1.2 Communications report management h ajjshsgs Management.pptx

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1. Section 3 Managing Communications with Various Stakeholders

2. Introduction It involves the generating, collecting & distributing of project information among the project stakeholders and the team. Project managers spend more than 90% of their time communicating with team members and other project stakeholders — internal (at all organizational levels) or external to the organization. The communication management includes the following processes Identify Stakeholders Plan Communication (Method) Distribute Information Manage Stakeholder Expectations Report Performance A failure in communication on the Project Manager’s part can have a lot of negative impacts like conflicts, resistance & hesitation from the others.

3. Upward Stream - Communicate to senior executives. - Highlight issues, risks & exceptions. - Tools Used: Weekly Status Reports Email Updates Face to Face Reviews - Strengthens the buy in from top. - Provides Direction to the project team. - Highlights tasks pending, scheduled tasks, dates & general team briefings - Tools Used: Verbal Exchanges Agendas, minutes E-mail Issue Logs - Requires Delegation skills Downward Stream - Communication to clients, vendors & functional managers. - Involves negotiations for budgets, time & resources allocations. - Tools Used: Communication Plan Statement of Work Contracts - Requires tact & good negotiation skills Lateral Stream Communication Streams

4. Form of Communication Characteristics Examples Written Formal Precise Keeps a permanent record Time Consuming Project charter, scope statement, project plan, WBS, project status Contract Related Communication Memos Written Informal Emails Letters Instant Messaging Oral Formal High degree of flexibility More likely to get immediate feedback Presentations, Speeches Negotiations Oral Informal Conversations with team members Project Meetings Non- Verbal Communication Almost 55% of communication Plays an important role in making communication more effective Facial expressions, hand movements, tone of voice while speaking, etc.

5. Tips for Effective Communication  Recognize and understand the differences Consider the diverse backgrounds, opinions, perspectives and biases of your stakeholders while communicating. It is imperative to keep an open and flexible mind. Recognizing differences means acknowledging and respecting individuals for who they are; it does not necessarily imply agreement with their perspectives, nor is it a like/dislike dimension. Create the appropriate message to communicate Be clear about the content and goal of your message. Are you communicating to inform? Asking for input? Clarifying an issue? Resolving a problem? How should your message be passed on given the differences between yourself and your audiences? Should your message be direct and to the point, or should it be more subtle and indirect? Deliver the Message Your message can be delivered in many different ways such as, a team meeting, e-mail, or one-to-one conversation. Select the type that will maximize the successful delivery of your message given the diversity issues involved. Knowing your audience can greatly help determine when and how to deliver the message. Obtain the Feedback You will want to check for understanding and ensure that your message was accurately received. The important point is to ensure accurate understanding of the message, not necessarily agreement.

6. Stakeholders will need different types of information, depending on their interest in project and the priority of the project. The project manager will need to complete the analysis of the identified stakeholders to determine this. The following 6 questions should be asked before communicating. COMMUNICATION WHY? (Intent) Why is it necessary and to what level is it important? HOW? (Channel) How should it be done? What form will be most appropriate? WHEN? (Timeline) When should it be done? The timeline should be monitored. WHO? (Stakeholder) Who needs to be communicated to? WHAT? (Message) What exactly needs to be communicated? Everything need to be communicated to everybody. WHERE? Where should the communication be done?