10.3 Distribute Information

1. Monitor Initiation Planning Execution Close Control 10.3 Distribute Information • The process of making relevant information available to project stakeholders as per the Communication Plan • It is performed throughout the entire project lifecycle and is part of all management processes • Closely related to Monitor and Control processes as it also covers the distribution of status and performance reporting information • The Communication Plan is implemented during Execution, although information is distributed throughout all phases • Also unexpected requests for information Adapted from PMBOK 4th Edition

2. Monitor Initiation Planning Execution Close Control 10.3 Distribute Information • The inputs into Distribute Information are – • Project Management Plan • Performance Reports and Status Reports • Communications Plan • Stakeholder Register • Stakeholder Communication Requirements • Organisational Process Assets • Information distribution policies and procedures • Existing communication channels and media - eg. Intranet, Share Point, internal TV broadcasts etc • Templates • Lessons learned Adapted from PMBOK 4th Edition

3. 10.3 Distribute Information Tools and techniques to Distribute Information include - Information Distribution Tools Presentation Techniques Sender-receiver Models Writing Style Communication Methods Meeting Management Techniques Facilitation Techniques Communication Media Adapted from PMBOK 4th Edition

4. 10.3 Distribute Information Information Distribution Tools – Hard copy document distribution and manual filing systems Shared access electronic databases, knowledge management and collaboration tools Electronic communication and conferencing tools – email, voice mail, telephone messages, video conferencing, web publishing Electronic project management tools Sender-receiver Models - Including feedback loops and barriers to communication – covered in Introduction to Project Communications Adapted from PMBOK 4th Edition

5. 10.3 Distribute Information Writing Style – Active versus passive voice Formal versus informal Sentence structure and word choice Meeting Management Techniques - Preparing an agenda, distributing action items, documenting decisions, resolving conflict – covered in Introduction to Project Communication Presentation and Facilitation Techniques - Body language and design of visual aids – covered in Introduction to Project Communication Building consensus, resolving conflict and negotiation skills – covered in Introduction to Project Communication Adapted from PMBOK 4th Edition

6. 10.3 Distribute Information Outputs of this process include – Stakeholder notifications Project reports Project presentations and briefings Steering Committee presentations Project records Correspondence Meeting minutes and action items Memos Feedback from Stakeholders Lessons Learned Adapted from PMBOK 4th Edition

7. Document Management and Control • It is possible that all documents issues during a project could be subject subpoena to be used as evidence in litigation • Document Management and Control is critical – • Project documents must be easily found and retrieved • Specific versions of documents as particular dates must be identifiable • It must be clear that everyone is working from the correct version of the document

8. Document Management Process • Requires formal standards and process flow • All project staff need to adhere to standards for – • Document storage and archival • Document format • Details of author, reviewers and authorisers • Document identification and naming • Document revisions and version control • Document distribution processes • Document security