BSBPMG535

Manage project information and

communication
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Topic 1: Manage project information and

communication

BSBPMG535 Manage project information and communication © 2020 RTO Works

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• The overall success of a project highly depends on how effectively

project information and communication is managed.
• Effective management of project management information and
communication has many benefits.

Topic 1: Manage project information and communication

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PROJECT INFORMATION AND COMMUNICATION AND THE

PROJECT LIFECYCLE
The goal of project information and communications management is to
ensure timely and appropriate collection, storage, distribution and
generation of project information.

Topic 1: Manage project information and communication

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INFORMATION AND COMMUNICATION FLOW AT EACH STAGE

OF PROJECT LIFE
• Initiation stage
• Planning and development
• Implementation
• Evaluating.

Topic 1: Manage project information and communication

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DETERMINE INFORMATION REQUIREMENTS OF THE PROJECT

During the outset of a project, it is necessary to determine what
information will be required and how to obtain the information

Topic 1: Manage project information and communication

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MANAGING STAKEHOLDERS
• Stakeholders can be project team members, CEOs, companies
external to the organisation, communities, customers or any individual
that has a vested interest in the project being undertaken.
• When getting feedback from other stakeholders, it is essential to use
effective communication skills.

Topic 1: Manage project information and communication

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PROJECT COMMUNICATIONS MANAGEMENT PLAN

• The Project Communication Management Plan is an integral part of
project information and communication.
• Once the information requirements have been determined, it will also
be essential to develop a communications management plan.

Topic 1: Manage project information and communication

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ACTIVITY: WATCH
Video: https://www.youtube.com/watch?v=DUE2GqpZbpw (06:16)
Use the Internet to identify a suitable template for a project communications
management plan. Make notes on its key components.

Topic 1: Manage project information and communication

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PROJECT MANAGEMENT INFORMATION SYSTEMS

As well as having a communication management plan, it will also be
essential to have a project management information system.
This will also ensure that quality, validity, timelines and integrity of all
project information and communication.

Topic 1: Manage project information and communication

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BSBPMG535 Manage project information and communication © 2020 RTO Works
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ACTIVITY: RESEARCH AND DISCUSS

Use the Internet to research two PMIS software available on the market.
Make notes on each PMIS feature, as well as the advantages and disadvantages of
using an off-the-shelf product.
The trainer/assessor will facilitate a group discussion about the outcomes of the
research.

Topic 1: Manage project information and communication

BSBPMG535 Manage project information and communication © 2020 RTO Works
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ACTIVITY: PRESENTATION
Develop a simple communications management plan based on the template you
researched.

Topic 1: Manage project information and communication

BSBPMG535 Manage project information and communication © 2020 RTO Works
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Topic 2: Implement project information and

communication processes

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MANAGING INFORMATION
• The project manager is responsible for managing and communicating
information throughout the project's lifecycle.
• The project communication management plan and information system
will guide this for the most part.

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processes
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DATA ANALYSIS
Raw data is unorganised facts that need to be processed. When data is
processed, organised and structured in context, it is then known as
information.

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processes
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DATA VALIDATION
Data validation is also important. The validation of data is required to
ensure completeness, reliability and integrity so that the analysis and
distribution of the information are accurate and useful.

Topic 2: Implement project information and communication

processes
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ACTIVITY: WATCH AND BRAINSTORM

Video: https://www.youtube.com/watch?v=7c8xP1gRIWs (09:20)
Brainstorm and complete the table by identifying:
• The types of data that will be required to effectively manage elements of the
projects.
• How you will validate this data.

Topic 2: Implement project information and communication

processes
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COMMUNICATION NETWORKS
• Communication networks are vital throughout the project information
and communication implementation.
• There are several communication networks within a project.

Topic 2: Implement project information and communication

processes
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IMPORTANCE OF COMMUNICATION SKILLS

• It is essential to reflect on the importance of workplace communication
skills for project managers.
• As a project manager, effective workplace communication skills are
vital for you as they help motivate, inspire and pass on information to
their teams.

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processes
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ACTIVITY: WATCH
Interpersonal communication in workplace: importance
Video: https://www.youtube.com/watch?v=_tG9YHeZT2A (06:52)

Topic 2: Implement project information and communication

processes
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IMPORTANCE OF COMMUNICATION SKILLS

• Clear
• Brief
• Targeted or customised
• Well-timed
• Explanatory
• Positive.

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processes
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ACTIVITY: READ
• The 7C's of Effective Communication.
• 6 communication skills that an effective leader should exhibit.
• 5 effective communication traits all great leaders have.
• The 4 Communication qualities of effective leaders.
Take any notes to summarise what you have read and keep for future reference.

Topic 2: Implement project information and communication

processes
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PROJECT MANAGER COMMUNICATION RESPONSIBILITIES

• Create a supportive environment for open communication
• Demonstrate trust and faith in your team
• Role model a positive, inclusive and respectful communication style
• Communicate on a regular and ongoing basis
• Encourage team members to participate in exchanges

AND…

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processes
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PROJECT MANAGER COMMUNICATION RESPONSIBILITIES

• Be accountable for what you communicate
• Set the standard for the way the team communicates
• Provide progress reports
• Share how you feel about issues impacting the team
• Represent the team to others.

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processes
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COMMUNICATION OPTIONS AND THEIR SUITABILITY

There are many communication options available for project managers
and that ensure that communication networks are maintained.
Many are traditional and straightforward while others rely more on
technology:
• Face-to-face communication • Video calls
• Telephone communication • Emails
• Text messaging • Written communication

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processes
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ACTIVITY: READ
The modern workplace: mastering communication and collaboration:
https://blog.bonus.ly/modern-workplace-communication-and-collaboration.
20 ways to communicate effectively in the workplace:
https://smallbiztrends.com/2013/11/20-ways-to-communicate-effectively-in-the-workpla
ce.html
.
Take any notes to summarise what you have read and keep for future reference.

Topic 2: Implement project information and communication

processes
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BARRIERS TO EFFECTIVE PROJECT COMMUNICATION

• anything that hinders the transfer of information as intended for the
project.
• exist in every project and it is important to be aware of them so you can
take suitable action to overcome them.

Topic 2: Implement project information and communication

processes
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COMMUNICATION SKILLS TO RESOLVE CONFLICTS

• Project managers must identify and resolve any kind of conflicts in
projects.
• Conflicts could be due to project priorities, technical issues, project
issues, personalities, staffing, procedures and process.

Topic 2: Implement project information and communication

processes
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FIVE BASIC MODES FOR HANDLING CONFLICTS

• Confrontation Mode
• Compromise Mode
• Smoothing Mode
• Forcing Mode
• Withdrawal Mode.

Topic 2: Implement project information and communication

processes
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ACTIVITY: GROUP WORK

Work in small groups for this activity.
Research software that can be used for teamwork collaboration. Ideally, this should be
a free source or one that can be accessed through a free trial.
Undertake the tasks that follow.

Topic 2: Implement project information and communication

processes
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ACTIVITY: BRAINSTORM
Think about and answer the questions in closing this topic.

Topic 2: Implement project information and communication

processes
BSBPMG535 Manage project information and communication © 2020 RTO Works
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Topic 3: Assess information and communication

outcomes

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FINALISING PROJECT INFORMATION

• Project closure is the final stage of the project lifecycle.
• In this final stage, the project manager will be closing off all aspects of
the project and reviewing outcomes.

Topic 3: Assess information and communication outcomes

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ACTIVITY: WATCH
Video: https://www.youtube.com/watch?v=Fl5BVFzigt8 (05:38)
• What are the three elements that you need to factor when closing out projects?
• How do these elements meet project information and communication requirements?

Topic 3: Assess information and communication outcomes

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REVIEWING PROJECT INFORMATION AND COMMUNICATION

MANAGEMENT PROCEDURES AND PROCESSES
Once a project is complete, it is crucial to undertake a review of the
information and communication management activities so that future
projects can benefit from "lessons learned".

Topic 3: Assess information and communication outcomes

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ACTIVITY: RESEARCH
Research and prepare the following:
• List of all records that could be used in a review of project information and
communication.
• A checklist to ensure all project information and communication process and
procedural requirements were met.

Topic 3: Assess information and communication outcomes

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QUESTIONS ABOUT INFORMATION AND COMMUNICATION

MANAGEMENT
• How did the project perform concerning the communication
management plan?
• How were any variances managed?
• Were there any changes to project scope that had information and
communication implications and how were they managed?
• How might communication management be managed differently for
future projects?

Topic 3: Assess information and communication outcomes

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QUESTIONS ABOUT INFORMATION AND COMMUNICATION

MANAGEMENT
• What information was provided during the project, and was it clear?
• Could the team's performance and the project outcomes be improved
by any additional training activities concerning project information and
communication management?
• What improvement could be made overall?

Topic 3: Assess information and communication outcomes

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FUTURE PROJECTS
• A variety of issues may be identified with the project information and
communication management process.
• All these should be recorded and documented with recommendations.
• This forms part of the end of a project report.
• Any suggestions or improvements can then be passed on to future
projects.

Topic 3: Assess information and communication outcomes

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ACTIVITY: WATCH
Continuous Improvement Projects Fail
Video: https://www.youtube.com/watch?v=Wy-eEYXRw08 (04:18)

Topic 3: Assess information and communication outcomes

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ACTIVITY: PRESENTATION
Create a short presentation about:
Part 1
Effective and ineffective project information and communication management in
projects and lessons to be learned. Use the Internet to find examples to support your
findings.
Part 2
Importance of knowledge management and continuous improvement procedures in
project management.

Topic 3: Assess information and communication outcomes

BSBPMG535 Manage project information and communication © 2020 RTO Works