What does Project Communications

Management include?

The process required to ensure timely and appropriate generation, collections, distribution, storage retrieval and ultimate disposition of project management plan.

Name some communications

activity dimensions

• Internal/external
• Formal - reports, memo, briefings
• Informal - emails, ad-hoc, discussions
• Vertical - up/down org
• Horizontal - peers
• Written/oral
• Verbal/non-verbal

What processes are included in

Project Communications Management?

1. Identify stakeholders
2. Plan communications
3. Distribute information
4. Manage stakeholder expectations
5. Report performance 

Name some common communication skills

• Listening
• Questioning
• Educating team to be more effective
• Fact-finding to identity or confirm information
• Setting & managing expectations
• Persuading
• Negotiating
• Resolving conflict to prevent disruptive impacts
• Summarizing, re-capping and identifying 

What is identify statkeholders?

The process to identity all people or organizations impacted by project and document their relevant information regarding their interest.

What are the inputs to

Identifying Stakeholders?

• Project charter
• Procurement documents
• Enterprise environmental factors
• Organization process assets 

What are the Enterprise Environmental

factors to Identifying Stakeholders

• Company culture/structure
• Government or industry standards 

What are the Organizational Process Assets

that can influence the

Identify Stakeholder process?

• Stakeholder register template
• Lessons learned from previous projects
• Stakeholder register from previous projects 

What are the tools and techniques

for Identify Stakeholders

• Stakeholder analysis
• Expert judgement 

What are the steps (3) steps to

Stakeholder Analysis?

1. Identify all potential stakeholder relevant info; roles, dept's interest, knowledge and influence levels (interviewing)
2. Identify the potential impact or support each stakeholders could generate & classify them so as to define approach strategy.
3. Access how key stakeholders are likely to react or respond in various situations. 

What are the multiple classifications

models for Stakeholder Analysis?

• Power/interest grid - grouping based on authority
• Power/influence grid - grouping based upon authority and their active influence in the project.
• Influence/impact grid - grouping based upon active involvement and ability to effect change.
• Salience model - describing classes of stakeholders based upon power (ability to impose their will); urgency & legitimacy 

What are the outputs of

Identifying Stakeholder Analysis?

• Stakeholder register - ID, assessment info, classification
• Stakeholder Management Strategy - defines an approach to increase the support/minimize negative impact of stakeholders throughout project life cycle. 

What is Plan Communication?

Process of determining the project stakeholder information needs and defining a communication.

What are the inputs to

Plan Communications?

• Stakeholder Register
• Stakeholder Management Strategy
• Enterprise Environmental Factors
• Organizational Process Assets 

What are the tools n techniques to

Plan Communications?

• Communication Requirement Analysis - n(n-1) where n = stakeholders
• Communication Technology
• Communication models
• Communication methods 

What are the key components of

Communications Models?

1. Encode - translate thoughts or ideas into a language that is understood by others.
2. Message & feedback message - output of encoding
3. Medium - method to convey the message
4. Noise - anything that interferes with the transmission and understanding of the message
5. Decode - translate the message back into meaningful thoughts/ideas 

What are the Communication Methods

used to share information

among Project Stakeholders.

• Interactive communication - multi-directional exchange of information
• Push communications - sent to specific recipients who need to know information
• Pull - used for very large volumes of information 

What are the outputs of

Plan Communications?

• Communication management plan
• Project updates - project schedule, stakeholder register, stakeholder management strategy 

What does the Communication

Management Plan usually

provide?

LOTS OF STUFF:

• Stakeholder communication requirements
• Info to be communicated
• Reason for distribution of that information
• Time frame/frequency
• Person who will be responsible for communicating inform
• Person or group who will receive info
• Methods or technology
• Resources allocated for communication activities 

Define Distribute Information

It's the process of making relevant information available to project stakeholder.

What are the inputs to

Distribute Information?

• Project Management Plan
• Performance Reports
• Organizational Process Assets

Forecast information is often

generated using what?

Earned Value Methods

What are Organizational Process Assets

to

Distribute Information?

• Policies, procedures, and guidelines
• Templates
• Historical information 

What are the Tools n Techniques

to

Distribute Information?

• Communication methods
• Information Distribution Tools - hard copy distribution, electronic communications 

What are the outputs

to

Distribute Information?

• Organizational Process Assets updates:
• Stakeholder notifications
• Project reports
• Project presentation
• Project records
• Feedback from stakeholders
• Lessons learned document 

What is the process to

Manage Stakeholder

expectations?

Process of communicating and working with stakeholders to meet their needs and addressing issues as they occur

What are the inputs to

Manage Stakeholders Expectations?

• Stakeholder Analysis
• Stakeholder Management Strategy
• PM Plan
• Issue Log
• Change Log
• Organizational Process Assets 

What are the tools n techniques to

Manage Stakeholders Expectations?

• Communication methods
• Interpersonal skills
• Management skills - act of directing/controlling a group of people for the purpose if coordinating and harmonizing group towards goal of project

What is Report Performance?

It's the process of collecting and distributing performance information - including status, reports, progress measurements and forecasts.  Periodic collection/analysis of baseline vs. actual.

What are the inputs to

Report Performance?

• Project management plan
• Work performance info - deliverable status, schedule progress, cost incurred
• Budget forecasts
• Organizational Process Assets 

What are the outputs to

Manage Stakeholder Expectations?

1. Organizational Process Assets Updates
2. Change Requests
3. PM Plan Updates
4. Project Document Updates 

What are the outputs to

Report Performance?

1. Performance reports - status, dashboard
2. Organizational Process Assets updates - lessons learned doc
3. Change requests - processed through "Perform Integrated Change Control" process 

What are the tools/techniques

to

Report Performance?

1. Variance Analysis - after the face look; baseline vs. actual
2. Forecasting methods -
• Time series method
• Casual/Econometric methods
• Judgement methods
• Other methods - simulation, forecasting and ensemble forecasting
3. Communication methods
4. Reporting systems