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2020/5/26,1,Chapter9:ProjectCommunicationsManagement,2020/5/26,2,LearningObjectives,UnderstandtheimportanceofgoodcommunicationonprojectsanddescribethemajorcomponentsofacommunicationsmanagementplanDiscusstheelementsofcommunicationsplanning-includinginformationdistribution,performancereporting,andadministrativeclosureDiscussvariousmethodsfordistributingprojectinformationandtheadvantagesanddisadvantagesofeachUnderstandtherelationshipbetweenthenumberofpeopleinvolvedinaprojectandthecomplexityofcommunicationsDiscusssourcesofconflictonprojectsandstrategiesformanagingthemUnderstandimportantaspectsofverbal,non-verbal,andwrittencommunicationandhowtodeveloptheseskillsDescribevarioustypesofprojectdocumentationandunderstandthevalueofusingtemplatesforaidinginprojectcommunicationsDescribehowsoftwarecanenhanceprojectcommunications,2020/5/26,3,ChapterOutline,ImportanceofProjectCommunicationsManagementCommunicationsPlanningInformationDistributionPerformanceReportingAdministrativeClosureSuggestionsforImprovingProjectCommunicationsUsingSoftwaretoAssistinProjectCommunications,2020/5/26,4,9.1ImportanceofProjectCommunicationsManagement,2020/5/26,5,ImportanceofGoodCommunications,ThegreatestthreattomanyprojectsisafailuretocommunicateOurculturedoesnotportrayITprofessionalsasbeinggoodcommunicatorsResearchshowsthatITprofessionalsmustbeabletocommunicateeffectivelytosucceedintheirpositionsStrongverbalskillsareakeyfactorincareeradvancementforITprofessionals,2020/5/26,6,ProjectCommunicationsManagementProcesses,Communicationsplanning:determiningtheinformationandcommunicationsneedsofthestakeholdersInformationdistribution:makingneededinformationavailableinatimelymannerPerformancereporting:collectinganddisseminatingperformanceinformationAdministrativeclosure:generating,gathering,anddisseminatinginformationtoformalizephaseorprojectcompletion,2020/5/26,7,9.2CommunicationsPlanning,2020/5/26,8,CommunicationsPlanning,Everyprojectshouldincludesometypeofcommunicationsmanagementplan,adocumentthatguidesprojectcommunicationsCreatingastakeholderanalysisforprojectcommunicationsalsoaidsincommunicationsplanning,2020/5/26,9,CommunicationsManagementPlanContents,AdescriptionofacollectionandfilingstructureforgatheringandstoringvarioustypesofinformationAdistributionstructuredescribingwhatinformationgoestowhom,when,andhowAformatforcommunicatingkeyprojectinformationAprojectscheduleforproducingtheinformationAccessmethodsforobtainingtheinformationAmethodforupdatingthecommunicationsmanagementplansastheprojectprogressesanddevelopsAstakeholdercommunicationsanalysis,2020/5/26,10,SampleStakeholderAnalysisforProjectCommunications,2020/5/26,11,9.3InformationDistribution,2020/5/26,12,InformationDistribution,GettingtherightinformationtotherightpeopleattherighttimeandinausefulformatisjustasimportantasdevelopingtheinformationinthefirstplaceImportantconsiderationsincludeusingtechnologytoenhanceinformationdistributionformalandinformalmethodsfordistributinginformation,2020/5/26,13,MediaChoiceTable,2020/5/26,14,TheImpactoftheNumberofPeopleonCommunicationsChannels,2020/5/26,15,9.4PerformanceReporting,2020/5/26,16,PerformanceReporting,PerformancereportingkeepsstakeholdersinformedabouthowresourcesarebeingusedtoachieveprojectobjectivesStatusreportsdescribewheretheprojectstandsataspecificpointintimeProgressreportsdescribewhattheprojectteamhasaccomplishedduringacertainperiodoftimeProjectforecastingpredictsfutureprojectstatusandprogressbasedonpastinformationandtrendsStatusreviewmeetingsoftenincludeperformancereporting,2020/5/26,17,9.5AdministrativeClosure,2020/5/26,18,AdministrativeClosure,AprojectorphaseofaprojectrequiresclosureAdministrativeclosureproducesprojectarchivesformalacceptancelessonslearned,2020/5/26,19,9.6SuggestionsforImprovingProjectCommunications,2020/5/26,20,SuggestionsforImprovingProjectCommunications,ManageconflictseffectivelyDevelopbettercommunicationskillsRuneffectivemeetingsUsetemplatesforprojectcommunications,2020/5/26,21,ConflictHandlingModes,Confrontationorproblem-solving:directlyfaceaconflictCompromise:useagive-and-takeapproachSmoothing:de-emphasizeareasofdifferencesandemphasizeareasofagreementForcing:thewin-loseapproachWithdrawal:retreatorwithdrawfromanactualorpotentialdisagreementProvidesamplesofeachconflicthandlingmodeinaprojectenvironment,2020/5/26,22,ConflictCanBeGood,Conflictoftenproducesimportantresults,suchasnewideas,betteralternatives,andmotivationtoworkharderandmorecollaborativelyGroupthinkcandevelopiftherearenoconflictingviewpointsResearchbyKarenJehnsuggeststhattask-relatedconflictoftenimprovesteamperformance,butemotionalconflictoftendepressesteamperformance,2020/5/26,23,DevelopingBetterCommunicationSkills,CompaniesandformaldegreeprogramsforITprofessionalsoftenneglecttheimportanceofdevelopingspeaking,writing,andlisteningskillsAsorganizationsbecomemoreglobal,theyrealizetheymustinvestinwaystoimprovecommunicationwithpeoplefromdifferentcountriesandculturesIttakesleadershiptoimprovecommunication,2020/5/26,24,RunningEffectiveMeetings,DetermineifameetingcanbeavoidedDefinethepurposeandintendedoutcomeofthemeetingDeterminewhoshouldattendthemeetingProvideanagendatoparticipantsbeforethemeetingPreparehandouts,visualaids,andmakelogisticalarrangementsaheadoftimeRunthemeetingprofessionallyBuildrelationships,2020/5/26,25,UsingTemplatesforProjectCommunications,ManytechnicalpeopleareafraidtoaskforhelpProvidingexamplesandtemplatesforprojectcommunicationssavestimeandmoneyOrganizationscandeveloptheirowntemplates,usesomeprovidedbyoutsideorganizations,orusesamplesfromtextbooks,2020/5/26,26,SampleTemplateforaProjectDescription,2020/5/26,27,SampleTemplateforaMonthlyProgressReport,2020/5/26,28,OutlineforaFinalProjectReport,2020/5/26,29,GanttChartTemplateforaClassProject,2020/5/26,30,SampleTemplateforaProjectWebSite,2020/5/26,31,DevelopingaCommunicationsInfrastructure,Acommunicationsinfrastructureisasetoftools,techniques,andprinciplesthatprovideafoundationfortheeffectivetransferofinformationTools:e-mail,projectmanagementsoftware,groupware,faxmachines,telephones,teleconferencingsystems,documentmanagementsystems,andwordprocessorsTechniques:reportingguidelinesandtemplates,meetinggroundrulesandprocedures,decision-makingprocesses,problem-solvingapproaches,andconflictresolutionandnegotiationtechniquesPrinciples:usingopendialogandanagreeduponworkethic,2020/5/26,32,9.7UsingSoftwaretoAssistinProjectCommunications,2020/5/26,33,UsingSoftwaretoAssistinProjectCommunications,Therearemanysoftwaretoolstoaidinprojectcommunicationsexampledescribesseveralnewweb-basedandwirelesscommunicationstoolsMicrosoftProject2000includesseveralfeaturestoenhancecommunications,2020/5/26,34,MicrosoftProjectInformationSavedasHTMLFile,MicrosoftProject2000letsyousavesomeinformationinHTMLformatProjectCentralhelpstomakeiteasiertokeepprojectmanagementworkonawebsite.,2020/5/26,35,Asample-HTMLFile,2020/5/26,36,QuickQuiz,Whatistheformulafordeterminingthenumberofcommunicationschannels?Whichmodeforhandlingconflictsisfavoredbyprojectmanagers?Whatisthedifferencebetweenastatusreportandaperformancereport?Giveanexampleofeach.,ANSWER:numberofcommunicationschannels=(n(n-1)/2,ANSWER:Confrontationmode,whichisalsoknownasproblem-solvingmode.,ANSWER:Astatusreportdescribeswheretheprojectstandsataspecificpointintime.Anearnedvalueanalysisisanexampleofastatusreport.Aprogressreportdescribeswhattheprojectteamhasaccomplishedduringacertainperiodoftime.Aweeklyactivityreportisanexampleofaprogressreport.,
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