1. Project Communication and Stakeholder Management (MPM 621) Chapter Two: Project Communication Management 1 1/10/2024 Compiled by: Zinashbizu L. (PhD.)

2. 2 1/10/2024 Expected outcome After successful completion of the chapter the students will be able to: Explain project communications management processes o o Describe suggestions for improving project o communications Compailed by:Zinashbizu L. (PhD.)

3. 3 1/10/2024 Communication management The process required to ensure timely and appropriate generation, collection, distribution, storage, recovery, and ultimate disposition of information. o Compailed by:Zinashbizu L. (PhD.)

4. 4 1/10/2024 Project Communications Management Processes 3. 1. Identify stakeholders 5. Controlling communications Distributing information 2. Planning communications 4. Managing stakeholders expectations 6. Reporting performance Compiled by: Zinashbizu L. (PhD.)

5. 5 1/10/2024 1. Identify stakeholders oIdentifying everyone involved in or affected by the project and determining the best ways to manage relationships with them. oRecall that ultimate goal of project management is to meet or exceed stakeholder needs and expectations from a project, so you must first identify who your particular project stakeholders are. Compiled by: Zinashbizu L. (PhD.)

6. 6 1/10/2024 2. Planning Communications Management  Determining the information and communications needs of the stakeholders  Every project should include some type of communications management plan, a document that guides project communications  The communications management plan varies with the needs of the project, but some type of written plan should always be prepared o For small projects, the communications management plan can be part of the team contract o For large projects, it should be a separate document Compiled by: Zinashbizu L. (PhD.)

7. 7 1/10/2024 Communications Management Plan Contents Stakeholder communications requirements Information to be communicated, including format, content, and level of detail Who will receive the information and who will produce it Suggested methods or technologies for conveying the information Frequency of communication Escalation procedures for resolving issues Revision procedures for updating the communications management plan A glossary of common terminology Compiled by: Zinashbizu L. (PhD.)

8. 8 1/10/2024 3. Distributing Information  Making needed information available to project stakeholders in a timely manner.  Getting the right information to the right people at the right time and in a useful format is just as important as developing the information in the first place  Important considerations include the use of technology, the appropriate methods and media to use Compiled by: Zinashbizu L. (PhD.)

9. 9 1/10/2024 Classification of Communications Methods Interactive communication Push communication Pull communication Compiled by: Zinashbizu L. (PhD.)

10. 10 1/10/2024 Classification of Communications Methods Interactive communication: o Two or more people interact to exchange information via meetings, phone calls, or video conferencing. o Most effective way to ensure common understanding Compiled by: Zinashbizu L. (PhD.)

11. 11 1/10/2024 Classification of Communications Methods…. Pull communication: o Information is sent to recipients at their request via Web sites, bulletin boards, e-learning, knowledge repositories like blogs, and other means Compiled by: Zinashbizu L. (PhD.)

12. 12 1/10/2024 Classification of Communications Methods… Push communication: o Information is sent or pushed to recipientswithout their request via reports, e-mails, faxes, voice mails, and other means. o Ensures that the information is distributed, but does not ensure that it was received or understood Compiled by: Zinashbizu L. (PhD.)

13. 13 1/10/2024 Types of communication media Types of communication that professionals use in project management are: Meetings Email Phone calls Surveys Presentations Memos Compiled By: Zinashbizu L. (PhD.)

14. 14 1/10/2024 1. Meetings  Meetings are an effective method of communication when you have an update on a project or if you anticipate many questions about it.  Meetings can be either in person and over a video call to be inclusive to all professionals. Compiled By: Zinashbizu L. (PhD.)

15. 15 1/10/2024 2. Email  Many offices use emails as a method for both formal and informal communication.  A project manager needs to check his/her email often to ensure he/she read any project-related email his/her team members send him/her. o to inform team members upcoming meetings and deadlines or  Email can also use: o send individual emails to professional who the project manager needs to speak with. Compiled By: Zinashbizu L. (PhD.)

16. 16 1/10/2024 3. Phone calls  Phone calls are a great method of communication when one need a quick answer or the message he/she is communicating is urgent.  Phone calls often feel more personal than some forms communication. of written Compiled By: Zinashbizu L. (PhD.)

17. 17 1/10/2024 4. Surveys  Consider using surveys when one want his/her team members to vote on a particular subject or need feedback from his/her team.  Surveys are a great tool for anonymous communication as well.  This means one can ask for his/her team members' opinions without them feeling nervous about his/her response. Compiled By: Zinashbizu L. (PhD.)

18. 18 1/10/2024 5. Presentations  Presentations are a helpful form of verbal communication that professionals use when they are educating their coworkers on a topic to teach how to perform a certain task or sharing news.  A presentation may perform in an in- person or video call meeting or you may create a document version of your presentation for professionals to view individually. Compiled By: Zinashbizu L. (PhD.)

19. 19 1/10/2024 6. Memos  Memos are short, informational messages that update professionals on issues related to the project.  Project managers often use memos to share new policies or procedures relating to project tasks.  When writing memos, try to keep your message brief. Compiled By: Zinashbizu L. (PhD.)

20. 20 1/10/2024 4. Managing Stakeholders Expectation  Managing communications to satisfy the needs and expectations of project stakeholders and to resolve issues  Project managers must understand and work with various stakeholders  Need to devise a way to identify and resolve issues Compiled by: Zinashbizu L. (PhD.)

21. 21 1/10/2024 Some Keys to Good Communications Project managers say they spend as much as 90 percent of their time communicating Need to focus on group and individual communication needs Use formal and informal methods for communicating Distribute important information in an effective and timely manner (both good and bad information) Compiled by: Zinashbizu L. (PhD.)

22. 22 1/10/2024 5. Controlling Communications  Monitoring and controlling project communications to ensure that stakeholder communication needs are met  The main goal of controlling communications is to ensure the optimal flow of information throughout the entire project life cycle  The project manager and project team should use their various reporting systems, expert judgment, and meetings to assess how well communications are working. Compiled by: Zinashbizu L. (PhD.)

23. 23 1/10/2024 5. Controlling Communications…  If problems exist, the project manager and team need to take action, which often requires changes to the earlier processes of planning communications  It is often beneficial to have a facilitator from outside the project team assess how well communications are working and managing project Compiled by: Zinashbizu L. (PhD.)

24. 24 1/10/2024 6. Reporting performance  Performance reporting keeps stakeholders informed about how resources are being used to achieve project objectives  Collecting and disseminating performance information, including status reports, progress measurement, and forecasting Compiled by: Zinashbizu L. (PhD.)

25. 25 1/10/2024 6. Reporting performance…. i. Status reports: describe where the project stands at a specific point in time. ii. Progress reports: describes what the project team has accomplished during a certain period of time iii. Forecasts: predict future project status and progress based on past information and trends  Project end date and final costs; earned values Compiled by: Zinashbizu L. (PhD.)

26. 26 1/10/2024 Suggestions for Improving Project Communications Develop better communication skills Run effective meetings Use e-mail and other technologies effectively Compiled by: Zinashbizu L. (PhD.)

27. 27 1/10/2024 1. Developing Better Communication Skills  Most companies spend a lot of money on technical training for their employees, even when employees might benefit more from communications training  As organizations become more global, they realize they must invest in ways to improve communication with people from different countries and cultures Compiled by: Zinashbizu L. (PhD.)

28. 28 1/10/2024 2. Running Effective Meetings Define the purpose and intended outcome of the meeting Determine who should attend the meeting Provide an agenda to participants before the meeting Prepare handouts and visual aids, and make logistical arrangements ahead of time Run the meeting professionally Set the ground rules for the meeting Build relationships Compiled by: Zinashbizu L. (PhD.)

29. 29 1/10/2024 3. Using E-Mail, Instant Messaging, Texting, and Collaborative Tools Effectively  Make sure that e-mail, instant messaging, texting, or collaborative tools (like Google Docs ) are an appropriate medium for what you want to communicate  Be sure to send information to the right people  Use meaningful subject lines and limit the content of emails to one main subject, and be as clear and concise as possible  Be sure to authorize the right people to share and edit your collaborative documents Compiled by: Zinashbizu L. (PhD.)

30. 30 1/10/2024 End of the chapter Thank you! Compailed by:Zinashbizu L. (PhD.)