communication man

7/24/2019 Communication Man

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CDU School of Information Technology Communications Management - Slide 1

The greatest threat to many projects is a failure

to communicate.

Our culture does notportray IT professionals as

being good communicators

BUT! research sho"s that IT professionals must

be able to communicate effecti#ely to succeed in

their positionsStrong verbal skills are a key factorin career

ad#ancement for IT professionals

HIT241 - COMMUNICTIONS MN!"M"NT

Intro#$ction


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CDU School of Information Technology Communications Management - Slide $


%rocesses & 'efinitions

Co(($nications )lanning% determining theinformation and communications needs of thesta&eholders

Infor(ation #istrib$tion% ma&ing neededinformation a#ailable in a timely manner

%erfor(ance re)orting% collecting anddisseminating performance information

#(inistrative clos$re% generating! gathering!and disseminating information to formali'ephase or pro(ect completion


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CDU School of Information Technology Communications Management - Slide )


Co(($nications %lanning

*#ery pro(ect should include a communications management plan

to guide pro(ect communications + Communications Management

,lan should contain%

+ #escri)tion of a collection an# filing str$ct$refor

gathering and storing #arious types of information + #istrib$tion str$ct$redescribing "hat information goes to

"hom! "hen! and ho"

+ for(atfor communicating &ey pro(ect information

+ )ro*ect sc+e#$lefor producing the information ccess (et+o#sfor obtaining the information

+ (et+o# for $)#atingthe communications management

plans as the pro(ect progresses and de#elops

+ stake+ol#er co(($nications analysis,


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CDU School of Information Technology Communications Management - Slide


Sample Stakeholder Analysis for Project Communications


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CDU School of Information Technology Communications Management - Slide .


Infor(ation 'istrib$tion

Getting the right information to the right

people at the right time and in a useful format

is (ust as important as de#eloping the information

in the first placeImportant considerations include%

Using tec+nologyto enhance information

distribution or(al an# infor(al (et+o#sfor distributing

information


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CDU School of Information Technology Communications Management - Slide /


.+at .ent .rong/

+ "ell publici'ed e0ample of misuse of e-mail comes from the

12 3ustice Department4s high profile! antitrust suit against

Microsoft *-mail emerged as a star "itness in the case Many

e0ecuti#es sent messages that should ne#er ha#e been put in

"riting The court used e-mail as e#idence! e#en though thesenders of the notes said the information "as being

interpreted out of conte0t

Some companies! such as +ma'oncom! ha#e established

policies to encourage employees to "atch their use of e-mail

and delete it often Their 5S"eep and Clean5 programinstructed employees to purge e-mails that "ere no longer

re6uired for business or legal purposes They e#en offered

free caf7 lattes to employees "ho complied immediately

Harmon, Amy, "E-mail comes back to haunt companies," November 29, 1998


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HIT241 - COMMUNICTIONS MN!"M"NTThe Impact of the Number of People on Communications Channels




%erfor(ance 0e)orting

,erformance reporting &eeps sta&eholders informed

about ho" resources are being used to achie#e pro(ect

ob(ecti#es

Stat$s re)orts describe "here the pro(ect stands ata specific point in time

%rogress re)orts describe "hat the pro(ect team

has accomplished during a certain period of time

%ro*ect forecasting predicts future pro(ect statusand progress based on past information and trends

Stat$s revie meetings often include performance

reporting


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#(inistrative Clos$re

+ pro(ect or phase of a pro(ect re6uires closure

+dministrati#e closure produces%

,ro(ect archi#es

9ormal acceptance

:essons learned


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Suggestions for Improving Project

CommunicationsThe follo"ing are important issues that pro(ectmanagers and team members must address if they

are to deli#er effecti#e pro(ect communications%

0esolve conflicts effectively, 'evelo) better co(($nication skills,

0$n effective (eetings,

Use te()lates for )ro*ect co(($nications,




Conflict Han#ling Mo#es

There are fi#e basic Conflict


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'evelo) better co(($nication skills

Projects rely heavily on leadership, teamwork,

cooperation and mutual understanding *mpathy! a #ital

ingredient of communication! is influenced by the attitude and

e0ample of pro(ect managers and their ability in interpersonal

communication

It ta&es leadership to help impro#e communication Senior

management must set and lead by example

Information technology professionals must ha#e the

opportunity to de#elop communication s&ills They need to beable to gain e0perience in drafting reports! ma&ing

presentations! and managing important business relationships


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0$nning effective (eetings

+ "ell-run meeting is an important means for

encouraging team building and reinforcing

e0pectations! roles! relationships! and commitment

to the pro(ect


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Guidelines for effective meetings

'eter(ine if a (eeting can be avoi#e#,

'efine t+e )$r)ose an# inten#e# o$tco(e of t+e

(eeting,

'eter(ine +o s+o$l# atten# t+e (eeting, %rovi#e an agen#a to )artici)ants before t+e (eeting,

%re)are +an#o$ts vis$al ai#s an# (ake logistical

arrange(ents a+ea# of ti(e,

0$n t+e (eeting )rofessionally, B$il# relations+i)s,


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CDU School of Information Technology Communications Management - Slide 1.


Templates for project communications

To ma&e the preparation of pro(ect communications

easier! pro(ect managers need to pro#ide e0amples

and templates for common pro(ect communications

- eg% pro(ect descriptions! pro(ect charters! monthlyperformance reports! oral status reports! etc

=ood documentation from pre#ious pro(ects can be

an e0cellent source of e0amples

Samples and templates of both "ritten and oral

reports are particularly helpful for persons "ho are

preparing or presenting reports for the first time


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CDU School of Information Technology Communications Management - Slide 1/


Sample Template for a onthly Progress !eport

I. Accomplishments for Month of January (or appropriate month):

Describe most important accomplishments !elate to pro"ect#s $antt chart

Describe other important accomplishments, one bullet %or each &% any issues 'ereresolve( %rom the previous month, list them as accomplishments

II. Plans for February (or following month):

Describe most important items to be accomplishe( in the ne)t month A*ain relateto the pro"ect#s $antt chart

Describe other important items to accomplish, one bullet %or each

III.

Issues:+rie%ly list important issues that sur%ace( or are still important ana*ers

hate surprises an( 'ant to help the pro"ect succee(, so be sure to list issues

IV. Proect !hanges ("ate an# "escription):-ist any approve( or re.ueste(

chan*es to the pro"ect &nclu(e the (ate o% the chan*e an( a brie% (escription


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Sample Template for a "etter of Agreement for a Class Project

I. Proect "escription:Describe the pro"ect#s ob"ective, scope, assumptions, cost

in%ormation, an( sche(ule in%ormation, as sho'n in /i*ure 9-2 +e sure to inclu(e

important (ates that the pro"ect#s sponsor nee(s to be a'are o%

II. $rgani%ational &oals an# '(pectations:Have the main sponsor %rom the

or*ani0ation brie%ly state their *oals an( e)pectations %or the pro"ect

III.

)tu#ent &oals an# '(pectations:1tu(ents on the pro"ect team shoul( brie%lystate their *oals an( e)pectations %or the pro"ect

IV. Meeting Information.&t is a *oo( i(ea %or the pro"ect#s sponsor an( all stu(ents

on the pro"ect team to a*ree on at least one hour per 'eek 'here all parties can meet

to 'ork on this pro"ect he meetin* place shoul( be a convenient location 'ithout

(istractions 3irtual meetin*s may be an option %or some people an( pro"ects

V.

!ontact Information an# !ommunications Plan:ist the sponsor#s an(stu(ents# names, phone numbers, e-mails, an( important proce(ures %or

communications &t is a *oo( i(ea to set up a 'eb site %or all pro"ect in%ormation

VI. )ignatures:Have the main sponsor an( stu(ents on the pro"ect team si*n the

letter o% a*reement Desi*nate 'hich stu(ent is the pro"ect mana*er his stu(ent

shoul( be the main contact %or all pro"ect in%ormation


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O$tline for a inal %ro*ect 0e)ort


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!antt C+art Te()late for a Class %ro*ect


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CDU School of Information Technology Communications Management - Slide $;


#eveloping a Communications Infrastructure+ communications infrastructure is a set of tools, techniues,

and principles that provide a foundation for the effective

transfer of information!

Toolsinclude e-mail! pro(ect management soft"are! group"are!

fa0 machines! telephones! teleconferencing systems! document

management systems! and "ord processors

Tec+ni3$esinclude reporting guidelines and templates!

meeting ground rules and procedures! decision-ma&ing

processes! problem-sol#ing approaches! and conflict resolution

and negotiation techni6ues

%rinci)lesinclude using open dialog and an agreed upon "or&

ethic


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CDU School of Information Technology Communications Management - Slide $1


Using Softare

There are many soft"are tools to aid in pro(ect

communications on"ards? include an

increasing number of features to enhance

communications "ithin pro(ects >for e0ample -

publishing pro(ect data as a


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CDU School of Information Technology Communications Management - Slide $$


MS %ro*ect 5

Infor(ation

Save# as

HTM6 ile


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CDU School of Information Technology Communications Management - Slide $)


Concl$sion - 1

It is becoming more difficult to be a successful

pro(ect manager

,ro(ects are becoming more comple0 and pro(ect

team members more demanding

Traditional management approaches ha#e been

replaced "ith those that depend on mutually

beneficial lin&age and relationship


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CDU School of Information Technology Communications Management - Slide $


Concl$sion - 2

To de#elop these relationships! the pro(ect

manager must be a skille# co(($nicator-

S&illed at getting information

S&illed at e0pressing #ie"s "ithout creating

problems

S&illed at discussing beha#iour issues

communication man

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