PMP Exam Preparation Course: 09 Project Communication Management

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B. M. Shahrier Majumder, PMP
PMP® Exam Preparation

Project Communication
Management

Learning Objectives
Upon completion of this topic you will learn about
– The processes, activities and documentation items for Project
Communication Management
– Elements (and deliverables) for Project Communication
Management
– Tools and techniques of the key activities of the Project
3

Includes the processes required to ensure timely and appropriate
generation, collection, dissemination, storage, and ultimate disposition
of the project information.
4

• Communication Model:
5

• Communication Methods:
6
Communication Method When Used
Formal Written Complex problems, project
management plan, project charter etc.
Formal Verbal Presentation, speeches
Informal Written Memos, e-mails, notes
Informal Verbal Meetings, conversations

• Communication Blocker:
 Noise
 Distance
 Improper encoding of message
 Saying “That is a bad idea”
 Language
 Culture
7

Key Activities of Communication Management
 Identify Stakeholders: The process of identifying all people or
organization impacted by the project, and documenting relevant
information regarding their interest, involvement and impact on project
success.
 Plan Communication: The process of determining the project
stakeholder information needs and defining a communication
approach.
 Distribute Information: The process of making relevant information
available to project stakeholders as planned.
 Manage Stakeholder Expectation: The process of communicating and
working with stakeholders to meet their needs and addressing issues
as they occur.
 Report Performance: The process of collecting and distributing
performance information, including status reports, progress
measurement and forecast.
8

Identify Stakeholders | Data Flow Diagram

Identify Stakeholders
Inputs Tools & Techniques Outputs
Project charter
Procurement documents
Enterprise environmental
factors
Organizational process
assets
Stakeholder analysis
Expert judgment
Stakeholder registry
Stakeholder management
strategy

Identify Stakeholders > Tools and Techniques
• Stakeholder Analysis
• Step 1: Identify all potential project stakeholders and
relevant, such as their roles, departments, interests,
knowledge levels, expectation and influence level.
• Step 2: Identify the potential impact or support each
stakeholder could generate, and classify them so as to
define an approach strategy.
• Step 3: Assess how stakeholders are likely to react and
respond in various situations, in order to plan how to
influence them to enhance their support and mitigate
potential negative impacts.
11

Identify Stakeholders > Outputs
 Stakeholder Register
 Identification information
 Assessment information
 Stakeholder classification
 Stakeholder Management Strategy
 Sample stakeholder analysis matrix
12
Stakeholder Stakeholder
Interest (in the
project)
Assessment
of impact
Potential strategies for
gaining support or
reducing obstacles

Plan Communication | Data Flow Diagram

Plan Communication
Stakeholder register
strategy
Enterprise environmental
factors
assets
Communication
requirements analysis
Communication technology
Communication models
Communication methods
Communication
management plan
Project document updates

Plan Communication > Tools and Technology
• Communication Requirements Analysis
15

Plan Communication > Tools and Technology
• Lines of communication
16
Total number of communication channel = n(n-1)/2
When n = Number of stakeholder
16

Plan Communication > Tools and Techniques
• Communication methods
• Interactive communication: Meetings, phone calls, video
conferences
• Push Communication: Letters, memos, reports, emails, fax,
voice mails, press releases
• Pull communication: internet sites, e-learning
17

Plan Communication > Outputs
• Communication Plan
• Stakeholder communication requirements
• Information to be communicated, including format, content and
level of detail
• Person responsible for communicating the information
• Person or groups, who will be receive the information
• Methods or technologies used to convey the information
• Frequency of communication
• Methods to update communication plan
• Communication constraints
18

Distribute Information | Data Flow Diagram
19
19

Distribute Information
Project management plan
Performance reports
assets
Communications methods
Information distribution
tools
Organization process
assets updates
20
20

Information Distribution > Tools and Techniques
• Information distribution tools
• Hard copy document distribution, manual filing system and
shared access electronic database
• Electronic communication and conferencing tools, such as e-
mail, fax, voice mail, telephone, video and web conferencing
and web publishing
• Electronic tools for project management, such as web interface
for scheduling and project management software, meeting and
virtual office support software, portals and collaborative work
management tools
21

Manage Stakeholder Expectation | DFD
22
22

Manage Stakeholder Expectation
Stakeholder register
strategy
Issue log
Change log
assets
Communications methods
Interpersonal skill
Management skill
assets updates
Change requests
updates
Project document updates
23
23

Manage Stakeholder Expectation > Tools and
Techniques
• Interpersonal Skill
• Building trust
• Resolving conflicts
• Active listening
• Overcoming resistance to change
• Management Skill
• Presentation skill
• Negotiating
• Writing skill
• Public speaking
24

Report Performance | Data Flow Diagram
25
25

Report Performance
Work performance
information
Work performance
measurements
Budget forecasts
Organization process
assets
Variance analysis
Forecasting methods
Communication methods
Reporting system
Performance reports
assets updates
Change request
26
26

Report Performance > Outputs
• Performance Report
• Analysis of past performance
• Current status of risks and issues
• Work completed during the reporting period
• Work to be completed during the next reporting period
• Results of variance analysis
• Forecasted project completion
27

Questions
28
• [mail.shahrier@gmail.com]
• http://bd.linkedin.com/in/shahrier

PMP Exam Preparation Course: 09 Project Communication Management

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PMP Exam Preparation Course: 09 Project Communication Management