ops Agent # 1
Ops Agent # 2
Customer
Manager # 1
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Communication Requirements MatrixWhat
Team
Member /
Tool
Project
Manager
Stakeholder
/ Internal
Customer
Team
Members
Project
Manager
Stakeholder
/ Internal
Customer
Team
Members
-
Feedback
Issues
Concerns
Update Project
Information
Project Status
-
Specific Project
Details
Receive and
Communicate
Project Info.
Specific Project
Details
-
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Role Report MatrixWhenWho WhatFocus on timing and recipient of each report
People
(Who receive Report) Name On Demand Weekly Monthly
CEO/CFO John SmithStatus & Cost
ReportsVariance Report
Owner Peter AdamsStatus & Cost
ReportsStatus Reports
Stakeholder Mark Taylor Stakeholder Report Status Reports Status Reports
Risk Manager Bruce Jones Risk Report Status Reports
Media ABC News Media Report
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Project Calendar / Rhythm ExampleWhen
Monday Tuesday Wednesday Thursday Friday
Prepare Status
Material
Team Meeting,
gather
information for
Status Report
Customer Status
Meeting, Finalize
Status
Information
Submit Final
Status Report
Prepare Status
Material
Team Meeting,
gather
information for
Status Report
Customer Status
Meeting, Finalize
Status
Information
Submit Final
Status Report
Prepare Status
Material
Team Meeting,
gather
information for
Status Report
Prepare Monthly
Newsletter
Customer Status
Meeting, Finalize
Status
Information
Submit Final
Status Report
Week 1
Week 2
Week 3
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Report Creation CalendarWhen
Week 1
Week 2
Week 3
Monday Tuesday Wednesday Thursday Friday
Daily Budget
Report,
Monthly VP Report
Daily Budget
Report,
Bi-Weekly Risk
Report
Daily Budget
Report
Daily Budget
Report, Customer
Status Report
Daily Budget
Report,
Final Status Report
Daily Budget
Report
Daily Budget
Report
Daily Budget
Report
Daily Budget
Report, Customer
Status Report
Final Status Report
Daily Budget
Report
Daily Budget
Report,
Bi-Weekly Risk
Report
Daily Budget
Report, Monthly
Project Newsletter
Daily Budget
Report, Customer
Status Report
Final Status Report
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WK1
WK2
WK3
What Work Breakdown Structure
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WK1
WK2
WK3
What Scatter Chart
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WK1
WK2
WK3
Project NewsletterWhat
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WK1
WK2
WK3
Financial Risk MatrixProject Risk Matrix
Contingency Value required in case Risk occurs
What Risk Matrix
Note: To create a Risk Matrix you must already be using a Risk Log.
© Copyright 2016 – B Dow, B Taylor
SummaryTop Project Communication Tools
1
2
Take time and consider how to use these tools on your projects.
Don’t rush getting project information too quickly. Be sure to
understand the purpose of these tools.
3At a minimum, every project manager should be using these tools on
their projects
© Copyright 2016 – B Dow, B Taylor
Project Management
Communication Tools
- Published 2015
Bill Dow, PMP
© Copyright 2016 – B Dow, B Taylor
@dowpublishing
@billdow
dowpublishingllc
Bill Dow, PMP
The Tactical Guide for Building
a PMO
-Published 2012
Dowpublishingllc.comw w w
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Win a free copy of the book!
http://products.dowpublishingllc.com/freecommsbook
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Thanks!
Bill Dow, PMP
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