Module eight

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Module Eight

10.0 Project Communication Management “The processes required to ensure timely and appropriate planning, collection, distribution, creation, storage, retrieval, management, control, monitoring, and ultimate disposition of project information.”

PMBOK® Guide 2017 , Glossary

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10.0 Project Communication Management Learning Outcomes

• • • • •

Develop a communication plan Describe the project communication management ITTOs Identify the communication channels Describe the communication model Discuss communication skills

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10.0 Project Communication Management Knowledge Area Initiating

Planning

Executing

Monitoring and Control

Communication

10.1

10.2

10.3

Closing

Name the three processes in the Project Communication knowledge area.

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10.1 Plan Communication Management Knowledge Area: Communication Process Group: Planning “Process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project.”

PMBOK® Guide 2017, Glossary

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10.2 Plan Communications Management ITTOs Exercise Fill out the ITTOs below and check your answers in the PMBOKÂŽ Guide 2017, pg. 366

Inputs What do you need beforehand?

Tools & Techniques How is it done?

Outputs What are the results?

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10.1.1.1-5 Plan Communications Management Inputs •Project charter •Project management plan • Resource management plan • Stakeholder engagement plan

•Project documents • •

• Requirements documentation • Stakeholder register EEFs – Culture, organizational structure, standards

OPAs – Historical information, lessons learned

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 368-367.

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10.1.2.1-8 Plan Communications Management T&T •Expert judgment •Communication requirements analysis •Communication technology •Communication models •Communication methods •Interpersonal and team skills •Data representation (13.2.2.5) •Stakeholder engagement assessment matrix •Meetings Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 368-367.

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10.1.2.3 Plan Communications Management T&T Communication Model

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10.1.2.5 Plan Communications Management T&T Communication Methods

• Interactive • Multidirectional, most effective

• Push • Ensures the information is distributed but does not certify that the message was understood or received

• Pull • Recipients access information at their own discretion

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10.2 Plan Communications Management T&T Main Flow of Information “Because a project usually requires decisions and actions from a number of functional areas at once, the main flow of information and the main interdependencies in a project are Lateral.� http://www.scribd.com/doc/12632325/Project-Report-on-Team-Design

10.2 Plan Communications Management T&T Communication Channels

Upward Lateral

Lateral

Downward Adopted from Kerzner, 2013

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10.2 Plan Communication Management T&T Communication Channels (cont.)

How many communication channels are possible with a team of 4?

How many communication channels are possible with a team of 40?

Team of four

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10.1.3.1-3 Plan Communications Management Outputs •Communication management plan • • • • • • • • • • •

Stakeholder communication requirements Information to be communicated Person responsible to provide the information Stakeholder who needs to receive the information Methods to convey information Timeframe and frequency Flowcharts of the information flow Escalation process Method for updating and refining Glossary of common terminology Constraints

•Project management plan updates •Update project documents - schedule, stakeholder register Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 377-378.

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10.2 Manage Communications Knowledge Area: Communication Process Group: Executing “Process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information.”

PMBOK® Guide 2017, Glossary

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10.2 Manage Communications ITTOs Exercise Fill out the ITTOs below and check your answers in the PMBOK® Guide 2017, pg. 379

Tools & Techniques

Inputs What do you need beforehand?

How is it done?

Outputs What are the results?

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10.2.1.1-4 Manage Communications Inputs •Project management plan • Resource management plan • Communication management plan • Stakeholder engagement plan

•Project documents • • • • • •

Change log (4.6.3.3) Issue log (4.6.3.3) Lessons learned register (4.4.3.1) Quality report (8.2.3.1) Risk report (11.2.3.2) Stakeholder register (13.1.3.1)

•Work performance reports • EEFs – PMIS, standards, regulations • OPAs - Policies, procedures, guidelines, templates, historical information, and lessons learned Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 381-383.

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10.2.2.1-7 Manage Communications T&T • • •

Communication technology Communication methods Communications skills • • • • •

• • • •

Sender- receiver models Choice of media Writing styles Presentation techniques Facilitation techniques

PMIS Project reporting Interpersonal and team skills Meetings Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 383-386.

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10.2.3.1-4 Manage Communications Outputs • Project communications • Project management plan updates • Communications management plan • Stakeholder engagement plan

• Project documents updates • Issue log • Lessons learned register • Project schedule • Risk register

• OPAs Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 387.

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10.3 Control Communications Knowledge Area: Communication Process Group: Monitoring and Controlling “Process monitoring and controlling communications throughout the entire project life cycle to ensure the information needs of the project stakeholders are met.”

PMBOK® Guide 2017, Glossary

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10.3 Monitor Communications ITTOs Fill out the ITTOs below and check your answers in the PMBOK® Guide 2017, pg. 388

Inputs What do you need beforehand?

Tools & Techniques How is it done?

Outputs What are the results?

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10.3.1.1-5 Monitor Communications Inputs •Project management plan • Resource management plan (9.1.3.1) • Communications management plan (10.1.3.1) • Stakeholder engagement plan (13.2.3.1)

•Project documents • Issue log (4.3.3.3) • Lessons learned register (4.4.3.1) • Project communications (10.2.3.1)

•Work performance data •EEFs •OPAs

Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 390-391.

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10.3.2.1-5 Monitor Communications T&T • Expert judgment – Need action or intervention?

• Project management information systems – Set of standard tools

• Data analysis • Stakeholder assessment matrix (13.2.2.5) • Interpersonal and team skills • Meetings – Discussion and dialogue Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 391-392

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10.3.2.5 Monitor Communications T&T Meetings Types • Meetings are classified based on their frequency of occurrence: • Daily • Weekly or monthly • Irregular

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10.3.2 Monitor Communications T&T Written Media • Individually oriented media • Letters, memos, and reports

• Legally oriented media • Contracts, agreements, proposals, policies, directives, guidelines and procedures

• Organizationally oriented media • Manuals, forms, and brochures

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10.3.3.1-5 Monitor Communications Outputs •

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Work performance information - Performance reports provide information and level of details as required by the communications plan: • Tables, bar charts, S-Curves (EV), Gantt charts, histogram Change requests - Details of corrective changes requested by stakeholders (4.3.3.4)

Project management plan updates • Communications management plan (10.1.3.1) • Stakeholders engagement plan Project documents updates – issue log, lessons learned register, stakeholder register

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OPA updates Project Management Institute , A Guide to the Project Management Body of Knowledge, (PMBOK® Guide) - Sixth Edition, 2017 Project Management Institute, Inc. All rights reserved. Page 392-393

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10.3.3.1 Monitor Communications Outputs Performance Reporting Types • Status • Describing where the project now stands

• Progress • Describing what the project team has accomplished since the last report

• Forecasting • Predicting future project status and progress

• Trend •

Project results over time

• Variance •

Actual VS. Baseline

• Earned Value • Lessons Learned

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10.3.3.1 Control Communications Outputs Functional Reports • Project Direction • Decision making • Directing

• Records Management • Minutes • emails

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10.0 Project Communication Management Summary • • • • •

Planning Communication channels Communication models Communication methods Reporting types

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10.0 Project Communication Management Notes • Write down your personal goals to enhance your project time management knowledge and skills.

• Write down any newly acquired knowledge that you might be able to apply in your workplace.

• Identify additional resources.

• Read • PMBOK® Guide 2017, Ch. 10 (Project Communication Management) • Mulcahy, Ch.. 10 (Communication Management) • Kerzner, Ch.. 5(Communications) - Optional

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Tests • Rita’s practice exam – Ch.. 10