Plan Communications Presented by - PMTUTOR Communications Presented by Dipo Tepede, PMP, SSBB, MBA...

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Plan Communications

Presented by

Dipo Tepede, PMP, SSBB, MBA

PM tutorEmpowering Excellence

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notices. PMP®, CAPM®, PMI®, PMBOK® Guide are

registered marks of Project Management Institute, Inc.


•  Be able to calculate communication channels on your project

•  Be able to distinguish between: – Push Communication – Pull Communication – Interactive Communication

•  Be able to explain the communications requirements analysis


At the end of this training, our goal is for you to:

Genera-

tion

Collect-ion

Distri-

bution

Storage Retreival

Dispos-

ition


Communications Management


Communications Processes Process Group

Identify Stakeholders

Plan Communications

Distribute Information

Manage Stakeholder Expectations

Report Performance

INIT

M & C

PLAN

EXEC

EXEC

•  Identify Stakeholders

– Identify all involved and document their influence on the project

•  Plan Communications

– Document stakeholder info needs and how to communicate effectively

•  Distribute Information – Make information available to all

stakeholders according to plan


Communication Processes

•  Manage Stakeholder Expectations

– Resolve stakeholder issues and respond to their needs as they arise

•  Report Performance

– Gather and distribute performance information like status reports and forecasts


Communication Processes

Information Timeframe

Method Originator


Main Concept


Plan Communications Process

Plan Communications Process is iterative


Plan Communications Input

Req. Input

Stakeholder Mgt. Strategy

Stakeholder Register

Org. Process Assets

Enterprise Env. Factors


Communications Mgt. Plan

Part of overall Project Management Plan

Revisit during the project again & again

Arrived by taking inputs, applying T&T and creating plan

You will be measured against the plan


Why Enterprise Env. Factors

Internal Factors

Scheduling Tool

• Defined by company

• Defined by general environment in which company is doing business

External Factors


Factors Used

Company structure and organizational structure

Standards regarding communications

Risk tolerances of stakeholders

Technologies like blogs, emails, intranet, extranet and press releases


Why Org. Process Assets? Any or all process related assets, from any or all of the organizations involved in the

project that are or can be used to influence the project’s success.

These process assets include formal and informal plans, policies, procedures, and

guidelines. The process assets also include the organizations’ knowledge bases such

as lesson’s learned and historical information.

• Helps in communication effort


Assets

Templates

Policies & Operating

Procedures

Lessons learned files

• Define and describe our internal processes

• Improve communication planning

•  Stakeholder names

•  Influence they have

•  Needs and expectations •  Planned strategies to:

– mitigate

– strengthen Powered by POeT Solvers Limited

Why Stakeholder Documents?

Contain


Plan Communications T&T Communication Req.

Analysis

Communication Models

Communication Methods

Communication Technology


Communication Req. Analysis

Frequency

Detail

Up, Down, Left, Right

Internal & External


Communications Channel

The modes or pathways through which two parties

might communicate

A communications connection between two

stakeholders irrespective of the method, pathway or

message

•  Email

•  Telephones

•  Paper mail •  Fax

•  Etc.


Various Methods to Communicate

Sender Receiver push Information


Formula

Formula

Scheduling Tool

•  n* (n - 1) / 2

Example •  100*(100 - 1)/2 =4950


Windows Calculator

•  Requires you to apply the formula sometimes not just once but twice.

•  Team of 5 people is welcoming two new members. How many more communication channels have been added?

– First calculate for 7

– Then calculate for 5

– Subtract the two numbers Powered by POeT Solvers Limited

Sample Questions


Sample Questions

Joe

Peter Nitin Dora

Susan

Sam


Sample Questions

Joe

Peter

Nitin Dora

Susan


Timing

Skill & Tool Complexity

Technological Advances

Need

Availability & Access

Technology Factors to Consider


Information Access

Identify how stakeholders access information

For a stakeholder, choose a method that ensures he receives information in a way

that he can easily access

Communication method should be appropriate for the recipient

Status reports Press releases

Letters Voice mails

Podcasts Faxes Emails


One Way Street

Sender Receiver push Information

RSS Feeds Blogs

Forums Intranet websites

Watching the PM PrepCast™


Pull Communication

Sender Receiver PLACE Information PULL

Repository

Chats Telephony

Teleconferences Direct, in-person

communication


Multi-Directional/Interactive

Sender Receiver Information


Plan Communications Output


Project Document Updates

•  Subsidiary plan of Project Mgt. Plan

•  Used as an input to other processes, like:

– Develop Project Mgt. Plan – Plan Risk Mgt.

– Distribute Information

– Manage Stakeholder Expectations



•  Stakeholder Communication Needs

•  Format, content and level of detail of information to communicate

•  Responsibilities assignment

•  Groups of people to receive information •  Methods, technologies and frequency of

sending information

•  Processes of how the plan will change in future


What to Document?

•  Which of the following is not an input to Plan Communications?

•  When it comes to knowledge based questions about T&T expect:

– “Which of the following are T&T of Plan Communication process”.

•  “Where do you define guidelines for project status meetings?”

– Communications Mgt. Plan Powered by POeT Solvers Limited

Sample Questions

•  “Which of the following are outputs of Plan Communication?”

– Communications Mgt. Plan

– Project doc Updates

•  “Communication was sent to your stakeholders but it was obviously not understood. What should you do?”

– Review Plan – make changes


Sample Questions

•  In Plan Communications, you define:

•  Who needs what information?

•  When they will need it? •  How will they receive and by whom?

•  Important output is the Communications Mgt. Plan

•  Formula to calculate the number of communication channels is n*(n-1)/2


Review

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