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Project Communications Management

The document discusses the importance of effective communication for engineering project success. It emphasizes that communication must get the right information to the right people in a timely manner using appropriate channels. Face-to-face communication is especially important as over half of the meaning is conveyed non-verbally. The number of communication channels increases exponentially with the number of people involved. Managing conflicts and developing strong communication skills are key to improving project communications.

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Mujtaba Hussein
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53 views17 pages

Project Communications Management

The document discusses the importance of effective communication for engineering project success. It emphasizes that communication must get the right information to the right people in a timely manner using appropriate channels. Face-to-face communication is especially important as over half of the meaning is conveyed non-verbally. The number of communication channels increases exponentially with the number of people involved. Managing conflicts and developing strong communication skills are key to improving project communications.

Uploaded by

Mujtaba Hussein
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Project Communications

Management
2
Importance of Good Communications
3

The greatest threat to many projects is a failure to


communicate.
Our culture does not portray engineers as being
good communicators.
Research shows that engineers must be able to
communicate effectively to succeed in their
positions.
Strong verbal skills are a key factor in career
advancement for engineers.
Information Distribution
4

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.


Distributing Information in an Effective and
Timely Manner
5

Dont bury crucial information.

Dont be afraid to report bad information.

Oral communication via meetings and informal talks


helps bring important informationgood and bad
out into the open.
Importance of Face-to-Face Communication
6

Research says that in a face-to-face interaction:

58 percent of communication is through body language.


35 percent of communication is through how the words are said.
7 percent of communication is through the content or words that are
spoken.

Pay attention to more than just the actual words


someone is saying.

A persons tone of voice and body language say a lot


about how he or she really feels.
Encouraging More Face-to-Face Interactions
7

Short, frequent meetings are often very effective in


engineering projects.

Stand-up meetings force people to focus on what


they really need to communicate.

Some companies have policies preventing the use of


e-mail between certain hours or even entire days of
the week.
Medium Choice Table

8
Understanding Group and Individual
Communication Needs
9

People are not interchangeable parts.

As illustrated in Brooks book The Mythical Man-


Month, you cannot assume that a task originally
scheduled to take two months of one persons time
can be done in one month by two people.

Four students cant complete a semester in one


month!
Personal Preferences Affect Communication
Needs
10

Introverts like more private communications, while


extroverts like to discuss things in public.
Intuitive people (More Concrete and Practical) like
to understand the big picture, while sensing
(Abstract and Imaginative) people need step-by-step
details.
Thinkers want to know the logic behind decisions,
while feeling people want to know how something
affects them personally.
Judging people are driven to meet deadlines while
perceiving people need more help in developing and
following plans.
Other Communication Considerations
11

Rarely does the receiver interpret a message exactly


as the sender intended.

Geographic location and cultural background affect


the complexity of project communications.
Different working hours

Language barriers

Different cultural norms


Determining the Number of Communications
Channels
12

As the number of people involved increases, the


complexity of communications increases because
there are more communications channels or
pathways through which people can communicate.
Number of communication channels = n(n-1)
2
where n is the number of people involved.
The Impact of the Number of People on
Communications Channels
13
Performance Reporting
14

Performance reporting keeps stakeholders informed


about how resources are being used to achieve
project objectives.
Status reports describe where the project stands at a specific
point in time.

Progress reports describe what the project team has


accomplished during a certain period of time.

Forecasts predict future project status and progress based on


past information and trends.
Suggestions for Improving Project
Communications
15

Manage conflicts effectively

Develop better communication skills

Run effective meetings

Use e-mail effectively

Use templates for project communications


Conflict Handling Modes, in Preference
Order
16
Confrontation or problem-solving: directly
face a conflict
Compromise: use a give-and-take approach

Smoothing: de-emphasize areas of differences and

emphasize areas of agreement

Forcing: the win-lose approach


Withdrawal: retreat or withdraw from an actual or
potential disagreement
Conflict Can Be Good
17

Conflict often produces important results, such as:


New ideas,
Better alternatives, and
Motivation to work harder and more collaboratively

Groupthink can develop if there are no conflicting


viewpoints

Research by Karen Jehn suggests that task-related


conflict often improves team performance, but
emotional conflict often depresses team performance

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