PMP - Communication Management Notes (20 pts)

Communication Management

1. Project Managers spent 90% of their time  project communication.

2. Better project manager might create a communication management plan and report more than status report

3. In additional to that they ask stake holders what they need to communicate them.

4. Proper project management requires you to ...

·        Identify Stakeholders [All of them]

·        Determine ALL of their requirements

·        Determine their requirements

·        Determine their expectations.

·        Determine their interests.

·        Determine their level of influence.

·        Plan how will you continue with them

·        Communicate with them.

·        Manage their expectations and influence

5. Communication methods are:

·        Interactive communication :-

o   Ex: Conversation, Meeting, Conference calls.

·        Push Communication [One way communication] :

o   Ex: Status reports, E-mail updates, and company memos.

·        Pull Communication :-

o   Ex:- Place the information in central location

6. Can the project manager control all communication - No

7. Should the project manager try to control communication - Yes

8. Communication channels can be calculated with the formula [n(n-1)/2]

9. Report Performance:

·        Variance Analysis (Baseline Vs Actual performance)

·        Forecasting Methods ( Time series, Casual/econometric, Judgemental, Other methods- Simulating,    Probabilistic, ensemble forecasting)

·        Communication Methods

·        Reporting systems

10. Performance Reports  (*Output of Report Performance)

·        Status reports:

·        Progress reports:

·        Trend reports:

·        Forecasting

·        Variance

·        Earned value

·        Lessons learned documentation

12. Performance Measurement Baselines [PMB]:

    3 baselines  - Technical, Schedule, Cost

·        Decompose scope into work package

·        Assign responsibility for deliverables

·        Arrange work package in logical order

·        Develop BCWS for work pakages

·        Set performance measurement baseline

13. Stakeholders classification model:

·        Power/Interest

·        Power/Influence

·        Influence/Impact

·        Sailence Model (Power, Urgency, Legitimacy)

14. Face- to - Face communication - 

·        Words (%7) 

·        Paralingual element (38%)  - Pitch & tone

·        Non Verbal element (%55) - Gesture, Facial, Physical appearance..etc

15. Most effective mean of communication in resolving issues - Face-to - Face

16. Plan Communication tools of 4 "C"s

·        Communication requirement Analysis - Determine information needs for stakeholders

·        Communication Technology - Methods use to transfer information

·        Communication Models  - (Encode -Message -Medium - Noise - Decode)

·        Communication Methods - (Interactive - Push - Pull)

17. Communication Channels: a) Vertical (Up & Down)  & b) Horizontal (Peers)

18. Communication Types :- Formal Written/Verbal & Informal Written/Verbal

19. Communication activity has potential dimensions:

o   Internal : Within the project

o   External: Customer, Other Projects, The Media, The Public

Management Styles
Authoritarian	Lets individuals know what is expected of them
Combative	Eager to fight or be disagreeable over any situation
Conciliatory	Friendly and agreeable
Disruptive	Tends to disrupt unity and cause disorder
Ethical	Honest and sincere
Facilitating	Does not interfere with day-to-day tasks, but is available for help and guidance when needed
Intimidating	Reprimands employees for the sake of a “tough guy” image
Judicial	Applies sound judgment
Promotional	Cultivates team spirit; rewards good work; encourages subordinates to realize their full potential
Secretive	Not open or outgoing in speech, activity, or purpose
Management Skills
Leading		Establishing direction, aligning people, and motivating and inspiring
Communicating		The exchange of information in a variety of dimensions
Negotiating		Conferring with others in order to come to terms or reach an agreement
Problem Solving		A combination of problem definition and decision making
Influencing the Organization		The ability to get things done based on an understanding or the formal and informal structures of the organization