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Chapter10:
ProjectCommunicationsManagementChapter10:
ProjectCommunicationsManagementTheImportanceofProjectCommunicationsManagementKeystoGoodCommunicationsPlanningCommunicationsManagingCommunicationsControllingCommunicationsSuggestionsforImprovingProjectCommunicationsUsingSoftwaretoAssistinProjectCommunications3TheImportanceofProjectCommunicationsManagementThegreatestthreattomanyprojectsisafailuretocommunicateOurculturedoesnotportrayITprofessionalsasbeinggoodcommunicatorsResearchshowsthatITprofessionalsmustbeabletocommunicateeffectivelytosucceedintheirpositionsStrongverbalandnon-technicalskillsareakeyfactorincareeradvancementforITprofessionals4ProjectCommunications
ManagementProcessesPlanningcommunicationsmanagement:DeterminingtheinformationandcommunicationsneedsofthestakeholdersManagingcommunications:Creating,distributing,storing,retrieving,anddisposingofprojectcommunicationsbasedonthecommunicationsmanagementplanControllingcommunications:MonitoringandcontrollingprojectcommunicationstoensurethatstakeholdercommunicationneedsaremetProjectcommunicationsmanagementsummary5Chapter10:
ProjectCommunicationsManagementTheImportanceofProjectCommunicationsManagementKeystoGoodCommunicationsPlanningCommunicationsManagingCommunicationsControllingCommunicationsSuggestionsforImprovingProjectCommunicationsUsingSoftwaretoAssistinProjectCommunicationsKeystoGoodCommunicationsProjectmanagerssaytheyspendasmuchas90percentoftheirtimecommunicatingNeedtofocusongroupandindividualcommunicationneedsUseformalandinformalmethodsforcommunicatingDistributeimportantinformationinaneffectiveandtimelymannerSetthestageforcommunicatingbadnewsDeterminethenumberofcommunicationchannels78DeterminingtheNumberofCommunicationsChannelsAsthenumberofpeopleinvolvedincreases,thecomplexityofcommunicationsincreasesbecausetherearemorecommunicationschannelsorpathwaysthroughwhichpeoplecancommunicate.Projectmanagersshouldtrytolimitthesizeofteamstoavoidmakingcommunicationtoocomplex.Chapter10:
ProjectCommunicationsManagementTheImportanceofProjectCommunicationsManagementKeystoGoodCommunicationsPlanningCommunicationsManagingCommunicationsControllingCommunicationsSuggestionsforImprovingProjectCommunicationsUsingSoftwaretoAssistinProjectCommunications10PlanningCommunicationsManagementEveryprojectshouldincludesometypeofcommunicationsmanagementplan,adocumentthatguidesprojectcommunicationsThecommunicationsmanagementplanvarieswiththeneedsoftheproject,butsometypeofwrittenplanshouldalwaysbepreparedForsmallprojects,thecommunicationsmanagementplancanbepartoftheteamcontractForlargeprojects,itshouldbeaseparatedocument11CommunicationsManagement
PlanContents1.Stakeholdercommunicationsrequirements2.Informationtobecommunicated,includingformat,content,andlevelofdetail3.Whowillreceivetheinformationandwhowillproduceit4.Suggestedmethodsortechnologiesforconveyingtheinformation5.Frequencyofcommunication6.Escalationproceduresforresolvingissues7.Revisionproceduresforupdatingthecommunicationsmanagementplan8.Aglossaryofcommonterminology12SampleStakeholderAnalysisforProjectCommunicationsChapter10:
ProjectCommunicationsManagementTheImportanceofProjectCommunicationsManagementKeystoGoodCommunicationsPlanningCommunicationsManagingCommunicationsControllingCommunicationsSuggestionsforImprovingProjectCommunicationsUsingSoftwaretoAssistinProjectCommunicationsManagingCommunicationsManagingcommunicationsisalargepartofaprojectmanager’sjobGettingprojectinformationtotherightpeopleattherighttimeandinausefulformatisjustasimportantasdevelopingtheinformationinthefirstplaceImportantconsiderationsincludetheuseoftechnology,theappropriatemethodsandmediatouse,andperformancereporting14MediaChoiceTable1516ReportingPerformancePerformancereportingkeepsstakeholdersinformedabouthowresourcesarebeingusedtoachieveprojectobjectives.Statusreportsdescribewheretheprojectstandsataspecificpointintime.Progressreportsdescribewhattheprojectteamhasaccomplishedduringacertainperiodoftime.Forecastspredictfutureprojectstatusandprogressbasedonpastinformationandtrends.Chapter10:
ProjectCommunicationsManagementTheImportanceofProjectCommunicationsManagementPlanningCommunicationsPlanningCommunicationsManagingCommunicationsControllingCommunicationsSuggestionsforImprovingProjectCommunicationsUsingSoftwaretoAssistinProjectCommunications18ControllingCommunicationsThemaingoalofcontrollingcommunicationsistoensuretheoptimalflowofinformationthroughouttheentireprojectlifecycleTheprojectmanagerandprojectteamshouldusetheirvariousreportingsystems,expertjudgment,andmeetingstoassesshowwellcommunicationsareworking.Ifproblemsexist,theprojectmanagerandteamneedtotakeaction,whichoftenrequireschangestotheearlierprocessesofplanningandmanagingprojectcommunicationsItisoftenbeneficialtohaveafacilitatorfromoutsidetheprojectteamassesshowwellcommunicationsareworkingChapter10:
ProjectCommunicationsManagementTheImportanceofProjectCommunicationsManagementPlanningCommunicationsPlanningCommunicationsManagingCommunicationsControllingCommunicationsSuggestionsforImprovingProjectCommunicationsUsingSoftwaretoAssistinProjectCommunications20SuggestionsforImprovingProjectCommunicationsDevelopingbettercommunicationskills.Runeffectivemeetings.Usee-mail,InstantMessaging,andCollaborativeToolseffectively.Usetemplatesforprojectcommunications.21RunningEffectiveMeetingsDetermineifameetingcanbeavoidedDefinethepurposeandintendedoutcomeofthemeetingDeterminewhoshouldattendthemeetingProvideanagendatoparticipantsbeforethemeetingPreparehandoutsandvisualaids,andmakelogisticalarrangementsaheadoftimeRunthemeetingprofessionallySetthegroundrulesforthemeetingBuildrelationships22UsingTemplatesforProjectCommunicationsManytechnicalpeopleareafraidtoaskforhelp.Providingexamplesandtemplatesforprojectcommunicationssavestimeandmoney.Organizationscandeveloptheirowntemplates,usesomeprovidedbyoutsideorganizations,orusesamplesfromtextbooks.Researchshowsthatcompaniesthatexcelinprojectmanagementmakeeffectiveuseoftemplates.23SampleTemplateforaMonthlyProgressReportChapter10:
ProjectCommunicationsManagementTheImportanceofProjectCommunicationsManagementPlanningCommunica
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