PROJ6003 PROJECT EXECUTION & CONTROL

3/30/2020
PROJ6003 PROJECT EXECUTION & CONTROL
Module 4 – Risk & Communication Management
Week 8
Lee Buckley – Learning Facilitator
Email: lee.buckley@laureate.edu.au
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Subject Modules

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Where are we in
Project Management?
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Module 4
Project Communication Management
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How Projects Really Work (version 1.5) – http://www.projectcartoon.com
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Communication is Exchange of Information
Exchanging information – sending and receiving it – can be intentional or
involuntary.
We are communicating all the time through:
Written form
Spoken
Body language
Facial Expressions
Tone of voice
Media (pictures, actions)
Choice of words
Communication activities and artifacts:
Plans, policies
Meetings
Status and Progress Reports
Charts
Contracts
Presentations
Informal conversations
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Communication is 90% of the PM’s work!
Project Managers spend most of their time communicating… with everyone,
about anything! So communication skills is a critical asset for PMs.
It is the job of the PM to ensure that the information is regular, explicit, clear,
and complete.
Effective communication builds a bridge between diverse stakeholders who
may have different cultural and organisational backgrounds as well as different
levels of expertise, perspectives, and interests.
Successful communication is dependent on two parts:
The first part is developing a strategy to ensure communication is effective for
both stakeholders and project’s needs.
The second part is carrying out the activities necessary to implement the
communication strategy. (Mangano & Heldman, 201; PMI, 2017)
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Key Communication Skills
Listening actively
Awareness of cultural and personal differences
Identifying, setting, and managing stakeholder expectations
Enhancement skills of the team members:
Persuasion
Motivation
Coaching
Negotiation
Resolving conflict
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Understanding Communication Process
PMI (2017, p. 373)
To communicate
effectively,
project
managers must
have a good
understanding
of the
communications
process.
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Basic Communication Models: Transmission
Communication as a process consisting of two parties (sender/receiver). This model is
concerned with ensuring that the message is delivered rather than understood.
The Shannon and Weaver model
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Transaction: A meaning-oriented model of communication
Basic Communication Models: Transaction
This model takes a more
holistic approach. It
accounts for the fact that
identical messages will not
necessarily lead to the same
result, whether they are sent
to different receivers or to the
same receiver at different
times.
The receiver brings her
own ideas, assumptions,
biases and perceptions to
the negotiation of meaning.
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Comparison between Models
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What do we need for effective
communication, then?
The fundamental attributes to develop effective
communication are:
Clarity on the purpose of the communication
Understanding as much as possible about the
receiver of the communications, meeting
needs, and preferences
Monitoring and measuring the effectiveness of
communication.
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Identifying Communication Requirements
Stakeholders will need different
types of information, depending
on their interest in project and
the priority of the project.
The project manager will need
to complete the analysis of the
identified stakeholders to
determine what information they
actually need as well as how
often the information is needed.
Identify the 5Ws and 1H
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Factors affecting choice of Communication
Methods and Technology
Urgency of the information: Urgency, frequency, and format. For some projects, information
should be readily available, while other projects are less demanding.
Technology: Availability, compatibility and reliability of technology. Because of the demands of
the project, technology changes may be needed to fulfil the project request.
Ease of use: Choice of communication method also depends on the ability of its users. 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 the project team.
Project length: The length of the project can have an influence on the project technology.
Advances in technology may replace a long-term project’s communication model.
Project environment: How a team communicates often depends on its structure. Consider a
collocated team versus a virtual team. Each type can be effective, but there will be differing
communication demands for each type of team.
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Barriers to
Effective
Communication
Large
number of
audience
Too many
intermediaries
Inarticulateness
Terminology
Intellectual
Customs Language
Defensiveness
Hostility
Conflicting
opinions
Hidden
agendas
STRUCTURAL
VERBAL
CULTURAL
EMOTIONAL
Communication
Barriers
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Project
Communications
Management
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Considerations of the Communications Plan
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Elements in Communication Management Plan
Stakeholder
communication
requirements
Information to
be
communicated
Reason for the
distribution
Distribution
timeframe and
frequency
Responsible
person for
communication
Responsible
person for
authorisation
Communication
audience
Communication
methods and
technologies
Resources
allocated for
communication
activities
Communication
control process
Communication
update process
Glossary Flow charts of information
Communication
constraints
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Communication Methods
There are several communication methods that are used to share information among
project stakeholders. These methods are broadly classified as follows:
Interactive communication. Between two or more parties performing a multidirectional
exchange of information in real time. It employs communications artifacts such as meetings,
phone calls, instant messaging, some forms of social media, and videoconferencing.
Push communication. Sent or distributed directly to specific recipients who need to receive
the information. This ensures that the information is distributed but does not ensure that it
actually reached or was understood by the intended audience. Push communications
artifacts include letters, memos, reports, emails, faxes, voice mails, blogs, and press releases.
Pull communication. Used for large complex information sets, or for large audiences, and
requires the recipients to access content at their own discretion subject to security
procedures. These methods include web portals, intranet sites, e-learning, lessons learned
databases, or knowledge repositories.
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Linking Risk &
Communication
Management
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Risk Communication Example
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Complete Risk Register Example
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Project Communications Management Maturity
Level 1 – Initial Process
Level 2 – Structured Process and Standards

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Management utilizes an ad hoc
communications process whereby project
status is reported informally.
Plan Communications
No established standards for communications
planning are in place. Status reports are
provided when required.
Manage Communications
Communications are managed in an ad hoc
manner, usually as responses to specific
requests or questions about projects.
Control Communications
Performance reporting is handled on an ad
hoc basis.
Level 1 – Initial Process
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A basic communications management process
is established. Project status and progress
reports are distributed regularly and
stakeholders are notified of phase and project
completion activities.
Plan Communications
Communication requirements are defined. A
communication plan is developed to include
needs, reviews, lessons learned and analysis of
technology factors.
Manage Communications
Information is distributed via electronic medium
or hard-copy documentation. Basic retrieval
and distribution processes are in place.
Stakeholders are directed to a specific shared
site.
Control Communications
Three types of summary reports covering
status, progress, and phase completion are
generated. Project baselined and actual data
are collected. There are acknowledgement of
project deliverable acceptances and a formal
sign-off.
Level 2 – Structured Process
and Standards
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The communications management process has
been institutionalised and formal
communications management plans are
expected for most projects. Management is
involved actively in project performance
reviews. Key management is involved in
approving all changes that impact the triple
constraints.
Plan Communications
Communications plans are expected to be
generated for all projects.
Manage Communications
A formal information retrieval system allows
project stakeholders to retrieve information from
a repository. Project managers regularly
confirm stakeholder satisfaction with
information dissemination.
Control Communications
Performance reporting contains graphics,
histograms and tables accompanying narrative
reports of project status and progress. Informal
variance and trend analyses are conducted.
Performance reviews are conducted to assess
project status or progress.
Level 3 – Organisational Standards
and Institutionalised Process
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Communications management plans are
mandated for all projects. Communications
plans are integrated into corporate
communication structure.
Plan Communications
There is a method for updating and refining
the communications management plan as a
project progresses and develops and is
incorporated into corporate information
systems.
Manage Communications
The organisation maintains an automated
information retrieval system. The information
distribution system includes varying formats and
multimedia distribution. Project management
confirms stakeholder access and satisfaction
with the information dissemination system.
Control Communications
All projects are expected to capture
performance measurement. Formal variance
and trend analysis is conducted on projects.
Level 4 – Managed Process
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A process is in place to continuously improve
project communications management.
Lessons learned are captured, incorporated into
improvement initiatives, and documented into
repeatable processes. Management is
involved actively in project reviews and
process enhancement. Value-added data on
project progress is communicated.
Plan Communications
Communications planning documentation and
lessons learned are analysed for value-added
impacts. Communication planning is linked with
organisational planning.
Manage Communications
Total documentation for each project is available
for review. Project stakeholders have been
educated to access all required projectrelated information in a timely fashion.
Effective information is collected for use in
future projects.
Control Communications
Performance metrics are utilised to define
efficiency and effectiveness metrics for projects
including measures of stakeholder
satisfaction with the communication
processes. Lessons learned are analysed to
support the processes for continuous
enhancements and future reference.
Level 5 – Optimising Process
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Group Activity
Risk & Communication
London Olympic Games
Identify and categorise risks of the given case study
Decide an appropriate risk response strategy and design risk
management activities related to the identified risks.
Identify stakeholders to be engaged in the risk management activities.
Apply communication methods and tools to support the activities.
Present your findings!
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Group Presentation for Next Week!
Status Reporting!
In groups of 3.
Research on the given Status Report and prepare a presentation for next
class containing:
Describe the Status Report
What are the advantages and disadvantages of using such report
For which type of stakeholders it is best suited for? Explain. Sponsor, Top
Management, Team members, etc.
Provide examples of this type of report.
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Group Presentation for Next Week!
Status Reporting!
Types of Status Reporting:
Current Period Report
Exception Report
Cumulative Report
Stoplight Report
Variance Report
Summary Status Report
Project Dashboard
Heat Reports
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Weekly Reflection
• Individual
• Use the Weekly Reflection report and give it back to your lecturer
• In 5-10 minutes
• On your own words, reflect on:
In the Assessment Case Study, what
communication methods would you think are
the most appropriate for the stakeholders?
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Assessments Overview
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Assessment Timeframes

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Assessment 2 (Part A)
Each student will construct a post in approximately 850 words to the following questions
and post on the Module discussion forums by the end of Module 5.
Students will be graded individually on how students demonstrate/share theories and
contribute to the general discussion of the topic within the group over weeks 7, 8 & 9
(Activity will be done in Week 9).

Identify effective status reports used in project management. Discuss the
challenges and pitfalls of different status reports. Explain the difference between
the status reports provided for teams, sponsors, and steering committee.
Considering the given case study, how might these reports be applied?
TOPIC:
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Assessment 2 (Part B)
Create a Risk Management Report for the approved/given case study used in
Assessment 1.
The written portion of your Risk Management Plan should consist of 1500 words
per student (done in groups of maximum 3 students).
For reference, an example of a Probability and Impact Matrix is illustrated in the
PMBOK Guide®.
Complete and submit Part B by first half of Module 6, end of Week 11.

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Assessment 2 (Part B) Cont’d
1. Risk identification and impact assessment
Identify possible risks for the case study and critically analyse the impact of
these risks.
Use a risk probability and impact matrix to rate and prioritise the risks.
Develop appropriate response strategies to effectively manage identified
risks.
Complete a risk register for the case study.
2. Risk management reporting
Identify and explain how stakeholders will be apprised of the project’s
ongoing risk management activities.
TOPIC:
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Assessment 2 (Part B) Structure
1. Cover Page:
Student Name, Student ID, Lecturer, Date, Assessment
2. Executive Summary
3. Table of Contents
4. Introduction:
Overview; Purpose of the Report
5. Headings
Follow overall paper themes/topics
6. Conclusion
7. References
8. Appendix
REPORT FORMAT!
HINT!
Make it dynamic!
Use diagrams,
tables, illustrations..
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Submitting your Assessment 2 (Part B)
Assessment name
• subj code_A#_surname_initial_assessment title
• E.g. PROJ6003_A2B_Buckley_L_Risk Management Report
Submit assessments via Blackboard
• Please submit it in Word Document.
• Go into Assessments, select the related assessment, follow steps to
attach and submit via Turnitin (this is the final submission!!)
No assessments will be accepted via email!!!
When working in groups, you should also submit your individual Group
Contribution Form (Found in Assessment 1 Page)
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Any Questions or
Concerns?
Don’t forget!
I’m here to facilitate your journey, the rest is up to you!
But, when in need, don’t hesitate to contact me
at lee.buckley@laureate.edu.au

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