Project Communication Management

Progress reports describe what the project team has accomplished during a certain period.

If a team of three people are working together on one particular project task, they have three communications channels. If you add two more people to their team, you would have ten communications channels.

Performance reporting involves collecting and disseminating performance information, including status reports, progress measurement, and forecasting

Forecasts predict future project status and progress based on past information and trends

Communications planning involves determining the information and communications needs of the stakeholders

Project archives are a complete set of organized project records that provide an accurate history of the project.

Status reports addresses where the project stands in terms of meeting scope, time, and cost goals

The body of the e-mail should be as clear and concise as possible and you should always reread your e-mail before you send it is a guideline that will help you use e-mail more effectively

Lessons-learned report is a reflective statement documenting important things the project team has learned from working on the project

Information distribution involves making needed information available to project stakeholders in a timely manner

Project team members may become stagnant or develop Groupthink if there are no conflicting viewpoints on various aspects of a project.

Running Effective Meetings:
– Determine if a meeting can be avoided
– Define the purpose and intended outcome of the meeting
– Determine who should attend the meeting
– Provide an agenda to participants before the meeting
– Prepare handouts and visual aids, and make logistical arrangements ahead of time
– Run the meeting professionally
– Build relationships

Managing stakeholders involves managing communications to satisfy the needs and expectations of project stakeholders and to resolve issues

Because communication is so important on projects, every project should include a communications management plan, which is a document that guides project communications

As the number of people communicating increases above three, the number of communications channels increases rapidly.

When using the smoothing mode, the project manager de-emphasizes or avoids areas of differences and emphasizes areas of agreement

Managers who are very competitive or autocratic in their management style might favor forcing mode approach to conflict handling

Withdrawal mode is the least desirable conflict-handling mode, because project managers retreat from an actual or potential disagreement

An issue log is a tool to document and monitor the resolution of project issues.

When using the confrontation mode, project managers directly face a conflict using a problem-solving approach that allows affected parties to work through their disagreements

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