Project Management Professional (PMP ... - …

1 Project Management Professional (PMP) Exam Prep Course 10 - Project Communications Management Slide 1 Looking Glass Development, LLC(303) 663-5402 / (888) 338-74474610 S. Ulster St. #150 Denver, CO Communications Management _____ Slide 2 Communications ManagementEmploying the processes necessary to ensure that the information needs of the Project and its stakeholders are met through development of artifacts and implementation of activities designed to achieve effective information exchange. The team must develop a communications strategy. The team must execute that strategy effectively. Copyright and all rights reserved Looking Glass Development, Process Group10. Project Process Group10. Project Communications and Controlling Process Group10. Project _____ Slide 3 Communications ManagementCommunications Dimensions Internal Communications is said to be internal if the focus is on the stakeholders within the Project and within the organization.

2 External Communications is said to be external is the focus is on stakeholders such as customers, vendors, other projects, other organizations, the government, the public, or environmental advocates. Formal Formal communication uses reports, formal meetings (both regular and ad hoc), meeting agendas and minutes, stakeholder briefings, and presentations. Informal Informal communication represents general communication activities using emails, social media, websites, and informal ad hoc discussions. Hierarchical focus When discussing communication, hierarchical focus refers to the position of the stakeholder or group with respect to the Project team. Copyright and all rights reserved Looking Glass Development, LLC. _____ Slide 4 Communications ManagementCommunications Dimensions Official Official communication typically uses a formal structure and is exemplified by annual reports or reports to regulators or other government bodies.

3 Unofficial Unofficial communication is focused on establishing and maintaining the profile and recognition of the Project and building strong relationships between the Project team and its stakeholders using flexible and often informal means. Written and Oral The words and voice inflections we use (verbal) and body language and actions (non-verbal) represent our oral communication. Written communication is represented by anything written on paper or with social media, websites and media releases or any other print means. Copyright and all rights reserved Looking Glass Development, LLC. _____ Slide 5 Communications ManagementCommunications Terms Response Channel Nonverbal Para Lingual Active Listening Effective Listening Feedback Copyright and all rights reserved Looking Glass Development, LLC.

4 _____ Slide 6 Communications ManagementThe Communication Model is made up of four parts within a circle: the sender, the message, the receiver, the response. Copyright and all rights reserved Looking Glass Development, MessageTransmit(Encode)Receive(Decode)Tr ansmit(Encode)Receive(Decode)Filters& NoiseResponse(Feedback) _____ Slide 7 Communications ManagementAs the number of people involved in communication increases the number of communication channels increases geometrically. Copyright and all rights reserved Looking Glass Development, Formula forOne-to-one CommunicationsN(N-1)22(1)/2 = 1 Channel10(9)/2 = 45 Channels _____ Slide 8 Communications ManagementDidactic Communication Example Copyright and all rights reserved Looking Glass Development, (N-1)2Te a m of 77(7-1)27(6)2422====21 You Get Behind Schedule & Add 2 Resources To Catch UpN(N-1)2Te a m of 99(9-1)29(8)2722====36362115 Additional Channels=- _____ Slide 9 Communications ManagementStyles Authoritarian gives expectations and specific guidance.

5 Promotional cultivates team spirit. Facilitating gives guidance as required, non-interfering. Conciliatory friendly and agreeable, builds compatible team. Judicial uses sound judgment. Ethical Honest, fair, by the book. Secretive not open or outgoing (to the Project s detriment). Disruptive Breaks apart unity of group, agitator. Intimidating Tough guy, can lower morale. Combative Eager to fight or be disagreeable. Copyright and all rights reserved Looking Glass Development, LLC. _____ Slide 10 Communications Plan Communications Management Determine the information and communications needs of the stakeholders. Who, when, what, how. Reviewed and updated throughout the Project . Copyright and all rights reserved Looking Glass Development, Process Group10. Project _____ Slide 11 Communications Plan Communications Management Copyright and all rights reserved Looking Glass Development, Project Project Management Project Enterprise environmental Organizational process assetsTools & Expert Communication requirements Communication Communication Communication Interpersonal and team Data Communications Management Project Management plan updates.

6 3 Project documents updates _____ Slide 12 Communications ManagementStakeholder Engagement Matrix Copyright and all rights reserved Looking Glass Development, _____ Slide 13 Communications ManagementThe Communications Management Plan Stakeholder communication requirements Format, content, level of detail Person responsible for communicating Receivers Methods or technologies Frequency Escalation process Updating process Glossary Copyright and all rights reserved Looking Glass Development, LLC. _____ Slide 14 Communications Manage Communications The process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, Management , monitoring, and the ultimate disposition of Project information. Copyright and all rights reserved Looking Glass Development, Process Group10.

7 Project Communications _____ Slide 15 Communications ManagementCommunications Techniques and Considerations Sender-receiver models Choice of media Writing style Meeting Management Presentations Facilitation Active listening Copyright and all rights reserved Looking Glass Development, LLC. _____ Slide 16 Communications Manage Communications Copyright and all rights reserved Looking Glass Development, Project Management Project Work performance Enterprise environmental Organizational process assetsTools & Communication Communication Communication Project Management information Project Interpersonal and team Project Project Management plan Project documents Organizational process assets updates _____ Slide 17 Communications Monitor Communications Determine the information and communications needs of the stakeholders.

8 Who, when, what, how. Reviewed and updated throughout the Project . Copyright and all rights reserved Looking Glass Development, and Controlling Process Group10. Project _____ Slide 18 Communications Control Communications Copyright and all rights reserved Looking Glass Development, Project Management Project Work performance Enterprise environmental Organizational process assetsTools & Expert Project Management information Data Interpersonal and team Work performance Change Project Management plan Project documents updates _____ Slide 19 Communications ManagementCommunications Management -Summary Three (3) processes. Performance reporting EV, baselines. Stakeholder analysis results in description of communication needs. Formula for channels of communication.

9 Importance/role of Project communication. Copyright and all rights reserved Looking Glass Development, LLC. _____ Review Questions: 1. How many additional channels of communication are there if the number of stakeholders increases from 11 to 13? A. 55 B. 23 C. 78 D. 133 2. How many additional channels of communication are there if the number of stakeholders increases from 7 to 9? A. 15 B. 36 C. 21 D. 19 3. How many channels of communication exist if your Project has 8 stakeholders? A. 31 B. 56 C. 28 D. 48 4. How many channels of communication exist if your Project has 15 stakeholders? A. 125 B. 78 C. 64 D. 105 5. How many additional channels of communication are there if the number of stakeholders increases from 15 to 17? A. 31 B. 59 C. 105 D. 136 6. How many channels of communication exist if your Project has 12 stakeholders?

10 A. 54 B. 66 C. 74 D. 90 7. How many additional channels of communication are there if the number of stakeholders increases from 9 to 12? A. 24 B. 30 C. 36 D. 54 8. How many channels of communication exist if your Project has 18 stakeholders? A. 153 B. 94 C. 136 D. 86 9. Your Project has run into a series of highly complex problems that must be solved. Increasing the use of what type of communication is likely to improve the odds of success? A. Written B. Formal C. Informal D. Verbal 10. You are taking over a Project for a very senior Project manager who is retiring. As they leave they advise you to make extensive use of a work breakdown structure to help ensure success. Which of the following would likely explain this recommendation? A. A WBS is a very effective tool within a Project team B.