Chapter 10

Project Communication
and Documentation
 The Project Management Configuration Plan: A
Documentation and Communication “Road Map”

• The PMCP is really a description of how you intend to

“conduct business” from a project management standpoint.

• It is an excellent marriage of communication and

documentation—and an excellent way to communicate your
expectations.
 The Project Management Configuration Plan: A
Documentation and Communication “Road Map”
 Methods of Communicating
• The way you communicate a message can often be just as important as the
message itself.

• Constant scrutiny from people who are forming impressions of you, your
approach, and your intentions.

• The way you communicate is likely to influence their impressions of you as much
as any other single thing you do.
 What’s the Best Communication
Approach?
• Face-to-Face or Remote
• Written or Oral
• Formal or Informal
• Advanced Preparation or Impromptu
• In a Group Setting or One on One
 What’s the Best Communication
Medium?
• E-mail
• Telephone
• Voice Mail
• Handwritten notes
• Printed and Mailed Memos and Letters
• Informal visits
• Formal presentations
• Remoted updating through Project Management Software
 General Guidelines for Effective
Communication
• Consider the function of the communication.
• Get to the point.
• Apply what you learned in English class.
• Avoid distractions
• Consider long-term effects
• Follow up.
 Conducting High-Quality Meetings

• Large amounts of information can be shared

• Conduct core team meetings
• Determine whether a meeting is even required
• Be clear on the purpose of the meeting
 Conducting High-Quality Meetings

• Conduct all meetings in an organized and systematic manner.

(A)Prepare for the meeting.
(B) Personally and visibly kick off the meeting.
(C) Ensure attention and participation.
(E) Perform necessary follow-up.
 Communication Skills and the Project
Manager
• Developing the skills needed to communicate effectively
takes time, practice, and feedback.

• Functional competencies or abilities.

 Initiating Documents
• Issues of feasibility (can we do the project?) and justification (should we do the
project?) are addressed and formal approval to proceed is granted.

• Project Requirements Document. This is perhaps the most fundamental document

of your project, as this is where project “life” begins.
Initiating Documents
 Project Definition Document
• The Project Requirements Document describes a problem; the Project Definition
Document describes the solution.
-Statement of Work
-Preliminary Project Execution Plan
-Rough Order of Magnitude (ROM)
-Project Proposal
1. Business Case(Economic Analysis)
2. Project Charter/Project Authorization Document.
Planning Documents
Planning Documents
 Planning Documents
• Project Plan Updates
-The overall project plan should be revised on a regular basis to reflect any changes.

• Close-Out Documents During the Close-Out Phase

-The emphasis is on verifying that the project has satisfied or will satisfy the
original need.
Planning Documents
Re-Cap for Chapter 10