communication management v3
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PROJECT COMMUNICATIONS
MANAGEMENT
P11 PMP PREP PROGRAM
Presenter: Leo Flores, PMP
Date: February 26, 2008
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Develop
Project
Charter
Dev. Project
Scope
Statement
Initiating
Controlling
Contract
Administration
Risk
Monitoring
& Control
Manage
Stakeholders
Performance
Reporting
ManageProject
Team
PerformQuality
Control
Cost
Control
Integrated
Change
Control
M&C
Project
Work
Schedule
Control
Scope
Control
Scope
Verification
Close
Project
Contract
Closure
Closing
Risk
Management
Planning
Create
WBS
Develop
Project Mgmt.
Plan
Scope
Definition
Scope
Planning
Activity
Resource
Estimating
Activity
Definition
Activity
Duration
Estimating
Activity
Sequencing
Schedule
Development
RiskIdentification
Qualitative
Risk
Analysis
Quantitative
Risk
Analysis
Cost
Estimating
CostBudgeting
Human
Resource
Planning
Plan
Purchases
Acquisitions
Quality
Planning
Commun.Planning
Plan
Contracting
Risk
Response
Planning
Planning
Direct& Manage
Project Exec.
Perform
Quality
Assurance
Acquire
Project
Team
Develop
Project
Team
Request
Seller
Responses
Information
Distribution
Select
Sellers
Executing
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PM Processes to PM Process Groups to
Knowledge Areas
3
PMBOK, Chapter 3, Table 3-45, Page 70, Mapping of the PM Processes to the
PM Process Groups and the Knowledge Areas
Knowledge Area
Processes
Project Management Process Groups
Initiating
Process
Group
Planning
Process
Group
Executing
Process
Group
Monitoring &
Controlling
Process
Group
Closing
Process
Group
4. Project Management Integration
5. Project Scope Management
6. Project Time Management
7. Project Cost Management
8. Project Quality Management
9. Project Human Resource Mgmt
10. Project Communications Mgmt
11. Project Risk Management
12. Project Procurement Management
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Definition: Project Communications Management
Is the Knowledge Area that employsthe processes required to ensuretimely and appropriate generation,collection, distribution, storage,retrieval, and ultimate disposition of the project information.
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Communications Management
Chapter 10 - Communications Management 7
Processes Inputs Tools & Techniques Outputs
CommunicationsPlanning
Enterprise Environmental FactorsOrganization Process AssetsProject Scope StatementProject Management Plan- Constraints- Assumptions
Communications RequirementsAnalysis
Communications Technology
Communications ManagementPlan
Information
Distribution
Communications ManagementPlan
Communications SkillsInformation Gathering and
Retrieval SystemsLessons Learned Process
Organization Process Assets – updates
Requested Changes
PerformanceReporting
Work Performance InformationPerformance MeasurementsForecasted CompletionQuality Control MeasurementsProject Management Plan- Performance Management
BaselineApproved Change RequestsDeliverables
Information Presentation ToolsPerformance Information
Gathering and CompilationStatus review MeetingsTime Reporting SystemsCost Reporting Systems
Performance ReportsForecastsRequested ChangesRecommended Corrective
ActionsOrganization Process Assets –
updates
Manage Stakeholders Communication ManagementPlanOrganization Process Assets
Communications MethodsIssue Logs
Resolved IssuesApproved Change RequestsApproved Corrective ActionsOrganization Process Assets –
updatesProject Management Plan -
updates
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Communications Exam Tips
1. Effective Communications
● Nonverbal
● Paralingual
● Feedback
2. Effective Listening● Feedback
● Active Listening
● Paralingual
3. Control of Communications
4. Communications Technology
5. Meetings
6. Communications Channels
RMC Prep 5th Edition, p. 304-308
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“Do you understand what I have just explained?” is anexample of …
Communications Question #1
A. Paralingual
B. Verbal
C. Nonverbal
D. Feedback
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Which of the following is not a standard rule for meetings thatyou wouldn’t want to do?
Communications Question #2
A. Document and publish meeting minutes
B. Chair and lead the meeting
C. Have a purpose for each meeting
D. Develop the agenda during the meeting
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Communications Planning
Tools and Techniques –
Communications Technology
Communications Requirements Analysis
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Chapter 10 - Communications Management 12
Communication Channels
N (N - 1)
2
Where N is the number
of stakeholder
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Your team has 5 members, and another team has 7 members,how many more communications channels do they potentiallyhave?
Communications Question #3
A. 2
B. 10
C. 11
D. 15
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Communications Planning
Who
• Person(s)
• Internal
• External
What
• Reports
• Memos
• Documents• Presentations
Why
• Status
• Emergencies
How
• Medium
• Format
When
• Frequency
RMC Prep 5th Edition, p. 308-309PMBOK 3rd Edition, p. 227-228
Output – Communications Management Plan
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The communications plan is included as a subset of the…
Communications Question #4
A. Project Charter
B. Scope Document
C. Project Management Plan
D. Lessons learned plan
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Which of the following will not need to be updated if changeswere updated to the communications management plan?
Communications Question #5
A. Project Charter
B. Project Management Plan
C. Work Breakdown Structure
D. Schedule Management Plan
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Communication Planning
Formal
Written
•Complexproblems
•Plans
•Over longdistances
Verbal
•Presentations
•Speeches
Informal
Written
•Memos
•Emails
•Notes
Verbal
•Meetings
•Conversations
RMC Prep 5th Edition, p. 229PMBOK 3rd Edition, p. 305
Information Distribution Methods
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Clarifying a work package would be best done with what typeof communication?
Communications Question #6
A. Informal Written
B. Informal Verbal
C. Formal Verbal
D. Formal Written
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Receiver Sender
Encode Decode
Decode Encode
RMC Prep 5th Edition, p. 304-305 / PMBOK 3rd Edition, p. 223-224
Information Distribution
Tools & Techniques – Communication Model
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Medium
Message Noise
Noise Message
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A response to the message means..
Communications Question #7
A. The sender signals delivery of the message, but notnecessarily agreement with the message
B. The receiver has encoded, understands, and is sending themessage
C. The receiver signals receipt of the message, but notnecessarily agreement with the message
D. The receiver has decoded, understands, and is replying tothe message
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Information Distribution
Lessons
Learned
Process
Technical
ManagerialProcess
RMC Prep 5th Edition,p. 310-311
PMBOK 3rd Edition,p. 230-231
Tools & Techniques – 1. Communications Skills2. Information Gathering and Retrieval
Systems3. Lessons Learned Process
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Which of the statements is not true regarding lessons learnedmeetings?
Communications Question #8
A. They should always be the same duration
B. They should include technical, managerial and processrelated aspects of the project
C. The focus of lessons learned may vary
D. They can provide future teams with information to improvethe effectiveness and efficiency of project management
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Lessons learnedfrom Organizational
Process Assets
Current ProjectProject Lessons
Learned
Other Current
Projects
Company
Organizational
Process Assets
RMC Prep 5th Edition, p. 310-311PMBOK 3rd Edition, p. 230-231
Information Distribution
Output – 1. Requested Changes2. Organization Process Assets updates
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Which of the following statements is true?
Communications Question #9
A. Lessons learned can be never be part of a process input
B. A post-mortem should only occur at the end of a project
C. Lessons learned should only focus on aspects of managingthe project
D. A project cannot be considered complete until lessons
learned are completed
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Performance Reporting
•Based on work performance information from project execution
Forecasts
•Processed through integrated change control process
Requested Changes
•To align project back with the original project plan
Recommended Corrective Actions
•Lessons learned, becoming part of the historical database for the project/performing organization
Organizational Process Assets (updates)
RMC Prep 5th Edition, p. 311-312PMBOK 3rd Edition, p. 233-234
Outputs
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Performance Reporting
•Based on work performance information from project execution
Forecasts
•Processed through integrated change control process
Requested Changes
•To align project back with the original project plan
Recommended Corrective Actions
•Lessons learned, becoming part of the historical database for the project
/performing organization
Organizational Process Assets (updates)
• Include bar charts, S-curves, histograms, and tables usually earned value.
Performance Reports
RMC Prep 5th Edition, p. 311-312PMBOK 3rd Edition, p. 233-234
Outputs
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Which of the following would not be an example of aperformance reporting?
Communications Question #10
A. Earned Value Analysis
B. Delphi Technique
C. Status Report
D. Lesson Learned
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Manage Stakeholders
Manage Stakeholders
Resolved
Issues
Approved
ChangeRequests
Approved
Corrective
Actions
Organizational
Process Assets
Project
Management
Plan updates
RMC Prep 5th Edition, p. 312-313PMBOK 3rd Edition, p. 236
Outputs
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Which of the following would be the best example of acommunication blocker?
Communications Question #11
A. Saying “you have an MBA, you figure it out”
B. Speaking in a mono-tone voice
C. Speaking softly
D. Communicating through a bad speaker phone
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For additional information contact:
Leo.Flores@us.sogeti.com
or your PMP Prep coach
P11 PMP Prep Program
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Communications Management Answer Key
# Answer Reference
1 D Feedback RMC Prep 5th Edition, Pg.304
2 D Develop and agenda during the meeting RMC Prep 5th Edition, Pg.307
3 C 11 RMC Prep 5th Edition, Pg.307-308
4 C Project Management PlanPMBOK 3rd Edition, Pg. 227
5 A Project Charter PMBOK 3rd Edition, Pg. 228
6 D Formal Written RMC Prep 5th Edition, Pg.306
7 D The receiver has decoded, understands, and is replying to the message PMBOK 3rd Edition, Pg. 224
8 A They should always be the same duration PMBOK 3rd Edition, Pg. 230
9 D A project cannot be considered complete until lessons learned are completed RMC Prep 5th Edition, Pg.311
10 B Delphi Technique RMC Prep 5th Edition, Pg.311
11 A Saying “you have an MBA, you figure it out” RMC Prep 5th Edition. 312-313
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