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Click to edit Master title style,Click to edit Master text styles,Second level,Third level,Fourth level,Fifth level,*,Chapter 9:Project Communications Management,1,Project Communications Management Processes,Communicationsplanning:determining theinformation and communications needs ofthestakeholders,Informationdistribution:makingneededinformationavailableinatimelymanner,Performancereporting:collectinganddisseminatingperformanceinformation,Administrativeclosure:generating,gathering,anddisseminatinginformationtoformalizephaseorprojectcompletion,2,CommunicationsManagementPlanContents,Adescriptionofacollectionandfilingstructureforgatheringandstoringvarioustypesofinformation,Adistributionstructuredescribingwhatinformationgoestowhom,when,andhow,Aformatforcommunicatingkeyprojectinformation,Aprojectscheduleforproducingtheinformation,Accessmethodsforobtainingtheinformation,Amethodforupdatingthecommunicationsmanagementplansastheprojectprogressesanddevelops,Astakeholdercommunicationsanalysis,3,Table9-1.SampleStakeholderAnalysisforProjectCommunications,4,WhatWentWrong?,Awellpublicizedexampleofmisuseofe-mailcomesfromthe1998JusticeDepartmentshighprofile,antitrustsuitagainstMicrosoft.E-mailemergedasastarwitnessinthecase.Manyexecutivessentmessagesthatshouldneverhavebeenputinwriting.Thecourtusede-mailasevidence,eventhoughthesendersofthenotessaidtheinformationwasbeinginterpretedoutofcontext.,Harmon,Amy,E-mailcomesbacktohauntcompanies,November29,1998,5,PerformanceReporting,Performancereportingkeepsstakeholdersinformedabouthowresourcesarebeingusedtoachieveprojectobjectives,Statusreportsdescribewheretheprojectstandsataspecificpointintime,Progressreportsdescribewhattheprojectteamhasaccomplishedduringacertainperiodoftime,Projectforecastingpredictsfutureprojectstatusandprogressbasedonpastinformationandtren,Status review meetings often include performance reporting,6,AdministrativeCl,Ap,r,ojectorphaseofaprojectrequiresclosure,Administrativeclo,project archives,formal acceptance,lessons learned,7,SuggestionsforImprovingProjectCommunications,Develop better communication skills,Run effective meetings,Use templates for project communications,8,Conf,l,ictHandl,i,ngModes,inPre,Con,9,ConflictCanBeGood,Conflictoftenproducesimportantresults,suchasnewideas,bette,Groupthink can develop if there are no conflicting viewpoints,Research by Karen Jehn suggests that task-related conflict often improves team performance,but emotional conflict often depresses team performance,1,0,DevelopingBetterCommunicat,CompaniesandformaldegreeprogramsforITprofessionalsoftenneglecttheimportanc,e,ofdevelopingspeaking,writing,andlisteningskill,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,11,Running EffectiveMeetings,Determineifameeting canbeavoided,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,12,UsingTem,Many technicalpeopleare afraidtoaskfor help,Providingexamplesand templatesforprojectcom,mun,icationssavestime and,Organizations can develop their own templates,use some provided by outside organizations,or use samples from textbooks,13,Figure9-2.SampleTemplatefor aProjectDescription,Project 98 file,14,Table9-3,15,Tab,le9-5.Outlinefor aFinalProjectReport,16,Figure9-3.GanttChartTemplatefor aClassProject,17,Tab,18,Develo,A communications infrastructure is aset of tools,technique,s,andprinciplesthat p,rov,ideafoundation fortheeffective transfe,r o,f information,Too,ls,includ,e e,-mail,projectmanagemen,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,19,UsingSoftwaretoAssistinProjectCommunications,Therearemanysoftwaretoolstoaidinprojectcommunications,TheWhatWent Right?example describesseveral newweb-based,Microsoft Project 2000 includes several features to enhance communications,20,
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