Pmp07communicationmanagement 130907033248

Based on the 4th
Edition of PMBOK
Project Communication Management

Based on PMBOK 5th Edition
Waleed El-Naggar, MBA, PMP
https://www.facebook.com/waleed.naggar
Agenda
What is Communications
10.1 Plan Communications Management
10.2 Manage Communications
Types of Communications and

Communications Barriers
10.3 Control Communications
PMP - Project Communication Management
https://www.facebook.com/waleed.naggar 2
Communication is Important!
Why?
It consumes 90%
of a Project
Managers time.
10.1 Plan Communication Management
Determining Stakeholder s information needs

and defining communication approach:
Who needs What
When he/she needs it
Who will deliver
How will it be delivered (report, email,

verbal, etc.)
Should be planned early and revised through

the whole project life.
Improper communication planning will lead to
significant problems
Plan Communications: Inputs

1. Project Management Plan
2. Stakeholder Register
3. Enterprise Environmental Factors:
Companys culture, infrastructure, market

conditions etc.
4. Organizational Process Assets: Historical
records- lessons learned templatesguidelines & Procedures.
Plan Communication Mgmt.: T & T (1)

1. Communication Requirements Analysis:
Determine information needs of the project
stakeholder. (Number of communications
channels)
N(N-1)/2

2. Communication Technology: affected by
The urgency of the need for the information
Expected Project staffing (experience,

training, etc.)
Availability of Technology
Ease of Use
Project environment
Sensitivity and confidentiality of information

3. Communication Models.
Plan Communications: T & T (4)

4. Communication Methods:
Interactive (meetings, phone calls, video
conferences, etc.)
Push Communications (letters, memos,

reports, emails, faxes, etc.)
Pull communications (Intranet, knowledge

repositories, etc.)
5. Meetings
Plan Communications: Outputs

1. Communications Management Plan:
Communications item: information for

distribution
Purpose: The reason of the distribution

Start/end dates.
Medium and formality
Responsibility: who will distribute the information
Escalation Procedures
Glossary of Terminology
2. Project Documents Updates.

Quiz
One Purpose of the Communication Management plan
is to offer:
A. Methods about how to gather, store and distribute
information.
B. Measure the level of experience of each team
member.
C. Organize the project and the relationships of
stakeholder responsibilities.
D. Provide methods of releasing team members after
they are no longer needed.
Quiz
Q: The team has 5 team members as well as the
project manager. How many communication
channels?
A. 10.
B. 15.
C. 6
D. 30
10.2 Manage Communication

Creating, collecting, distributing, storing, retrieving,
and ultimate disposition of project information
according to the communication management plan.
Effective information distribution incudes several
techniques such as:
Sender-receiver models (feedback, barriers, etc.)

Choice of media
Writing style
Meeting management techniques
Presentation techniques
Facilitation Techniques
Listening Techniques
Manage Communication: Inputs

1. Communication Management Plan.
2. Work Performance Reports
3. Enterprise Environmental Factors

4. Organizational Process Assets
Guidelines
Templates
Historical Information
Manage Communication: T & T

1. Communication Technology
2. Communication Models
3. Communication Methods:
4. Information Management Systems
Hard copies
Electronic communication Management
Electronic Project Management Tools
5. Performance Reporting
Manage Communication: Outputs

1.
2.
3.
4.
Project Communication
Project Management Plan Updates
Project Document Updates
Organizational Process Assets Updates;
Stakeholder Notifications
Project Reports
Project Presentations
Project Records (correspondences, memos,
project notebooks).
Feedback from stakeholders
Lessons Learned Documentation
Types of Communication
1. Non verbal Communication: 55% of conveying
the message, composed of behavior & Physical
Mannerisms.
2. Verbal Communication
Formal (Presentations- Speeches)
Informal (Meetings Conversations)
Importance of:
Para-lingual: Pitch & Tone of Voice
Active Listening
Effective Listening: Watching physical
gestures of the speaker.
3. Written
Formal : In project plan, charter, long distances
& complex problems.
Informal : Memos, emails, notes.
Communication skills allow information to flow:
Internally
Externally
Vertically (up and down hierarchies)

Horizontally (along peers)
Take care if the question is asking you

what is the total number of channels or
what is the additional number of channels.
Communication Barriers (1)
Noise
Distance
Hostility
Language
Culture
Evaluative tendency
Improper Decoding
Communication Barriers (2)
Personality and interest
Position and status
Lack of responsive feedback
Withholding information
Mixed messages
Stereotyping
WHATEVER YOUR MESSAGE

is;
Keep it clear and simple
Quiz
The most common negotiation problem that
occurs during negotiation is:
A.
Each side might misinterpret what the other side

has said
B.
Each side may give up on the other side
C.
One side may try to confuse the other side
D. One side may be too busy thinking about what to

say next to hear what is being said
10.3 Control Communication

Monitoring and controlling communication
throughout the entire project life cycle to ensure
the information needs of the project stakeholders
are met.
Control Communication: Inputs

1. Project Management Plan
2. Project Communications
3. Issue Log
4. Work Performance Data
5. Organizational Process Assets
Control Communications: T & T

1. Information Management Systems
2. Expert Judgment
3. Meetings
Control Communications: Output

1. Work Performance Information
2. Change Requests
3. Project Management Plan Updates

4. Project Document Updates
5. Organizational Process Assets Updates
Quiz
Of the Various tools & Techniques on Performance
Reporting, which one integrates scope, cost &
schedule information as key elements?

A. Trend Analysis
B. Variance Analysis
C. Earned Value Analysis
D. Schedule/ Cost Analysis
Quiz
At the end of each project, the project team should
prepare a lessons learned summary that focuses on all
of the following except:
A.
Sharing Best Practices with other teams in the

organization
B.
Warning others of potential problems
C.
Suggesting methods to mitigate risks effectively to

ensure success
D.
Sharing only the positive aspects of the project for
future replication elsewhere in the organization
Quiz
Extensive use of _______ communication is most
likely in client communication
A.
Verbal
B.
Written
C.
Formal
D.
Nonverbal
Quiz
The WBS can be an effective aid for
communication in which situation?
A. Internal within the project
B. Internal within the organization
C. External with the customer
D. Internal and external to the project
Quiz
The Most Likely results of Communication blockers
is that:
A. The project is delayed

B. Trust level is enhanced
C. Conflict occurs
D. Senior management is displeased
Thank you

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Based on the 4th

Project Communication Management

Waleed El-Naggar, MBA, PMP

10.1 Plan Communications Management

10.2 Manage Communications

Types of Communications and

10.3 Control Communications

PMP - Project Communication Management

PMP - Project Communication Management

PMP - Project Communication Management

10.1 Plan Communication Management

Determining Stakeholder s information needs

Who needs What

When he/she needs it

Who will deliver

How will it be delivered (report, email,

Should be planned early and revised through

PMP - Project Communication Management

Plan Communications: Inputs

Companys culture, infrastructure, market

Plan Communication Mgmt.: T & T (1)

PMP - Project Communication Management

Plan Communication Mgmt.: T & T (2)

The urgency of the need for the information

Expected Project staffing (experience,

Sensitivity and confidentiality of information

PMP - Project Communication Management

PMP - Project Communication Management

Plan Communication Mgmt.: T & T (3)

PMP - Project Communication Management

Plan Communications: T & T (4)

Push Communications (letters, memos,

Pull communications (Intranet, knowledge

Plan Communications: Outputs

Communications item: information for

Purpose: The reason of the distribution

2. Project Documents Updates.

PMP - Project Communication Management

PMP - Project Communication Management

10.2 Manage Communication

Sender-receiver models (feedback, barriers, etc.)

PMP - Project Communication Management

Manage Communication: Inputs

3. Enterprise Environmental Factors

PMP - Project Communication Management

Manage Communication: T & T

Electronic Project Management Tools

Manage Communication: Outputs

PMP - Project Communication Management

Vertically (up and down hierarchies)

Take care if the question is asking you

PMP - Project Communication Management

Communication Barriers (1)

PMP - Project Communication Management

Communication Barriers (2)

Personality and interest

Position and status

Lack of responsive feedback

PMP - Project Communication Management

WHATEVER YOUR MESSAGE

Each side might misinterpret what the other side

Each side may give up on the other side

One side may try to confuse the other side