25/07/2019

BSBPMG516
Manage project information &
communication
Week 1

1. Plan information 1.1 Identify, analyse and document information requirements, with input from stakeholders, as the basis for
and communication communication planning
processes 1.2 Develop, within delegated authority, an agreed communication management plan to support achievement
of project objectives
1.3 Establish and maintain a designated project-management information system to ensure quality, validity,
timeliness and integrity of information and communication

2. Implement 2.1 Manage generation, gathering, storage, retrieval, analysis and dissemination of information by project staff
project information and stakeholders
and communication 2.2 Implement, modify, monitor and control designated information-validation processes to optimise quality
processes and accuracy of data
2.3 Implement and maintain appropriate communication networks
2.4 Identify and resolve communication and information-management system issues

3. Assess 3.1 Finalise and archive records according to agreed project information ownership and control requirements
information and 3.2.Review project outcomes to determine effectiveness of management information and communication
communication processes and procedures
outcomes 3.3 Identify and document lessons learned and recommended improvements for application in future projects

Manage project information and communication

At the end of this session you will be able to:

❑ Plan information and communication processes

❑ Implement project information and
❑ communication processes
❑ Assess information and communication outcomes

Diploma of Project Management

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Manage project information and communication

Project information and communication

Overview
Effective communication creates a bridge between
diverse stakeholders involved in a project,
connecting various cultural and organisational
backgrounds, different levels of expertise and
various perspectives and interests in the projects
execution.

Communication is only successful when the sender

and receiver have the same understanding,
indicating a transfer of knowledge from one party
to another.

Project information and communication

Communications skills are related to, but are not the same as, project management communications. The
art of communications is a broad subject and involves a substantial body of knowledge including:

❑ Sender-receiver models. Feedback loops and barriers to communication.

❑ Choice and correct use of media. The media chosen for communication activities will depend upon the
situation.
❑ Presentation techniques. Body language and design of visual aids.
❑ Meeting management techniques. Preparing an agenda and dealing with conflict.

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Project information and communication

Sender-Receiver model

The Impact of the Number of People on Communications

Channels

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Media Choice Table

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Project communications planning

Attempts to answer:
– How/Where will information & knowledge be stored?
– What information goes to whom, when, and how?
– Who will manage the information & communication?
– Who can access what information?
– Who will update the information and knowledge?
– What medium of communication is best?

❑ Every project should include some type of communications management plan, a document that guides
project communications
❑ Creating a stakeholder analysis for project communications also aids in communications planning

Project Communications Management Plan

❑ Can be formal or informal

❑ Supports all of the project stakeholders
– Who has specific information needs?
– What are those needs?
– How will these needs be met?
– When can they expect the information?
– What will be the format?

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Communications Management Plan - contents

An effective communications management plan should include:

❑ Communications deliverables and procedures for project team members, project sponsor and project
governance
❑ Detail on the resources allocated to communications activities
❑ Project meeting schedule
❑ Project communications table
❑ Templates for detailed weekly project status reports, monthly summary project status reports and
steering committee presentations
❑ Optional – stakeholder communications requirements. (It is recommended that these are
documented as part of the stakeholder management process)

Communications Planning

Methods to consider that can have an effect on the communications plan include:

1. Urgency of the information – when the information is communicated it can often be as important as
what is being communicated.
2. Technology – The project may use an internal website that details project progress. If such a website
does not exist, then time and monies will need to be invested into this communication requirement if
it’s needed
3. Project staffing – the project manager should evaluate the abilities of the project team to determine if
appropriate levels of competency exist to fulfil the communication requirements or if training will be
required for members of the project team

Communications Planning

4. Project length – the length of the project can have an influence on the project technology.
5. Project environment– how a team communicates often depends on their structure. Consider a co-
located team versus a virtual team. Each type can be effective; however, there will be differing
communication demands for each type of team.

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Communications Planning

Watch: Project 101x: Effective project communication.

https://www.youtube.com/watch?v=U_baNm9T6Fg&list=PL8jFusKcBmbQsN7Uppc0HyQQqOSh_w1yH&index=28&t=0
s

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Communications Planning

Establishing a Project Management Information System

❑ There are many software tools to aid in project communications and assist in the management of
information on the project
❑ Project management software includes capabilities to enhance virtual communications
❑ The PMIS is system tools and techniques used in project management to deliver information. Project
managers use the techniques and tools to collect, combine and distribute information through
electronic and manual means. A PMIS is used by upper and lower management to communicate with
each other.
❑ The PMIS helps plan, execute and close project management goals. During the planning process,
project manages use the PMIS for budget framework, such as estimating costs. The PMIS is also used
to create a specific schedule and define the scope baseline.

Communications Planning

Some examples of a Project Management Information System

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Information distribution

❑ Getting the right information to the right people at the right time and in a useful format is just as
important as developing the information in the first place

❑ Important considerations include

– using technology to enhance information distribution
– formal and informal methods for distributing information
– focuses on getting the right information to the right people in the right format. Moreover, information
distribution should also include organising minutes from meetings and other project-related documents.

Communication and Collaboration Matrix

Project governance – the project sponsor

The role of the project sponsor

❑ The actual role and responsibilities of project sponsors can
be unclear and differ considerably within organisations and
across industries.
❑ The appointment of the right sponsor can have a huge
impact on the success or failure of a project.
❑ It is very important that the project sponsor is sufficiently
senior in the organisation to provide support for the project.
Experience with projects is a secondary consideration.
❑ The most successful approach appears to be when the
project sponsor has a particular interest in the project
outcomes and is self-appointed.

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Project governance - the steering committee

The role of the steering committee (also known as the project board)
❑ For large projects, in addition to the project sponsor there is generally some form of management
body or committee that is assigned oversight and governance responsibility.
❑ The primary function of a steering committee is to take responsibility for the business issues
associated with a project.

The role of the steering committee can include:

❑ assessing the feasibility and business plan of a project prior to proceeding with planning or execution
❑ ensuring that funding and resources are supplied to the project based on its overall priority for the
organisation
❑ supporting the project sponsor and the project manager in the execution of the project

Project governance - the steering committee

The role of the steering committee….cont.

❑ ensuring the objectives, scope and requirements are consistent with the expectations of the
stakeholder groups they represent
❑ providing guidance on project business issues and making business-related decisions that impact on
the project
❑ assisting with the resolution of issues and management of risks
❑ supporting the project internally and clearing any roadblocks
❑ assisting the project sponsor with change control processes and the approval of change requests
❑ responding to and reconciling conflict and differences of opinions at senior levels that may impact on
the project
❑ managing and prioritising conflicts

Project information & communication: Emails

Making emails effective

❑ Make sure that e-mail is an appropriate medium for what you want to communicate
❑ Be sure to send the e-mail to the right people
❑ Use a meaningful subject line
❑ Limit the content to one main subject if possible, and be as clear and concise as possible
❑ Limit the number and size of attachments
❑ Delete e-mails you don’t need, and don’t open it if you question the source
❑ Make sure your virus software is up to date
❑ Respond to and file e-mails quickly

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Project information & communication: Emails

Making emails effective….cont

❑ Think twice before hitting 'reply all.'

❑ Include a signature block.
❑ Use professional salutations.
❑ Use exclamation marks sparingly.
❑ Be cautious with humour.
❑ Proofread every message
❑ Make sure that you've selected the correct recipient.
❑ Keep your fonts classic.
❑ Watch your “tone”.
❑ Nothing is confidential--so write accordingly.