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36 Cards in this Set
- Front
- Back
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What is Project Communications Management?
(Approved) |
- Includes the following processes required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring and the ultimate disposition of project information.
1. Plan Communication Management. 2. Manage Communication. 3. Control Communications. Note: Provides the critical links among people and information that are necessary for sucefull communication. Notes: |
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What is Plan Communications Management?
(Approved) |
Developing an appropriate approach and plan for project communication based on stakeholder's information needs and requirements, and available organizational assets. |
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Describe the process Plan Communications Management
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- Determining the information needs and communication approach of the stakeholders (Who needs what information, When they will need it, How it will be given to them, and by whom)
- Identifying the informational needs of stakeholders and determining a suitable means of meeting those needs is an important factor for project success - Tightly linked with enterprise environmental factors and organizational influences such as project's organizational structure will have a major effect on project communication requirements. |
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What are the INPUTS of the process - Plan Communications Management?
(Approved) |
1. Project Management Plan.
2. Stakeholder register. |
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What are the TOOLS AND TECHNIQUES of the process - Plan Communications Management?
(Approved) |
1. Communications requirements analysis.
2. Communications technology. 3. Communication models. 4. Communication methods. 5. Meetings. |
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What are the OUTPUTS of the process - Plan Communications Management?
(Approved) |
1. Communications management plan.
2. Project document updates, including the project schedule and stakeholder register. |
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INPUTS: Stakeholder register? (Approved) |
Contains all details related to the identified stakeholder including, but not limited to: - Identification information. - Assessment Information. - Stakeholder classification. |
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TOOLS AND TECHNIQUE: Describe Communications Requirements Analysis?
(Approved) |
1. Determines the project stakeholders' information needs.
2. Information required to determine project communication requirements include: - Organizational chart. - Project organization and stakeholders responsibility relationship. - Disciplines, departments, and project specialities. - Logistic of how many persons will be involved with the project and at which location. - Internal and external information needs. - Stakeholder information and communication requirement as in the stakeholder register. 3. Requirements are defined by combining: - The type and format of information needed. - An analysis if the value of that information. 4. Projects resources are expended: - On communicating information that contribute to success. - Where lack of communication can lead to failure. 5. Determines and limits: - Who will communicate with who. - Who will receive what information. 6. The number of communications channels is an indicator of project's communication complexity. It is expressed as: - n*(n-1)/2 |
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TOOLS AND TECHNIQUE: Describe Communications Technology.
(Approved) |
1. Methodology used to transfer information among project stakeholders. 2. Factors that affect the project include: Analysis to consider methods and technologies suited to the project. Factors to consider:- Urgency of need for information. - Availability of technology. - Easy to use. - Sensitivity and confidentiality of the information. Finally, it ensures that the choice is appropriate for the information that is being communicated. |
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TOOLS AND TECHNIQUE: Describe Communication Methods.
(Approved) |
1. Used to share information among project stakeholders. 2. Can be broadly classified into: - Interactive communication, includes meetings, phone calls, video conferencing- Push communication, when we send information to specific recipients. Includes letters, memos, reports, emails, faxes, voice mails, press releases. Without a confirming return, we cannot know this communication reached its target. |
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OUTPUTS: Describe the Communications Manage Plan.
(Approved) |
1. Subsidiary of, the project management plan. 2. Provides:
- Stakeholder communication requirements. - Language, format, content, and level of detail. - Information to be communicated. - Timing and frequency of distribution - Person responsable for communicating the information.- Person/groups who will receive the information. - Methods/technologies used to convey information - Escalation process-identifying time frames and management chain for escalation of issues. - Method for updating and refining the communications management plan. - Glossary of common terminology. - Guidelines for meeting. |
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OUTPUTS: Describe the Communications Manage Plan.(Approved) |
3. Formal or informal, highly detailed or broadly frame, based on project needs. 4. Sample attributes of a communication management plan includes: - Communication items: What information will be distributed?. - Purpose: Why is that information distributed?. - Frequency: How often will that information be distributed?. - Start/end dates: What are the information distribution time frames? - Format: What are the layouts of the information. - Medium: What are the method of transmission. - Responsibility: Who is in charge of the distribution of the information. |
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Describe the process MANAGE COMMUNICATIONS.
(Approved) |
Creating, collecting, distributing, storing, retrieving, and the ultimate disposition of project information in accordance to the communication management plan.
Note: - Sender-receiver models. - Choice of media. - Writing style. - Meeting management techniques. - Presentation techniques. - Listening techniques. |
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Why does sharing information mean sharing power?
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- Project personnel should communicate data honestly and thus share power.
- Sharing data gives project personnel potential power - Senior executives and the project manager are responsible for establishing the conditions that encourage honest communication and shared power. |
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What are the INPUTS of the process - Manage communications?
(Approved). |
1. Project management plan.
2. Work Performance reports. Are a collection of project performance and status information maybe used to facilitate discussions and to create communications. 3. Enterprise environmental Factors, specially - Organizational culture and structure. - Government or industry standar regulations, and - Project Management Information system. 4. Organization process assets, including but not limited to: - Policies, procedures, and guidelines regarding communications management. - Templates. - Historical information and lessons learned. |
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What are the TOOLS AND TECHNIQUES of the process Manage Communications?
(Approved). |
1. Communication technology.
2. Communication models. 3. Communication methods. 4. Information management systems. 5. Performance reporting. |
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What are the OUTPUTS of the process - Distribute Information?
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1. Organization process assets updates including:
- Lessons learned documentation - Project records (includes correspondence, memos, and documents describing the project) - Project reports (formal or informal reports on project status and/or issues) - Project presentations (formal or informal presentations to project stakeholders customized based upon the needs of the audience) - Feedback from stakeholders - Stakeholder notifications |
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TOOLS AND TECHNIQUES: Information Management systems.
(Approved) |
1. Standard tools to capture, store and distribute information to stakeholders about: - Project's costs, schedule progress and performance. 2. Consolidate reports from several systems and facilitate report distribution using table reporting, spreadsheet analysis, and presentation. 3. Includes a variety of tools, that includes but not limited to: - Hard-Copy documents management (letters, memos,reports). - Electronic Communications Management (email, voice mail, video). - Electronic Project Management tools (portals, software). |
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TOOLS AND TECHNIQUES: Performance reporting.
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Collecting and distributing performance information, including: - status reports, - progress measurements, and - forecasts Note: - Involves the periodic collection and analysis of baseline versus actual data to understand and communicate the project progress and performance as well to forecast the project results. |
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OUTPUTS: Project Communications. (Approved) |
1. Activities that are required for information to be created, distributed, received, acknowledge and understood.
2. Influenced by the - urgency, - impact of the message and, - level of confidentiality. 3. May include but not limited to: - Performance reports, - deliverable status, - schedule progress and, - cost incurred. |
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OUTPUTS: Organizational Process Updates.
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Included but not limited to: - Stakeholder notifications. - Project reports. - Project presentations. - Project records. - Feedback from stakeholders. - Lessons learned documentation. |
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Describe CONTROL COMMUNICATIONS.
(Approved) |
Monitoring and controlling communications thorough the entire project life cycle to ensure the information needs of the project holders are met. Note: - The impact and repercussion of project management communications should be carefully evaluated and controlled to ensure that the right message is delivered to the right audience at the right time. |
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What are the INPUTS of CONTROL COMMUNICATIONS?
(Approved) |
1. Project Management Plan.
2. Project Communications. 3. Issue Log. |
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What are the TOOLS AND TECHNIQUES of CONTROL COMMUNICATIONS?
(Approved) |
1. Information Management system.
2. Expert judgement. 3. Meetings. |
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What are the OUTPUTS of CONTROL COMMUNICATIONS?
(Approved) |
1. Work Performance information.
2. Change requests. 3. Project Management Plan update. 4. Project documents update. 5. Organizational process assets updates. |
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INPUTS: Project Management Plan.
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- It provides information such as, but not limited to: - Stakeholder communication requirements. - Reason for the distribution of the information. - Timeframe and frequency of the distribution of required information. - Individual or group responsible for communication of the information. - Individual or group receiving the information. |
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INPUTS: Organizational process asses.
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Include but not limited:
- Policies, standards, and procedures that define communications. - Specific communication technologies available. - Allowed communications media. - Security requirements. |
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OUTPUTS: Project document update.
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- Changes to forecast, performance reports and issue log. |
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OUTPUTS: Organizational process asses. |
Not limited to: - Report formats - Lessons learned documentation including issues and reasoning behind corrective actions. |
