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Chap 10.1 Plan Communication Management

PMBOK 6th edition updated slides by process:
https://www.slideshare.net/anandbobade/chap-100-project-communication-management-overview
https://www.slideshare.net/anandbobade/chap-101-plan-communication-management
https://www.slideshare.net/anandbobade/chap-102-manage-communication
https://www.slideshare.net/anandbobade/chap-103-monitor-communication

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Chap 10.1 Plan Communication Management

  1. 1. Chapter 10 – Project Communication Management PMP Trainer: Anand BobadePMBOK 6th Edition, 2019, All rights reserved. Plan Communication SIXTH EDITION
  2. 2. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) 10.1 Plan Communication Management Overview Plan Communication Management Definition Effective & efficient communication Communication considerations Plan Communication Management ITTO Communication channels Communication Model Review
  3. 3. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Plan Communication Manage Communication Monitor Communication Project communication Management processes P E MC
  4. 4. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Developing an appropriate approach & plan for project communications based on stakeholder’s information needs, requirements & available organizational assets. It identifies & documents most effective & efficient communication approach. Plan communication Management process definition Based on Approach & Plan Developing an appropriate
  5. 5. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Developing an appropriate approach & plan for project communications based on stakeholder’s information needs, requirements & available organizational assets. Plan communication Management It identifies & documents most effective & efficient communication approach. Effective Communication: •Providing only the information that is needed.Efficient Communication Right format Right time Right audience Right impact
  6. 6. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) What and when to communicate is important. It must be seriously planned in the early phases of the project. Plan communication Management Inadequate communication planning leads to: Delay in message delivery Communication to wrong audience Insufficient communication Misunderstanding or misinterpretation Sponsor, Customer, Functional Manager, Program Manager, Team Members Other Project Managers Other Projects Other Stakeholders The Project
  7. 7. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Information needs & methods of distribution may vary widely. Following are the Important considerations: Who needs what information Who is Authorized to share When they will need information Where the information should be stored What format information should be stored How the information can be retrieved time zone, language barriers Cultural considerationsrriers Plan communication Management
  8. 8. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Plan Communication Management-> ITTO Expert Judgment Communication requirements analysis Communication technology Communication models Communication methods Interpersonal and team skills Data Representation Meetings Project Charter Project Management Plan Project documents Enterprise environmental factors Organizational process assets Communication Management plan PMP updates Project document updates Inputs Tools & Techniques Outputs
  9. 9. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Plan Communication Management-> Input Project Charter Project Management Plan Project documents Enterprise environmental factors Organizational process assets
  10. 10. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Project Management Plan Following subsidiary plans will provide key inputs. Plan Communication Management-> Input -> PMP Resource Management plan Stakeholder engagement plan
  11. 11. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Project documents Plan Communication Management-> Input -> Project documents Requirements documentation Stakeholder Register Following Project documents will provide key inputs.
  12. 12. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Plan Communication Management-> Input -> OPA & EEF Structure of an organization will have impact on the communication plan. Enterprise environmental factors Organizational process assets Organization level communication procedures, existing channels etc
  13. 13. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Plan communication Management-> Tools & Techniques Expert Judgment Communication requirements analysis Communication technology Communication models Communication methods Interpersonal and team skills Data Representation Meetings
  14. 14. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication requirements analysis Analysis helps PM to determine: Information needs Type and format Value of information. Information source: Organizational charts, Stakeholder information. Project organization & stakeholder responsibility relationships. Disciplines, departments, and specialties. Logistics of how many stakeholders & their locations Internal & External information needs. Plan comm. Manag’t->T&T-> Communication requirements analysis
  15. 15. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication requirements analysis Communication Channels: With each added stakeholder, communication needs can grow rapidly. •[N(N-1)]/2, •N = No. of peoples Communication Channels: Project communication channels or paths is complexity indicator. The only formula with letter “N” is communication channels. Plan comm. Managt->T&T-> Communication requirements analysis • 4 (4-1) /2 = 12/2 = 64 member team • 5 (5-1) /2 = 20/2 = 105 member team
  16. 16. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication Technology It is used to transfer information among Project stakeholders. Urgency of the need for information: •Urgency, Frequency & Format. Availability of Technology: •Technology is compatible, available & accessible. Ease of use: •Suitable for everyone, Provide Training. Project environment: •Face to face, Virtual, Location, communication language. Sensitivity & confidentiality of the Data: •Determine confidentiality of information. •Any additional security measures to be taken. Plan communication Management->T&T-> Communication Technology
  17. 17. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication models Facilitate communication and exchange information. Noise is any interference or barrier that might compromised the delivery of message. E.g., Distance, unfamiliar technology, inadequate infrastructure, culture etc. Plan communication Management->T&T-> Communication models
  18. 18. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication models Communication model - Sequence of Steps: Encode: • Thoughts/ideas translated into language. Transmit Message. • Information through communication channel (medium). Decode: • Message translated back into meaningful thoughts /ideas Acknowledge: • Signal receipt of the message Feedback/Response: • Receiver encodes thoughts/ideas in message & transmits message to the original sender. Plan communication Management->T&T-> Communication models
  19. 19. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication models Sender Responsibility: •Ensure Information communicated is clear & complete. •Confirm the communication is correctly understood. Receiver Responsibility: •Ensure Information is received in entirety. •Understood correctly. •Acknowledged and responded appropriately. • Significant amount of communication is non-verbal (Body language).Nonverbal: • Communicators voice(pitch & tone) helps to convey spoken message.Para lingual: • Wording, Phrasing are very important. • Meaning can be changed based on accompanying nonverbal or Para lingual factors. Words: Plan communication Management->T&T-> Communication models communication factors:
  20. 20. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication Methods Communication methods that are used to share information. •Between 2 or more parties •Multi‐directional •Most Efficient way •Ex: Meetings, Phone calls, Instant messaging, video conferencing Interactive •Sent to Specific recepients •Distributed •Not sure understood? •Ex: Letters, Memos, Reports, Emails, Press releases. Push •Used for large volume •Large audiences •Recipient to access contents at own discretion •Ex: E-Learning, Knowledge repositories Pull Plan communication Management->T&T-> Communication methods
  21. 21. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Data Representation • the current and desired engagement levels of each stakeholder, and a gap assessment • This can help identify their communication needs Stakeholder engagement, assessment matrix Plan comm. Management-> T&T -> Data Representation Stakeholder engagement assessment matrix Following Data Representation technique will be used.
  22. 22. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Interpersonal and team skills •Styles and preferred methods of communication; •Useful when tailoring communications for unsupportive stakeholders Communication styles assessment Plan comm. Management-> T&T -> Interpersonal and team skills Communication style assessment Political awareness Cultural awareness Following Interpersonal skills will be useful for communication planning.
  23. 23. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Plan communication Management-> Output Communication Management plan PMP updates Project document updates
  24. 24. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication Management plan provides below information: How information will be stored, retrieved, maintained & distributed. What communication system & processes are already in place. How information will be managed after project closure. Team is involved in creation of the plan. Helps to set the ground rules for communication. Help stakeholders in creating & sharing project information. Plan communication Management-> Output->CMP What need to be communicated Between whom communication Method Responsibility frequency Detail Project Status Report PM & PMO Email PM Weekly Project Status Report PM & Steering committee Presentation / Email PM Monthly Communication Management plan
  25. 25. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Communication Management plan Communication Management plan provides below information: Plan communication Management-> Output->CMP Stakeholder communication requirements. Information to be communicated. Reason for the distribution of that information. Time frame and frequency. Person responsible for communicating the information. Person responsible for authorizing release of confidential information. Person or groups who will receive the information.
  26. 26. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Plan communication Management-> Output -> PMP updates PMP updates Stakeholder engagement plan Following subsidiary plans may get updated.
  27. 27. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Project document updates Plan communication Management-> Output -> Project doc. updates Project schedule Stakeholder Register Following Project documents may get updated.
  28. 28. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com) Plan Communication Management -> Review Plan Communication Management Definition Effective & efficient communication Communication considerations Plan Communication Management ITTO Communication channels Communication Model
  29. 29. PMBOK 6 - All rights reserved; By: Anand Bobade (nmbobade@gmail.com)

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