Project Communication
Management
Training PM
Semarang, 16-17 Juni 2008
Contents
PT Rekayasa
Communication Planning
Information Distribution
Performance Reporting
Manage Stakeholder
To become a new and innovative
PT Rekayasa
To become a new and innovative
PROJECT COMMUNICATION MANAGEMENT
PT Rekayasa
To become a new and innovative
10.1 Communication Planning
Determining the information and communications needs of the
project stakeholders
PT Rekayasa
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Stakeholder analysis
Definition of Stakeholders
Define the stakeholders
Essence: Information needed by them, and what
sources to meet the needs
Remember:
Communication skill is mostly needed by PM
PMs time to communicating:90%
PM role in communication: to control changes, miscommunication,
unclear direction, scope creep
Expeditor mostly deal with communication (rather than problem solving)
PT Rekayasa
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Communication Management Plan
The plan includes:
What information needs to be collected and when
Who will receive the information
Methods use to gather and store information
Limits on who may give direction and to whom
Reporting relationship
Listing of contact information for all stakeholders
Schedule of distribution of each type of communication
Method for updating and refining the communication
management plan
PT Rekayasa
To become a new and innovative
PT Rekayasa
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Communication Requirement Analysis
Organization Charts
Project organization and stakeholder responsibility relationship
Disciplines, departments, and specialties involved in the project
Logistics of how many persons will be involved with the project
and which locations
Internal information needs (e.g., communicating across
organizations)
External information needs (e.g., communicating with the media
or contractors)
Stakeholder information
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Establishing Standards and Procedures for :
Stakeholder communication requirements
Information to be communicated, including format, level of detail
Person responsible for communicating the information
Person or groups who will receive the information
Methods or technologies used to convey the information, such as
memoranda, e-mail, and/or press releases
Frequency or communication, such as weekly, monthly
Escalating process-identifying time frames and the management chain
(names) for escalation of issues that cannot be resolved at a lower
staff level
Method for updating and refining the communication management plan
as the project progresses and develops
Glossary of common technology
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Communication Management Plan include :
Communications items. The information that will be distributed to
stakeholder
Purpose. The reason for the distribution of that information
Frequency. How often that information will be distributed
Start/End dates. The time frame for the distribution of the information
Format/medium. The lay out of the information and the method of
transmission
Responsibility. The team member charged with distribution of
information
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10.2 Information Distribution
Making needed information available to project stakeholders in the
timely manner
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Communication Model
A circle of three parts: sender, message,
receiver
Communication terms:
Non verbal: (incl. physical mannerism) 55%
of all communication are non verbal
Para lingual: pitch and tone of your voice
Active listening: receiver confirms, confirms
agreement, asks for clarification
Effective Listening: watching the speaker to
pick up physical gesture, thinking about to
say to respond, asking question, repeating
& providing feedback
Feedback:do you understand what I have
explained? usually asked by sender
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Communication Dimensions
Written & Oral, Listening & Speaking
Internal (within the project) & External (customer, media,
public)
Formal (reports, briefings) & Informal (memos, ad hoc
conversation)
Vertical (up & down the organization) & Horizontal (with
peers)
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Information Distribution Methods
Project Meetings, Hardcopy Document,
Manual filing System, Shared-access
Database
Electronic Communication &
Conferencing Tools, e.g. ; e-mail, fax,
phone, etc
Electronic Tools for Project Management
e.g. : PM Software, portals, etc
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Lessons Learned
Update of the lessons learned knowledge base
Input to knowledge management system
Updated corporate policies, procedures, & processes
Improved business skills
Overall product & service improvements
Update to risk management plan
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Communication Barriers
Noise
Distance
Improper encoding of messages
Saying that is bad idea
Hostility
Language
Culture
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Communication Channel
Formula: (Nx(N-1))/2
N = number of people
Example:
As project manager you have 3
stakeholders. A new stakeholder has
been added. How many more channels
of communication?
Answer: previous 6, become 10, means
need more 4 channels
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10.3 Performance Reporting
Collecting and distributing performance information. This include
status reporting, progress measurement and forecasting
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Performance Reporting
The information include: scope, schedule, cost,
quality, risks and procurement
Status reporting:
Where the project stand
Actual vs plan: ahead, behind, on time/budget
Progress Report
What have accomplished
Percent completed, deliverables completed
Forecasting
Predicting future project status and progress
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Tools
Variances Analysis
Comparing actual project results to
planned results
Trend Analysis
Examining project result over time to
determine if performance is improving or
deteriorating
Earned Value Analyisis
See cost management
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Performance Report Principal
Of Effective Presentation
PROGRESS
STATUS
FORECAST
-How much achieved
-What have been done
-How is the progress compare to baseline plan?
-Estimate at Completion vs current budget
-Estimate Completion Date vs organizational
completion date
PROBLEM
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10.4 Manage stakeholders
Managing communication to satisfy the requirements of and
resolve issues with project stakeholders
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SUMMARY
1. Communication vs Information
2. What kinds of noise in communication
processes may result perceptual differences
between one party to another ?
3. Classify communication dimensions may be
used in project !
4. What items should be included in
communication management plan ?
5. What kind of information should be presented
in performance report presentation ?
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Arisman Indrawan SH, MT, PMP
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