华中科技大学：《项目管理》Chapter 9: Project communications Management

Chapter 9 Project communications Management 2021/2/21 IP

2021/2/21 1 Chapter 9: Project Communications Management

Learning Objectives Understand the importance of good communication on projects and describe the major components of a communications management plan Discuss the elements of communications planning--including information distribution, performance reporting, and administrative closure Discuss various methods for distributing project information and the advantages and disadvantages of each Understand the relationship between the number of people involved in a project and the complexity of communications Discuss sources of conflict on projects and strategies for managing them Understand important aspects of verbal. non-verbal, and written communication and how to develop these skills Describe various types of project documentation and understand the value of using templates for aiding in project communications Describe how software can enhance project communications 2021/2/21 IP

2021/2/21 2 Learning Objectives ◼ Understand the importance of good communication on projects and describe the major components of a communicationsmanagement plan ◼ Discuss the elements of communications planning--including information distribution, performance reporting, and administrative closure ◼ Discuss various methods for distributing project information and the advantages and disadvantages of each ◼ Understand the relationship between the number of people involved in a project and the complexity of communications ◼ Discuss sources of conflict on projects and strategies for managing them ◼ Understand important aspects of verbal, non-verbal, and written communication and how to develop these skills ◼ Describe various types of project documentation and understand the value of using templatesfor aiding in project communications ◼ Describe how software can enhance project communications

Chapter outline Importance of project Communications Management Communications Planning a Information distribution Performance Reporting Administrative Closure Suggestions for Improving Project Communications a Using Software to Assist in Project Communications 2021/2/21 △|P

2021/2/21 3 Chapter Outline ◼ Importance of Project Communications Management ◼ Communications Planning ◼ Information Distribution ◼ Performance Reporting ◼ Administrative Closure ◼ Suggestions for Improving Project Communications ◼ Using Software to Assist in Project Communications

9.1 Importance of Project Communications Management 2021/2/21 IP

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Importance of Good Communications The greatest threat to many projects is a failure to communicate Our culture does not portray It professionals as being good communicators Research shows that IT professionals must be able to communicate effectively to succeed in their positions Strong verbal skills are a key factor in career advancement for IT professionals 2021/2/21 AP

2021/2/21 5 Importance of Good Communications ◼ The greatest threat to many projects is a failure to communicate ◼ Our culture does not portray IT professionals as being good communicators ◼ Research shows that IT professionals must be able to communicate effectively to succeed in their positions ◼ Strong verbal skills are a key factor in career advancement for IT professionals

Project Communications Management Processes Communications planning: determining the information and communications needs of the stakeholders Information distribution: making needed information available in a timely manner a Performance reporting collecting and disseminating performance information Administrative closure: generating gathering, and disseminating information to formalize phase or project completion 2021/2/21 IP

2021/2/21 6 Project Communications Management Processes ◼ Communications planning: determining the information and communications needs of the stakeholders ◼ Information distribution: making needed information available in a timely manner ◼ Performance reporting: collecting and disseminating performance information ◼ Administrative closure: generating, gathering, and disseminating information to formalize phase or project completion

9.2 Communications Planning 2021/2/21 IP

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Communications Planning Every project should include some type of communications management plan, a document that guides project communications creating a stakeholder analysis for project communications also aids in communications planning 2021/2/21 s△|P

2021/2/21 8 Communications Planning ◼ Every project should include some type of communications management plan, a document that guides project communications ◼ Creating a stakeholder analysis for project communications also aids in communications planning

Communications Management Plan Contents a description of a collection and filing structure for gathering and storing various types of information a distribution structure describing what information goes to whom, when and how A format for communicating key project information A project schedule for producing the information Access methods for obtaining the information A method for updating the communications management plans as the project progresses and develops A stakeholder communications analysis 2021/2/21 △|P

2021/2/21 9 Communications Management Plan Contents ◼ A description of a collection and filing structure for gathering and storing various types of information ◼ A distribution structure describing what information goes to whom, when, and how ◼ A format for communicating key project information ◼ A project schedule for producing the information ◼ Access methods for obtaining the information ◼ A method for updating the communications management plans as the project progresses and develops ◼ A stakeholder communications analysis

Sample stakeholder Analysis for Project Communications Stakeholders Document Name Document Contact Person Due Format Customer Monthly Status Hard copy Gail Feldman, First of month Management Report Tony Silv Customer Monthly Status Hard copy Julie Grant First of month Business Staff Report Jeff martin Customer Monthly status E-mail Evan Dodge First of month Technical Staff Report Nancy michaels Internal Monthly Status Hard copy Bob Thomson First of month Management Report Monthly s Intranet First of month B Report Technical Staff Training Training Plan Hard Copy Jonathan Kraus 11/1/1999 Subcontract Software Software E-mail Barbara Gates 6/1/2000 Subcontractor Implementation PI 2021/2/21 sOAP

2021/2/21 10 Sample Stakeholder Analysis for Project Communications Stakeholders Document Name Document Format Contact Person Due Customer Management Monthly Status Report Hard copy Gail Feldman, Tony Silva First of month Customer Business Staff Monthly Status Report Hard copy Julie Grant, Jeff Martin First of month Customer Technical Staff Monthly Status Report E-mail Evan Dodge, Nancy Michaels First of month Internal Management Monthly Status Report Hard copy Bob Thomson First of month Internal Business and Technical Staff Monthly Status Report Intranet Angie Liu First of month Training Subcontractor Training Plan Hard Copy Jonathan Kraus 11/1/1999 Software Subcontractor Software Implementation Plan E-mail Barbara Gates 6/1/2000