FIT2002 Lecture Notes - Lecture 9: Stakeholder Management, Barcelona Metro Line 9, Videotelephony
13 Jun 2018
School
Department
Course
Professor
L9: Project Communication & Stakeholder Management
Why have good communication?
●Failure to communicate can lead to the failure of the project
●Communication between project manager and their teams are crucial
●For a project to be success for team members need to be both technical as have soft skill
Project Communications Management Processes
Happens in planning, executing, monitoring and controlling.
1. Planning communication management: Determining the information and communications
needs of the stakeholders
2. Managing communications: Creating, distributing, storing, retrieving, and disposing of
project communications based on the communications management plan
3. Controlling communications: Monitoring and controlling project communications to ensure
that stakeholder communication needs are met
Key to Good Communication
Focus on group and individual communication needs
●Understand preferences for each
●Receiver may not interpret a message that you wanted
●Geographical location and cultural background affect the complexity of project
communications
○Working hours differ
○Language barriers
○Different cultural norms
Formal & Informal methods for communicating
●Writing, speaking, listening are all methods
●Face-to-face are good
●Short, frequent meetings are effective in IT projects
●Stand-up meeting force people to focus on what they really need to communicate
Distribute important information effectively and in a timely manner
●Crucial information (good or bad) is said better in oral communication
●Set the stage for communicating bad news
Determining the number of communication channels
● As number of people increases so does the complexity of communication
●Number of communication channels = (n(n-1))/2
Planning Communications Management
●Document that guides project communications
●Varies depending on the need of the project
○Small project :communications plan can be part of team contract
○Large project: communications plan should be a separate document
Contents
1. Stakeholder communications requirements
2. Information to be communicated, including format, content, and level of detail
3. Who will receive the information and who will produce it
4. Suggested methods or technologies for conveying the information
5. Frequency of communication
6. Escalation procedures for resolving issues
7. Revision procedures for updating communications management plan
8. Glossary of common terminology
Stakeholder Analysis for Project Communications
Managing Communications
●Large part of project managers job
●Getting project information to the right people at the right time is crucial
●Stakeholder communications analysis is a good starting point
Communication Methods
Interactive
Two or more people interact via meetings, phone calls and video conferencing
Push
●Information is sent or pushed to recipients without their request via, reports, emails, faxes,
voicemails
Document Summary
Failure to communicate can lead to the failure of the project. Communication between project manager and their teams are crucial. For a project to be success for team members need to be both technical as have soft skill. Receiver may not interpret a message that you wanted. Geographical location and cultural background affect the complexity of project communications. Short, frequent meetings are effective in it projects. Stand-up meeting force people to focus on what they really need to communicate. Distribute important information effectively and in a timely manner. Crucial information (good or bad) is said better in oral communication. Set the stage for communicating bad news. As number of people increases so does the complexity of communication. Varies depending on the need of the project. Small project :communications plan can be part of team contract. Large project: communications plan should be a separate document. Information to be communicated, including format, content, and level of detail: stakeholder communications requirements.
