14 executing communication1 1
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Project Management Professional (PMP) Training Course 488 | P a g e
Smart Management Consultants SMC 2010-2012
10.2 Distribute Information
Planning Executing M & Closing
Quality
Human Resource
CommunicationsDistribute
Information
Risk
Procurement
Distribute Information
The process of making relevantinformation available to projectstakeholders as planned.
Distribute Information processinvolves implementing thecommunications managementplan
It is performed throughout theentire project life cycle, and in allmanagement processes.
Execution
&Communications
Distribute information.
Bas
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The focus here is mainly in the execution process, which includes implementing the communications management plan, as well as responding to unexpected requests for information.
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Project Management Professional (PMP) Training Course 489 | P a g e
Smart Management Consultants SMC 2010-2012
Distribute Information
Effective information distribution includes a number of techniques including:
Sender-receiver models
Choice of media:
Writing style:
Meeting management techniques:
Presentation techniques:
Facilitation techniques:
Execution
&Communications
Distribute information.
Bas
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Distribution InformationExecuting
&Communications
Distribute
Information.
Bas
ics
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Project Management Professional (PMP) Training Course 490 | P a g e
Smart Management Consultants SMC 2010-2012
.2 Performance Reports
Reports should be prepared by the project team detailing activities, milestones, accomplishment, identified issues, and problems.
Status reports can be used to report the key information, including but not limited to:
Current status
Significant accomplishments for the period
Scheduled activates, and
Issues.
Executing
&Communications
Distribute information.
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.1 Communications Management Plan
The communications management plan usually provides: Stakeholder communication requirements;
Information to be communicated, including format, content, and level of detail;
Person or groups who will receive the information;
Methods or technologies used to convey the information, such as memos, e-mail, and/or press releases;
Time frame and frequency for the distribution of required information;
Escalation process identifying time frames and the management chain (names) for escalation of issues that cannot be resolved at a lower staff level;
Flow charts of the information flow in the project, workflows with possible sequence of authorization, list of reports, and meeting plans, etc.; and
Communication constraints, usually derived from specific legislation or regulation, technology, and organizational policies, etc.
What Needs to be
Communicated
Why
Between
Whom
Best Method for Communica
tion
Responsibility for
sending
When and How often
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Project Management Professional (PMP) Training Course 491 | P a g e
Smart Management Consultants SMC 2010-2012
Communication Methods Communication Methods are how you actually share
the information with your stakeholders.
Individual and group meetings, video and audio conferences, computer chats, and other remote communications methods are used to distribute information.
Executing
&Communications
Distribute information.
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Type
Formal Written Project Management plans, project charter, memos, communicating over long distance
Formal Verbal Presentation , speeches
Informal Written E-mail , handwritten notes
Informal Verbal Meeting , conversations
Formal Written Any time youre singing a legal documents , contract or preparing formal documentation for your project. Blueprints, specifications and all other project documentations.
Informal Written if you drop someone a quick email or leave them a memo or a sticky note, thats informal written communication.
Formal Verbal If you ever have to give a presentation to update people on you project, thats formal verbal communication. Speeches and prepared talks and formal verbal
Informal Verbal Meetings , hallway chats, and planning sessions. Just calling somebody up to chat about your projects.
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Project Management Professional (PMP) Training Course 492 | P a g e
Smart Management Consultants SMC 2010-2012
Effective Communication
Nonverbal Communication means your gestures , facial expressions, and physical appearance.
Nonverbal Communication
55 %
Para-lingual Communication is the tone and pitch of your voice when youre talking to people.
Para-lingual Communication
Feedback is when you respond to communication. Prove listening though feedback.
Feedback
Executing
&Communications
Distribute information.
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Active Listening Executing&
Communications
Distribution information.
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Active Listening
Dont over talk
Be Empathetic
Make Eye contact
Exhibit Affirmative
Nods
Ask Questions
Avoid Distracting Gestures
Paraphrase
Avoid Interrupting Speaker
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Project Management Professional (PMP) Training Course 493 | P a g e
Smart Management Consultants SMC 2010-2012
Managing Meeting Set a time limit , and keep to it.
Schedule recurring meetings in advance.
Meet with the team regularly , but not too often.
Have a purpose of each meeting.
Create an agenda with team input
Distribute the agenda before hand
Stick to the agenda
Let people know their responsibilities in advance.
Bring the right people together
Chair and lead the meeting with a set of rules
Assign deliverable and time limits for all work assignments that result from meeting.
Documents and publish meeting minutes.
Executing
&Communications
Distribution information.
.2 Information Distribution Tools
HARD-COPY DOCUMENT DISTRIBUTION
ELECTRONIC COMMUNICATION AND CONFERENCING TOOLS
ELECTRONIC TOOLS FOR PROJECT MANAGEMENT
Executing
&Communications
Distribution information.
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HARD-COPY DOCUMENT DISTRIBUTION Manual filing systems, and shared-access electronic databases.
ELECTRONIC COMMUNICATION AND CONFERENCING TOOLS e-mail, fax, voice mail, telephone, video and web conferencing, and web publishing.
ELECTRONIC TOOLS FOR PROJECT MANAGEMENT web interfaces to scheduling and project management software, meeting and virtual office support software, portals, and collaborative work management tools.
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Project Management Professional (PMP) Training Course 494 | P a g e
Smart Management Consultants SMC 2010-2012
1. Organizational Process Assets Updates (OPA+)
1. Processes and Procedures
Formal and Informal Plans
Policies , guidelines and Templates
Change Control Procedures
Configuration Management
.2 Corporate Knowledge Base
lessons learned
historical information
Learning from previous projects
completed schedules, risk data, and earned value data
Updates
Stakeholder Notifications
Project Reports
Project Presentations
Executing
&Communications
Distribute information.
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Updates
Project Records
Feedback from Stakeholders
Lesson Learned Documentations
10.4 Manage Stakeholder Expectations
Initiating Planning Executing
Quality
Human Resource
CommunicationsManage
Stakeholders Expectations
Risk
Procurement
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Project Management Professional (PMP) Training Course 495 | P a g e
Smart Management Consultants SMC 2010-2012
Managing Stakeholder Expectations involves communication activities such as:
Actively managing the expectations of stakeholders
To increase the likelihood of project acceptance by negotiating and influencing.
Addressing concerns that have not become issues yet.
These concerns need to be uncovered and discussed, and the risks
Clarifying and resolving issues that have been identified may initiate change request
Executing
&Communications
Manage stakeholder Expectations
Bas
ics
Manage Stakeholder Expectations is the process of communicating and working with stakeholders to meet their needs and addressing issues as they occur.
Manage Stakeholder Expectations
The project manager is responsible forstakeholder expectationsmanagement.
Actively managing stakeholderexpectation's decrease the risk thatthe project will fail to meet its goalsand objectives due to unresolvedstakeholder issues , and limitsdisruptions during the project.
Executing
&Communications
Manage stakeholder Expectations
Bas
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This enables them to be active supporters of the project and to help with risk assessment of project choices. By anticipating peoples reaction to the project, preventive actions can be taken to win their support or minimize potential negative impacts.
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Project Management Professional (PMP) Training Course 496 | P a g e
Smart Management Consultants SMC 2010-2012
Executing
&Communications
Manage stakeholder Expectations
Inp
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A change Log is used to documents changes that occur during a project.
These changes , and their impact to the project in terms of time , cost, and risk must be communicated to appropriates stakeholders.
Executing
&Communications
Manage stakeholder Expectations
Inp
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.5 Change Log
Id In. Date In. By
Change Request
Scopebaseline
Time Baseline
Cost Baseline
Quality Baseline
Status
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Project Management Professional (PMP) Training Course 497 | P a g e
Smart Management Consultants SMC 2010-2012
Executing
&Communications
Manage stakeholder Expectations
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The project manager decides, based on communication requirements, what, how, and when communication methods are to be used in the project. The Project manager applies appropriate interpersonal skills to manage stakeholder expectations
Building trust, Resolving conflict, Active listening , and Overcoming resistance to change.
.3 Management SkillsExecuting
&Communications
Manage stakeholder Expectations
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Management is the act of directing and controlling a group of a people for the purpose of coordinating and harmonizing the group towards accomplishing a goal beyond the scope of individual effort.
Management Skills
Presentation skills
Writing skills
Public speaking.
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Project Management Professional (PMP) Training Course 498 | P a g e
Smart Management Consultants SMC 2010-2012
2. Organizational Process Assets Updates (OPA+)
1. Processes and Procedures
Formal and Informal Plans
Policies , guidelines and Templates
Change Control Procedures
Configuration Management
.2 Corporate Knowledge Base
lessons learned
historical information
Learning from previous projects
completed schedules, risk data, and earned value data
Updates
Causes of Issues
Reasoning behind corrective actions
Actions Chosen and Lesson Learned from Managing Stakeholder Expectation
Executing
&
Comm.
Manage Stakeholder Expectations
Ou
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Change requests are issued during Execution which may expand, adjust, or reduce project scope to modify project policies or procedures, to modify project cost or budget, or to revise the project schedule.
Other change requests cover needed preventive or corrective actions to forestall negative impact later in the project.
.3 Change Requests
Direct Indirect
Optional Legal/ Contractual
ExternalInternal
Corrective actions.
Preventive actions.
Defects. Updates.
Executing
&
Comm.
Manage Stakeholder Expectations
Ou
tpu
ts
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Project Management Professional (PMP) Training Course 499 | P a g e
Smart Management Consultants SMC 2010-2012
.3 Project Document UpdatesExecuting
&Communications
Manage stakeholder Expectations
Ou
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Project documents that Updated
Requirements documents
Stakeholder register
forecasts,
Performance reports and
Project logs ( Issue, assumption, etc.)
.4 Project Management Plan Updates
Executing
&Communications
Manage stakeholder Expectations
Ou
tpu
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Elements of the project management plan that may be updated :
Communication management plan. This is updated with new or changed methods of communication method is ineffective, it may be replaced by another method.
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Project Management Professional (PMP) Training Course 500 | P a g e
Smart Management Consultants SMC 2010-2012