LABORATORY MANAGEMENT REVIEW 2008 Adapted from Tim Hamill, M.D.
Project Communications Management Sections of this presentation were adapted from A Guide to the...
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Project Project Communications Communications Management Management Sections of this presentation were Sections of this presentation were adapted from adapted from A Guide to the A Guide to the Project Management Body of Project Management Body of Knowledge Knowledge 4 4 th th Edition, Project Edition, Project Management Institute Inc., © 2008 Management Institute Inc., © 2008
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Transcript of Project Communications Management Sections of this presentation were adapted from A Guide to the...
Project Project Communications Communications
ManagementManagementSections of this presentation were adapted Sections of this presentation were adapted from from A Guide to the Project Management A Guide to the Project Management
Body of KnowledgeBody of Knowledge 4 4thth Edition, Project Edition, Project Management Institute Inc., © 2008Management Institute Inc., © 2008
Communications ManagementCommunications Management
““The processes required to ensure timely The processes required to ensure timely and appropriate generation, collection, and appropriate generation, collection, distribution, storage, retrieval, and ultimate distribution, storage, retrieval, and ultimate disposition of project information”disposition of project information”
Why Do We Manage Why Do We Manage Communications?Communications?
Project Managers spend most of their time Project Managers spend most of their time communicatingcommunicatingCommunication is complex; requiring Communication is complex; requiring choices between:choices between: Sender-Receiver modelsSender-Receiver models Choice of mediaChoice of media Writing styleWriting style Presentation techniquesPresentation techniques Meeting managementMeeting management
PMBOK Communication ModelPMBOK Communication Model
Encode – Translate thought to languageEncode – Translate thought to languageMessage – Output of encodingMessage – Output of encodingMedium – Method to convey messageMedium – Method to convey messageNoise – Interference with transmission/understandingNoise – Interference with transmission/understandingDecode – Translation back to thought/ideaDecode – Translation back to thought/idea
Encode
Sender
Decode
Decode
Receiver
Encode
Message
Feedback - Message
MEDIUM
Noise
Noise
Communication ModelCommunication Model
Communications model implies feedback Communications model implies feedback requiredrequiredKey TermsKey Terms Nonverbal – 55% of CommunicationNonverbal – 55% of Communication Paralingual – Pitch and tone of voiceParalingual – Pitch and tone of voice Active listening – Receiver confirms message Active listening – Receiver confirms message
and asks for clarificationand asks for clarification Effective listening – Receiver pays attention, Effective listening – Receiver pays attention,
thoughtfully responds, and provides feedbackthoughtfully responds, and provides feedback
How Do We Manage How Do We Manage Communications?Communications?
Five processesFive processes Identify StakeholdersIdentify Stakeholders Plan CommunicationsPlan Communications Distribute InformationDistribute Information Manage Stakeholder ExpectationsManage Stakeholder Expectations Report PerformanceReport Performance
Plan Communications
Distribute Information
Report Performance
Manage Stakeholder Expectations
Identify Stakeholders
Identify StakeholdersIdentify Stakeholders
Project Charter
Enterprise Environmental Factors
Organizational Process Assets
Procurement Documents
Stakeholder Register
Stakeholder Management Strategy
Stakeholder analysis
Expert Judgment
Inputs
Outputs
Tools & Techniques
Plan Communications
Distribute Information
Report Performance
Manage Stakeholder Expectations
Identify Stakeholders
Plan CommunicationsPlan Communications
Stakeholder Register
Enterprise Environmental Factors
Organizational Process Assets
Stakeholder Management Strategy
Communications Management Plan
Project Document Updates
Communications requirement analysis
Communications technology
Communications models
Communications methods
Inputs
Outputs
Tools & Techniques
Plan Communications
Distribute Information
Report Performance
Manage Stakeholder Expectations
Identify Stakeholders
Com Requirement AnalysisCom Requirement Analysis
Who needs to know and how much?Who needs to know and how much?
Communicate good and bad, but not too Communicate good and bad, but not too much to overwhelm teammuch to overwhelm team
Communication channels grows Communication channels grows exponentially not linearly as team members exponentially not linearly as team members are added!are added!
# of Com Channels = N(N-1)/2Where N = # of Stakeholders
Communications Mgmt PlanCommunications Mgmt Plan
Who, what, when, and how information is to be Who, what, when, and how information is to be distributeddistributed
Issue escalation processIssue escalation process
Information Type
Distrib
ution
Frequ
ency
Cham
pion
Projec
t
Man
ager
R&DDist
ribut
ion
Sales a
nd
Mar
ketin
g
File
Charter Revision
Project Plan Revision Launch Plan Revision Product Specifications Revision Schedule Monthly Weekly Updates Weekly Project Minutes Weekly Project emails As-Appropriate Project Memos As-Appropriate Vendor Info As-Appropriate Progress Update Quarterly Contractor Info
Distribute InformationDistribute Information
Organizational Process Assets Updates
Communications methods
Information distribution toolsInputs
Outputs
Tools & Techniques
Project Management Plan
Performance Reports
Organizational Process Assets
Plan Communications
Distribute Information
Report Performance
Manage Stakeholder Expectations
Identify Stakeholders
Distribution Techniques - WrittenDistribution Techniques - Written
PM Sort and Distribute PM Sort and Distribute Small projects only, issues with timely delivery of infoSmall projects only, issues with timely delivery of info
Document Control Sort & Distribute Document Control Sort & Distribute Mid sized projects, issues with retention of staff Mid sized projects, issues with retention of staff
qualified to sort infoqualified to sort info
Document Control NotificationDocument Control Notification Daily list of all docs received emailed to team, who Daily list of all docs received emailed to team, who
are directed to central location for document revieware directed to central location for document review
Distribution Techniques - VerbalDistribution Techniques - Verbal
Where do team members get their informationWhere do team members get their information11?? 7% from words7% from words 38% from tone38% from tone 55% non-verbal cues55% non-verbal cues
Your presentation style is extremely importantYour presentation style is extremely important
1) From PMI Mile High Chapter PMP Prep Course
Manage Stakeholder Manage Stakeholder ExpectationsExpectations
Stakeholder Register
Stakeholder Management Strategy
Project Management Plan
Issue Log
Change Log
Organizational Process Assets
Communications methods
Interpersonal skills
Management skills
Inputs Outputs
Tools & TechniquesOrganizational Process Assets Updates
Change Requests
Project Management Plan Updates
Project Document Updates
Plan Communications
Distribute Information
Report Performance
Manage Stakeholder Expectations
Identify Stakeholders
Why Manage Stakeholders?Why Manage Stakeholders?
We RetainWe Retain11
10% from reading10% from reading 20% hearing20% hearing 30% read and hear30% read and hear 50% that we discuss50% that we discuss 80% of experiences80% of experiences 90% that we teach90% that we teach
How LongHow Long11
50% now50% now 25% in 2 days25% in 2 days 10% after 7 days10% after 7 days
Agreements without documentation will come back to haunt you!
1) From PMI Mile High Chapter PMP Prep Course
Report PerformanceReport Performance
Variance analysis
Forecasting methods
Communications methods
Reporting systemsInputs
Outputs
Tools & Techniques
Project Management Plan
Work Performance Information
Work Performance Measures
Budget Forecasts
Organizational Process Maps
Performance reports
Change Requests
Organizational Process Assets
Plan Communications
Distribute Information
Report Performance
Manage Stakeholder Expectations
Identify Stakeholders
Performance ReportsPerformance Reports
Common TypesCommon Types Gantt ChartsGantt Charts S-CurvesS-Curves HistogramsHistograms EVA TablesEVA Tables
Communication SummaryCommunication Summary
An effective message must survive the An effective message must survive the noise and return as feedback to the sendernoise and return as feedback to the sender
Channels increase exponentially with Channels increase exponentially with additional people [ # = N(N-1)/2 ]additional people [ # = N(N-1)/2 ]
Communicate and document to keep the Communicate and document to keep the team and stakeholders happy and team and stakeholders happy and productive!productive!
