Project communications management 15.11.16_final_UPDATE.pptx

Project Management is a tool for follow up and closure of a project within the budgetted cost, time and delivery.

1. PROJECT COMMUNICATIONS MANAGEMENT CUSTOMER ENGAGEMENT PRESENTED BY KAVITHA G Manager Helicopter Division PROJECT MANAGEMENT

2. Good Communication!

3. Efficient commn - examples!!

4. Tanjore temple, Pyramids, - Examples of excellent project communication! Video - team work – Coke ad In tech age of instantaneous info and commn - intangible project elements outnumber the tangible by a hearty margin The PM knows the value of staying flexible, constantly gathering valuable feedback and responding accordingly

5. Is the process required to ensure timely and appropriate: Generation Collection Distribution Storage Retrieval and Ultimate disposition of project information Communications Management

6. Is used to: Develop a communication plan for the Project Distribute information effectively to customers Reporting Performance Manage communication with project stakeholders and resolve issues Store data using filing system Archive records and retain them Project Communication Management

7. Project resources should be used only on communicating info. that contributes to the success of the project and adds value to the organisation worth the cost and effort involved or where a lack of commn . can lead to failure

8. Communication Processes Plan Communications- D eveloping an appropriate approach and plan based on stakeholder information, needs and requirements and organizational assets . Manage Communication- C reating, collecting, collating , distributing, storing, retrieving and the ultimate disposition of project information Control Communication – M onitoring and controlling commn . throughout the entire project lifecycle to ensure the information needs of the stakeholders are met.

9. Why Do We Plan Communications?

10. Plan Communication Management Identifying the stakeholders information needs and defining an approach to meet the needs. Focuses on –Who needs what information –When and in what way(medium) the information has to be distributed - How Frequently – Resources such as time and budget is allocated for communication activities

11. Failure to Plan May Lead to- Misunderstanding or Misinterpretation of the message communicated Delay in Message Delivery Communication of Information to the wrong audience Insufficient communication to the stakeholders Insufficient resources for communication

12. Effective Communication is Right Information, Right Format, Right Time, Right Audience, Right Impact!!! CLEAR, CONCISE, CORRECT INFORMTION Effective communication

13. Communication Aspects Internal vs. External Formal vs. Informal Vertical vs. Horizontal Official vs. Unofficial Written vs. Oral Verbal vs. Non-verbal

14. Communication channels

15. Choosing commn Media

16. Communication Technology Urgency & Frequency of information Availability of Technology Ease of Use Project Environment Sensitivity & Confidentiality of the information

17. Communication Model Encode – Translate thought to language Message – Output of encoding Medium – Method to convey message Noise – Interference with transmission/understanding Decode – Translation back to thought/idea

18. Communication Methods Interactive Communication – reciprocal Eg : conversations, meetings Push Communication-one way commn & does not ensure receipt or understanding. Eg : Status reports, memos, e-mail updates Pull Communication- located centrally for large volume info or for very large audience Eg : Documents uploaded on Intranet, KM portal etc

19. Communication Management Plan Stakeholder commn . requirement Information to be communicated, including language, format, content & level of detail Time frame & frequency, requirement of acknowledgement Person responsible for release of info. Person responsible for release of confidential info. Methods & resources Escalation process Glossary of common terminology Communication constraints based on specific legislations, technology and orgn . policies etc.

20. Template

21. Communication Type Objective of Communication Medium Frequency Audience Owner Deliverable Format Kickoff Meeting Introduce the project team and the project. Review project objectives and management approach. - Face to Face Once - Project Sponsor - Project Team -Stakeholders Project Manager - Agenda - Meeting Minutes Archived Soft copy in Project Database . Hard copy in Project File Project Team Meetings Review status of the project with the team. - Face to Face -Conference Call Weekly - Project Team Project Manager Agenda - Meeting Minutes - Project Schedule Issue Log Archived Soft copy in Project Database . Hard copy in Project File Technical Design Meetings Discuss and develop technical design solutions for the project. - Face to Face As Needed - Project Technical Staff Technical Lead - Agenda - Meeting Minutes Archived Soft copy in Project Database . Hard copy in Project File Monthly Project Status Meetings Report on the status of the project to management. - Face to Face - Conference Call Monthly - PMO Project Manager - Slide Updates - Project Schedule Archived Soft copy in Project Database . Hard copy in Project File Project Status Reports Report the status of the project including activities, progress, costs and issues. - Email Monthly - Project Sponsor - Project Team -Stakeholders - PMO Project Manager - Project Status Report - Project Schedule Archived Soft copy in Project Database . Hard copy in Project File

22. Project Managers spend most of their time (90%) communicating!! Communication is complex which encompasses: Sender-Receiver understanding Presentation techniques Meeting management Choice of media Writing style Why Do We Manage Communications?

23. It involves five processes Identify Stakeholders Plan Communications Distribute Information Manage Stakeholders’ Expectations Report Performance How Do We Manage Communications? Plan Communica-tions Distribute Information Report Performance Manage Stakeholders’ Expectations Identify Stakeholders

24. Noisy surroundings Distance between people trying to communicate Improper encoding of messages Making negative statements Hostility Language Culture Communication blockers!!

25. Status report Progress report Trend report Forecasting report Variance report Earned value report Lessons learned documentation Performance reporting

26. Rules for Effective Meetings Stay on subject and follow the Agenda Time Management One person speaks at a time Listen to understand, not to contradict. Respect the views of others Interact & ask questions Constructive, honest debate is desirable Silence is agreement-Speak up if you disagree Attack problems, not people Close with an Action plan, next step

27. Project Manager needs to communicate Progress and Project Status – Reporting Resource Requirements– To team & other stakeholders Project Vision- Teams should be able to visualise the end result

28. Connect Let’s Communicate & Collaborate !

29. Sin Q Cos Q