Lecture 11

Project Communications Management

Instructor
Hamza Ejaz
 Learning Objectives
• Understand the importance of good communication on
projects and describe the major components of a
communications management plan
• Discuss the elements of project communications planning,
including information distribution, performance reporting,
and administrative closure
• Discuss various methods for project information
distribution and the advantages and disadvantages of each
• Understand individual communication needs and how to
determine the number of communications channels
needed for a project

2
 Learning Objectives
• Understand how the main outputs of performance
reporting help stakeholders stay informed about project
resources
• Recognize how the main outputs of administrative
closure are used to formally end a project
• List various methods for improving project
communications, such as managing conflicts, running
effective meetings, using e-mail effectively, and using
templates
• Describe how software can enhance project
communications

3
 Importance of Good Communications
• The greatest threat to many projects is a failure
to communicate
• Research shows that professionals must be able
to communicate effectively to succeed in their
positions
• Strong verbal skills are a key factor in career
advancement for professionals

4
 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
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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

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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

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Sample Stakeholder Analysis for Project
Communications

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 Information Distribution
• Getting the right information to the right
people at the right time and in a useful format
is just as important as developing the
information in the first place
• Important considerations include
– using technology to enhance information
distribution
– formal and informal methods for distributing
information

9
 What Went Wrong?

A well publicized example of misuse of e-mail comes

from the 1998 Justice Department's high profile,
antitrust suit against Microsoft. E-mail emerged as a
star witness in the case. Many executives sent
messages that should never have been put in writing.
The court used e-mail as evidence, even though the
senders of the notes said the information was being
interpreted out of context.

See example of misunderstanding “pedagogical

approach”

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Table 10-2. Media Choice Table

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The Impact of the Number of People on
Communications Channels

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 Performance Reporting
• Performance reporting keeps stakeholders
informed about how resources are being used to
achieve project objectives
– Status reports describe where the project stands at a
specific point in time
– Progress reports describe what the project team has
accomplished during a certain period of time
– Project forecasting predicts future project status and
progress based on past information and trends
– Status review meetings often include performance
reporting

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 Administrative Closure
• A project or phase of a project requires
closure
• Administrative closure produces
– Project archives
– Formal acceptance
– Lessons learned

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 Suggestions for Improving Project
Communications
• Manage conflicts effectively
• Develop better communication skills
• Run effective meetings
• Use e-mail effectively
• Use templates for project communications

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 Conflict Handling Modes, in Preference
Order
• Confrontation or problem-solving: directly
face a conflict
• Compromise: use a give-and-take approach
• Smoothing: de-emphasize areas of differences
and emphasize areas of agreement
• Forcing: the win-lose approach
• Withdrawal: retreat or withdraw from an
actual or potential disagreement
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 Conflict Can Be Good
• Conflict often produces important results, such
as new ideas, better alternatives, and
motivation to work harder and more
collaboratively
• Groupthink can develop if there are no
conflicting viewpoints
• Research* suggests that task-related conflict
often improves team performance, but
emotional conflict often depresses team
performance (*Paper by Karen Jehn)
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Developing Better Communication Skills

• Companies and formal degree programs for

professionals often neglect the importance of
developing speaking, writing, and listening
skills
• As organizations become more global, they
realize they must invest in ways to improve
communication with people from different
countries and cultures
• It takes leadership to improve communication

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 Running Effective Meetings
• Determine if a meeting can be avoided
• Define the purpose and intended outcome of the
meeting
• Determine who should attend the meeting
• Provide an agenda to participants before the meeting
• Prepare handouts, visual aids, and make logistical
arrangements ahead of time
• Run the meeting professionally
• Build relationships

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 Using E-Mail Effectively
• Make sure that e-mail is an appropriate medium for what you
want to communicate
• Be sure to send the e-mail to the right people
• Use meaningful subjects
• Limit the content to one main subject, and be as clear and
concise as possible
• Limit the number and size of attachments
• Delete e-mail you don’t need, and don’t open it if you question
the source
• Make sure your virus software is up to date
• Respond to and file e-mails quickly
• Learn how to use important features

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 Using Templates for Project
Communications
• Many technical people are afraid to ask for help
• Providing examples and templates for project
communications saves time and money
• Organizations can develop their own templates,
use some provided by outside organizations, or
use samples from textbooks
• Recall that research shows that companies that
excel in project management make effective use
of templates

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Sample Template for a Project Description

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Sample Template for a Monthly Progress
Report

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Sample Template for a Letter of Agreement
for a Class Project

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Outline for a Final Project Report

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Final Project Documentation Items

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Gantt Chart Template
for a Class Project

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Guidance for Student’s Lessons Learned
Report

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 Developing a Communications Infrastructure
• A communications infrastructure is a set of tools, techniques,
and principles that provide a foundation for the effective
transfer of information
– Tools include e-mail, project management software,
groupware, fax machines, telephones, teleconferencing
systems, document management systems, and word
processors
– Techniques include reporting guidelines and templates,
meeting ground rules and procedures, decision-making
processes, problem-solving approaches, and conflict
resolution and negotiation techniques
– Principles include using open dialog and an agreed upon
work ethic

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 Using Software to Assist in Project
Communications
• There are many software tools to aid in project
communications
• Today more than 37 percent of people
telecommute or work remotely at least part-time
• Project management software includes new
capabilities to enhance virtual communications
• Project Professional 2016 edition includes
features for portfolio management, resource
management, and collaboration

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 Discussion Question
• Discuss the advantages and disadvantages of
different ways to distribute project
performance information.

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Questions?