Why? Inform, approve, initiate work, coordinate, quality assurance, direct schedules How? Written, verbal, formal, informal How Informal Formal Advantages Disadvantages Personal Contact Meetings Oral Flexibility & Speed Misunderstanding Who? Why? Who? Why? Memos, email Reports Written Documentation Use of Resources Who? Why? Who? Why? Communications Management Plan: Key Elements. and Process. “Plan for Communications” “Follow the plan”. Everyone involved at some time, some way, some level. Inclusive. Appropriate information to the appropriate people in the appropriate Appropriate. manner. PUSH. Information sent to appropriate individuals. PULL. Appropriate information made available to access. Interactive. Two-way exchange of information. Examples. Who What Why – Supplier Purchase Order Requirement Compliance – – Stakeholder Update Interest Need – – Team Member Performance Measure Motivation Commitment – – Project Team Lessons Learned Productivity Development – – Managing Meetings Planning: Necessity, Purpose, Outcome, Attendance, Agenda, Logistics Conducting: Protocol, Rules, Cultural Influences Guidelines: 1. with for and Start meeting with “Agenda” “Reason Meeting” “Results Desired” 2. on & “Start Time” “Finish Early”. 3. & List List “Action Items” “Tabled Items”. 4. Claim Victory (State the obvious or Inject a spin.) Types Purpose Necessary Elements Issues Scheduled Kickoff Purpose Protocol (Process) Routine Review Attendees Rules (Standardization) Ad Hoc Changes Outcome Culture (Inclusion)
Why? Inform, approve, initiate work, coordinate, quality assurance, direct schedules How? Written, verbal, formal, informal How Informal Formal Advantages Disadvantages Oral Personal Contact Who? Why? Meetings Who? Why? Flexibility & Speed Misunderstanding Written Memos, email Who? Why? Reports Who? Why? Documentation Use of Resources Communications Management Plan: Key Elements. Process. “Plan for Communications” and “Follow the plan”. Inclusive. Everyone involved at some time, some way, some level. Appropriate. Appropriate information to the appropriate people in the appropriate manner. PUSH. Information sent to appropriate individuals. PULL. Appropriate information made available to access. Interactive. Two-way exchange of information. Examples. Who – What Why Supplier – Purchase Order Requirement – Compliance Stakeholder – Update Interest – Need Team Member – Performance Measure Motivation – Commitment Project Team – Lessons Learned Productivity – Development Managing Meetings Planning: Necessity, Purpose, Outcome, Attendance, Agenda, Logistics Conducting: Protocol, Rules, Cultural Influences Guidelines: 1. Start meeting with “Agenda” with “Reason for Meeting” and “Results Desired” 2. “Start on Time” & “Finish Early”. 3. List “Action Items” & List “Tabled Items”. 4. Claim Victory (State the obvious or Inject a spin.) Types Scheduled Routine Ad Hoc Purpose Kickoff Review Changes Necessary Elements Purpose Attendees Outcome Issues Protocol (Process) Rules (Standardization) Culture (Inclusion)
PM-2017-Spring-InClassLec02d-Communications.docx