PMI Government Community of Practice Reinvents Communication

PMI Government Community of Practice
Reinventing Communication for Successful Projects#reinventcommsAPM Workshop, London, UK2 December 2014by Mark Phillips
© 2014 Mark Phillips | ReinventingCommunication.com

2
Source: US Army/www.army.mil

3
Source: ReinventingCommunication.com

4

6
Source: Warplanes Online Community and Lockheed Martin

7
Source: Courtesy NASA/JPL-Caltech.

8
Source: Courtesy NASA/JPL-Caltech.

9
Communication is 90% of a our time.
•Communication is not part of the work we do.
•Communication IS the work we do.
Source: Reinventing Communication

10
Communication Determines Project Outcomes

11
Does the Communication Environment of Your Organization Impact Project Performance?
YES
Source: ReinventingCommunication.com | Survey of over 200 participants in a project management webinar, November 2014

12
Does Your Organization Have a Good Communication Environment?
NO
Source: ReinventingCommunication.com | Survey of over 200 participants in a project management webinar, November 2014

13
PMI Research
–SCOPE:Organizations that are highly effective communicators meet original project goals 80% of the time. Minimally effective communicators meet original project goals 52% of the time.
–SCHEDULE:Organizations that are highly effective communicators are more likely to deliver projects on time: 71% of the time versus 37%.
–BUDGET:Organizations that are highly effective communicators are more likely to deliver projects on budget: 76% of the time versus 48%.
Source: PMI, Pulse of the Profession™ In-Depth Report: The Essential Role of Communications, PMI, 2013

14
–FAILURE:1 out of 5 projects are unsuccessful due to ineffective communication.
–RISK:Of the US$135 million at risk on every US$1 billion spent on projects, US$75 million, over 50%, is on the line because of poor communication.
•A bad communication environment creates mistrust among people and an unproductive work environment.
•A bad communication reduces an organization’s solution delivery capabilities.
Sources: PMI “Communication: The Message is Clear”, PMI White Paper, December 2013 | Johnson and Johnson, “Joining Together: Group Theory and Group Skills, 7th Edition”, Allyn and Bacon, 2000 | Phillips, “Reinventing Communication: How to Design, Lead and Manage High Performing Projects”, Gower Publishing, 2014

15
The communication environment determines how people react when bumps happen in the project.

16
The communication environment
determines what has been surfaced beforehand and what will be surfaced now.

17
A Bad Communication Environment Leads to Miscommunication on Framing Assumptionsa leading cause of Nunn-McCurdy Breaches
Source: US DOD, PARCA “2013 Report on the Performance of the US Defense Acquisition System”

18
A Bad Communication Environment Leads to Conflict and Mistrust
Source: Reinventing Communication | “The Cost of Conflict” Mark Phillips, EVM Europe 2013 Symposium Presentation

19
Conflict and Mistrust Cost Money and Time
Source: Reinventing Communication | “The Cost of Conflict” Mark Phillips, EVM Europe 2013 Symposium Presentation

20
Conflict arising during construction projects costs approximately $11,000 per incident and 161 (20 days) hours of work time.
Managers spend 30% -42% of their work time dealing with conflict.
For every hour spent resolving conflict, the average project is set back 3 hours.
If 30% of the time is spent resolving conflict, that’s roughly 700 hours per year. If every hour sets back a project by 3 hours, that translates into more than 2,100 hours of schedule delay and cost per year.
And that increases the more sub-contractors and sub systems you have in the program.
Sources: "The Cost of Interpersonal Conflict in Construction" Julie L. Brockman, Ph.D., Michigan State University, The Center for Construction Research and Training, December 2012 | Construction Management and Resolution by Peter Fenn and Rod Gamesone| “The Cost of Conflict” Mark Phillips, EVM Europe 2013 Symposium Presentation

21
Redefinition of Communication on Projects

Source: Mark Phillips “Reinventing Communication: How to Design, Lead and Manage High Performing Projects” Gower 2014 22

23
Source: Mark Phillips “Reinventing Communication: How to Design, Lead and Manage High Performing Projects” Gower 2014

24
An effective budget spend moves the project forward, not simply making sure the money reached the contractor’s bank account.
The same is true of communication.
Effective communication moves the project forward. It is not simply that the communication was understood by the receiver.

25
As leaders
it is our job to be aware of the communication environment
as a constraint, work within it and
seek to create
more effective communication
and a
more effective communication environment.

26
Communication impacts scope, schedule, budget and risk.

27
AND / BUT

28
How can we improve communication?
Communication Objects and
Communication Object Elements.

29
CommunicationObjects
Communication Objects are the artifacts generated by the process of communication. A communication object is more than the information it is meant to contain; it is made up of numerous elements, including descriptors of the container itself. This is much like how an in-person conversation between two people is made up of non-verbal elements as well as the words in the conversation. Communication Objects encompass the “non- verbal” elements of communication and are a reflection of the design of the communication environment.
Source: Mark Phillips “Reinventing Communication” Gower 2014 & ReinventingCommunication.com/glossary

30
Measurable
CommunicationActions (MCA)
A Measurable Communication Action (MCA) is a single unit of measurement of communication in an environment. It provides a means to measure and integrate multiple communication methods, communication elements and design decisions into a single unit of measurement. It can be made up of a singlemethodofcommunicationormultiplemethodsofcommunication. The methods can be added together, giving all methods equal weight, or different methods can be weighted when combining them into an MCA. The weighting can reflect variables such as the relative value management places on each form of communication or the strictness with which communication design decisions are enforced for each method of communication. It can reflect the phase of the project or the expected activities for that period of time. It can be tweaked to increase sensitivity towards one method of communication over another to facilitate management awareness of unpredicted behavior.

31
Communication Evaluation Exercise

32
Where do you spend your communication time? Write Down the Top 10Communication Objects/ Measurable Communication ActionsYou Generate
© 2014 Mark Phillips

33
CommunicationObjects
(Specific MCA’s)
Communication Effectiveness Assessment

34
Why Do You Generate It?

35
CommunicationObjects You Generate (MCA’s)
Why DoYou Generate It?

36
Why Do You Generate It? Is it moving the project forward? Are these the most important places to spend your communication time?

37
Why DoYou Generate It? Project Goal
How Importantis the communication to advancing the project goals?
(A,B,C,D,E)
[A is most important]
How effective is the communication in advancing the project goals?
(1,3,5,11,21)
[1 is most effective]

38
Make all A’s into A1’s. Focus your time on A1’s.

39
CommunicationObject Elements
CommunicationObjectelementsarethefullrangeofmeasurableaspects of a communication object and are descriptors of a communication object.
Theyplayanimportantroleinhowcommunicationobjectareused, telling us about the communication environment and the people in the environment. They are generated by applying an analytic tool or method to communication objects.

40
Elements of CommunicationObjects
Time of Day
Day of the Week
How MuchYou Broadcast to an Audience
Is it a Boundary Object?
And more…
Source: Mark Phillips “Reinventing Communication” Gower 2014

41
Source: Mark Phillips “Reinventing Communication” Gower 2014, Image used with kind permission of Seth Godin..

42
Source: Mark Phillips “Reinventing Communication” Gower 2014, Image used with kind permission of Seth Godin..

43
Slide on amount broadcast to audience.
Source: Mark Phillips “Reinventing Communication” Gower 2014, Image used with kind permission of Seth Godin.

44
Timeof Day Sent
Day of the Week Sent
How often is this communication sent?

45
Make Changes and Log Effectiveness as of specific status dates. Log what works to generate communication best practices.

46
How Importantis the communication to advancing the project goals?
(A,B,C,D,E)
(1,3,5,11,21)
STATUS DATE XXXXXX
Change in ObjectElement to MCA?
(1,3,5,11,21)
STATUS DATE XXXXXX
Communication Effectiveness Improvement Log

47
Create a time phased plan of expected communication by specific MCA’s. This is Planned Communication (P COM). Track Planned Communication (P COM) against Actual Communication (A COM). Interpret Communication Variances (COM V). See reinventingcommunication.com/glossaryfor definitions.

48
10
14
18
22
1
2
3
4
Amount of Communication
(Number of Emails)
Planned
Actual
Weeks
AtWeek 4, Actual isless than Planned Communication by 5 emails

49
From “Reinventing Communication” by Mark Phillips, Gower 2014

50
FOOD

52
Boundary Object Creation Exercise* List the different boundary groups on your projects. Work in groups to discuss their effectiveness and ways to improve their effectiveness. What characteristics should they have? Are they the same objects for each group? See reinventingcommunication.com/glossary for definitions
© 2014 Mark Phillips | * This wasn’t conducted during our workshop

53
How Effective is your Communication Environment*? We can do a Communication Environment Assessment similar to the Communication Assessment Exercise. It uses similar assessment and improvement tools. It uses Design Elements of the Communication Environment. See reinventingcommunication.com/glossary for definitions
© 2014 Mark Phillips | * This wasn’t conducted during our workshop

54
CommunicationEnvironment
The Communication Environment is the structure of an environment as it relates to communication. It determines the communication generated in an environment.

55
Design Elements of the
CommunicationEnvironment
Setting the Rules for eachCOM method
and more…
Source: Mark Phillips “Reinventing Communication: How to Design, Lead and Manage High Performing Projects” Gower 2014

56

57
Communication Determines Project Outcomes

58
We talked about impact on scope, schedule, budget and risk. Communication impacts competitive advantage and long term survivability.

60
Source: dlomakoski.wordpress.com

reinventingcommunication.com
Questions?
Let’s Connect
@markphillipspm
https://www.linkedin.com/in/markphillipspm

PMI Government Community of Practice Reinvents Communication

Recommended

Recommended

More Related Content

What's hot

What's hot (6)

Viewers also liked

Viewers also liked (14)

Similar to PMI Government Community of Practice Reinvents Communication

Similar to PMI Government Community of Practice Reinvents Communication (20)

More from Association for Project Management

More from Association for Project Management (20)

Recently uploaded

Recently uploaded (20)

PMI Government Community of Practice Reinvents Communication