project communications presentations

Project Communications – Tips and Best Practices

© Copyright 2013 – B Dow, B Taylor

Presented by Bill Dow, PMP

Today’s Topics

1. Understanding Project Communications and Why Projects Fail Survey(s)

2. Introduction to Project Communication Planning

3. Top Communication Tools

© Copyright 2013 – B Dow, B Taylor

Bill Dow, PMP • 23 years in information technology

• 21 in Project Management

• 8 years at Microsoft, over 10 years running large PMOs

• Instructor of Project Management, currently teaching at

Bellevue College, and has taught in other Colleges in

British Columbia & Ontario, Canada

• Strong passion for Project Management, PMO’s & Project

Management Methodologies.

• Author of two Project Management books and several

related project management articles.

Bill Dow, PMP:

Author of “The Tactical Guide

for Building a PMO” and co-

author of “Project Management

Communications Bible”

© Copyright 2013 – B Dow, B Taylor

TOP REASON PROJECT’S FAIL….

© Copyright 2013 – B Dow, B Taylor

The only way to solve project problems is by communicating……

There is no other way……

Project Communications Introduction

© Copyright 2013 – B Dow, B Taylor

28% of projects that fail, poor communications is the # 1 reason

Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)

72%

28%

Other Reasons for Failure

Project CommunicationsFailures

That’s 1 out of 4 projects that fail – do so based on poor communications.

© Copyright 2013 – B Dow, B Taylor

Top 9 Causes for Project Failure

1. Poor Communication

2. Insufficient resource planning

3. Unrealistic schedules

4. Poor project requirements

5. Lack of stakeholders buy-in

6. Undefined success/closure criteria

7. Unrealistic budgets

8. Insufficient or no risk planning

9. Lack of control/change process

28.0%

Results based on a Jan 2007 poll of 1,007 respondents (PMI Net July 2007 page 19)

18%

13.2%

9.8%

6.7%

5.2%

4.8%

4.4%

4.3%

Survey Results

© Copyright 2013 – B Dow, B Taylor

Other Project Failure Survey's

Center for Project Management StudyMistaking half-baked ideas for projects

Inadequate due diligence – is the project feasible?

Poor sponsorship

Under-skilled project managers

Failing to deploy a robust project management

process

Not monitoring the vital signs

Absence of a well managed project portfolio.

© Copyright 2009 – B Dow, B Taylor

Other Project Failure Survey's

Penn State University Study Lack of corporate leadership

Poorly communicated deliverables and goals

Team-related weaknesses

Poor project management

Deviation from schedule or budget

Notice that there is no mention of technical limits

Research from University of Karlsruhe

Poor project management

Uncontrolled “soft factors”

Absence of change management © Copyright 2013 – B Dow, B Taylor

Summary These 4 survey’s are pretty clear in showing you

that communications is a common theme as why projects fail. Are you projects any different?

90% of a project manager’s role is communications so I can’t stress enough how important it is to be successful at communicating your project status.

Ensure you treat communications with high priority throughout the life of the project.

© Copyright 2013 – B Dow, B Taylor

Introducing Project Communication

Planning

© Copyright 2013 – B Dow, B Taylor

Communication Planning

Who, What, Where, When and How….

© Copyright 2013 – B Dow, B Taylor

Communication Planning Key Concepts!

• Communication planning is going to be one of the most

important aspects of managing your project. Just as important

as any other area!

•Understanding what to communicate and how you will

communicate project information at the beginning of the project is

critical to being successful. No time to go back!

• Ask your customer how they want their project information

delivered to them at the beginning of the project. Continue to

verify throughout the project that your customers are

getting the status that they really need!

“Every project requires a Communication Plan!”© Copyright 2013 – B Dow, B Taylor

Communication Planning Tools

1. Circle of Communications Chart (who)

2. Communication Requirements Matrix

(what/who)

3. Role Report Matrix (who/what/when)

4. Project Calendar (what/when)

“Add these tools directly into your Communication Plan!”

© Copyright 2013 – B Dow, B Taylor

Include these tools into every Communication Plan

Table of Contents

Use your existing templates today and add new sections and include these Communication tools.

© Copyright 2013 – B Dow, B Taylor

Communication Plan Breakdown

Project Manager

Development Manager

Test Manager

Arch ManagerCustomer

Requirements Managers

• Test Analyst #1

• Test Analyst #2

• Architecture Lead

• Designer

• Analyst #1

• Analyst #2

Circle of Communications Chart - Software

• Lead Developer

• Developer

NO

© Copyright 2013 – B Dow, B Taylor

Team Member/Tool Project ManagerStakeholder

/Customer(Internal)Team Members

Project ManagerCommunicates project

status, risks, budget, and

ongoing project information

Communicates project

information

Stakeholder

/Customer(Internal)Feedback/Issues/Concerns Project Specific details

Team Members Updated project informationSpecific project details where

applicable

Communication Requirements Matrix

Note: Best read from left to right and from bottom to top© Copyright 2013 – B Dow, B Taylor

ROLE REPORT MATRIX

People (Who

receive what

Report)

Name On Demand Weekly Monthly

CEO/CFO John Smith Status & Cost Reports Variance Report

Owner Peter Adams Status & Cost Reports

Stakeholder Mark Taylor Stakeholder Report Status Reports

Risk Manager Bruce Jones Risk Report

Media ABC News Media Report

Note: Focus on Timing of Report and who is getting what Report.

Status ReportsStatus Reports

© Copyright 2013 – B Dow, B Taylor

Status Reports

Timeframe/Calendar

•Establishing a Rhythm/Cadence for reporting project information.

•Such as how often does reports go out?

•How often is information gathered by your team members? Did you work with your customers to understand how often they want reports delivered?

Use the Role Report Matrix as your guide to creating a Project Rhythm Calendar.

© Copyright 2013 – B Dow, B Taylor

Monday Tuesday Wednesday Thursday Friday

Prepare Status

Material

Team Meeting,

gather

information for

Status Report

Customer

Status Meeting,

Finalize Status

Information

Submit Final

Status Report

Prepare Status

Material

Team Meeting,

gather

information for

Status Report

Customer

Status Meeting,

Finalize Status

Information

Submit Final

Status Report

Prepare Status

Material

Team Meeting,

gather

information for

Status Report

Prepare

Monthly

Newsletter

Customer

Status Meeting,

Finalize Status

Information

Submit Final

Status Report

Project Calendar

Wk1

Wk2

Wk3

© Copyright 2013 – B Dow, B Taylor

Summary 4 New Communication Planning tools we

believe will help you be successful.

All of these tools will enhance your communications and help you drive successful project from a communication perspective.

Ensure you add these tools to your Communications Plan for all your projects.

TOP PROJECT COMMUNICATION TOOLS

© Copyright 2013 – B Dow, B Taylor

Project Communications Tools….

What tools do you use?

© Copyright 2013 – B Dow, B Taylor

ALL COMMUNICATION TOOLS

© Copyright 2013 – B Dow, B Taylor

Knowledge Breakdown Tools Chart

© Copyright 2013 – B Dow, B Taylor

Lifecycle Process Tools Breakdown Chart

© Copyright 2013 – B Dow, B Taylor

Tool Name: Responsibility Matrix

Tool Value: Displays the task the team member is associated with. Some matrixes further identify the level of

authority assigned to a particular role.

Page 304© Copyright 2013 – B Dow, B Taylor

Tool Name: Work Breakdown Structure

Tool Value: Identify and define all the work on the project. Displays….

Page 151© Copyright 2013 – B Dow, B Taylor

Tool Name: Project Schedule

Tool Value: Plan of record for the project. It displays where you have been, where you are, and where you are

going.

Page 194© Copyright 2013 – B Dow, B Taylor

Tool Name: Risk Matrix

Tool Value: Simple and easy-to-read chart to assess risk level

of project. No other…..

Page 421© Copyright 2013 – B Dow, B Taylor

© Copyright 2009 – B Dow, B Taylor

SUMMARY• Project Communications is the # 1 factor in project success or failure

• Project manager must treat project communications as a high priority when managing their projects.

• Work with your customers and capture their project communications needs. Understand their decision points and adapt your communications accordingly.

• Understand the various Communication Tools that you can be using on your project.

Thanks…….

© Copyright 2013 – B Dow, B Taylor

Thanks for your Time!

Find Both of Bill’s books on Amazon today:

1. “The Tactical Guide for Building a PMO” Published 20122. “The Project Management Communications Bible” Published 2008

Bill Dow’s Contact Information:

Http://www.pmotactialguide.com

Email: billdow@pmotacticalguide.com

Social Networks:Twitter: @billdowLinkedin: Bill Dow, PMPFacebook: Bill DowArticles @ Projecttimes.com and Projectmanagement.com