Manage business contacts for Communications & Media

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hi everyone welcome back to these processes from the project management body of knowledge this one we're looking at is managing our communication now where does managed communication fit in the overall scheme of things well we've planned our communications management and of course that has gone up into our project management plan and now we're starting to execute on the project and create those deliverables and we're needing to manage the communications as we're going through the process of creating those deliverables so managed communications is the process of ensuring timely and appropriate collection of information and then the disposition of that project information as well so giving it out to the people at the right times and in the right ways the key benefit of this process is that it enables an efficient and effective information flow between the project team and the project stakeholders and this just involves communicating the right things at the right time here's an overview of managing communication this process goes beyond the distribution of relevant information and seeks to ensure that that information has been appropriate appropriately you know communicated and received as well by the intended audience so did they get the message in other words techniques that we'll come across are sender receiver models choice of media so choice of communication style as well writing style is it uh you know are we keeping our writing nice and concise and easy to understand meeting management keeping meetings on track making sure they have an agenda making sure they have an outcome and then keeping everything on track as we go through our meeting to get the information that we need presentations to executives stakeholders project sponsors even to our project team itself facilitation to gather ideas and extract that information from the people that we need that expert judgment and of course active listening where we're saying oh is this what you meant when you said this you're reflecting back you know it's what someone has said to you so that and that's that feedback model of communication active listening inputs tools and techniques and outputs that we'll see as part of managing communication the project management plan as always especially with our communications management plan the process that we agreed upon for how we would manage our communications project documents work performance reports might go into this as an input enterprise environmental factors and organizational process assets communications technology is a big tool and technique and then communications methods and communication skills as well this could include non-verbal or presentations feedback models and communication competence that we need to increase over time project management information systems so what is the the information from our project how is it tracking and how do we distribute that information project reporting interpersonal and team skills so conflict management cultural awareness meeting management and networking and of course meetings to tie it all together as usual outputs that we'll see are project communications the project management plan updates project documents updates and organizational process assets updates as well and as you can see managing communication has a big input into our project documents the project management plan so risk registers stakeholders registers any issues logs communications management plan will be updated and potentially organizational process assets or templates will be updated as well let's look at the inputs in more detail we've got the project management plan so the the resource management plan who are the resources that we are going to be communicating to and our communication management plan so that is how what is the how are we going to be communicating what's the process and then stakeholder engagement plan so how are we keeping our stakeholders engaged over time project documents we might need issues to be raised changes to be raised and then of course quality might be might be an input into this because if there is a defects or issues with our product then maybe we need to be communicating that lessons learned from previous projects can we take those and improve our project through those lessons without having to make the same mistakes ourselves any risks that have been involved and the stakeholder register so we know who we are communicating to work performance reports will be a big part of this and this is just where we've got the the data the raw data turns into comparisons so information and that turns into something that we can send to executives in the form of reports so this might be graphs of how things are tracking maybe green lights or red lights for things if they're going well or going badly but communication work performance reports will be an input into the things that we communicate to our project or our stakeholder or the executives as involved in our project as well enter enterprise environmental factors could include things like stakeholder risk thresholds maybe we need more communication under those circumstances personnel administration policies that might be an input here so can we use existing administration policies bringing people on board to our project there might be global or local trends practices or habits in communication and of course the geographic distribution is a big enterprise environmental factor that will affect things and how we communicate to people of course there are templates and organizational process assets involved as well so we've got things like standardized guidelines for development and exchange storage and retrieval of information in other words the communication methods and how we communicate of course there are corporate policies as well for social media ethics and security maybe we're allowed to use certain social media channels and maybe we're not allowed to use other social media channels these will come down to the organization that you're working in tools and techniques for managing communication we've got communication technology itself and again this could be things like like email telephone or social media in some instances so basically the things that will affect uh the communication technology could include whether the team is co-located the confidentiality of information so does it need to be is it confidential so do we need to keep it under lock and key and not put it on social media channels for example and of course the organizational culture will influence the communication technology that we use uh communication methods that we'll use as well are our push or pull communication pushing information via email sending it out to people or pulling it allow allowing the people to pull that information from a web page or a sharepoint page or a confluence site where we've just put that information there and they can pull it whenever they want to and of course interactive communication usually face-to-face one-on-one via telephone or meetings communication skills that we'll need are feedback models non-verbal models presentations we'll need to do as well and communication competence that will need to increase over time and our project management information system will tie a lot of this together where we've got all of the information in regards to our project and this could be electronic project management tools electronic communications management and of course any social media management as well but all of the project management information is going into our project management information system the process and and the or the the repository of information for our project and then how is that going out again so how is that being dispersed to people through our project at the right time project reporting will be a big tool and technique and of course this is part of our monitor and control project work process which develops things like ad hoc reports project presentations blogs or other types of communication about the project and again that can be done in a push method or a pull method but how are we reporting the details about our project to the appropriate stakeholders and interpersonal and team skills we'll need uh active listening where we're you know responding to so we're sort of nodding our head or saying yes yep okay or we're responding you know is this what you mean when you say that so we're gathering that feedback on what someone has communicated conflict management cultural awareness meeting management again networking and political awareness as we've seen before how does the work get done in an organization and to tie it all together meetings are a really big part of this one of the fastest ways to to gather that information and then to or to to give a message to a large group of people at the same time outputs that we'll see as part of project or managing project communications project communications artifacts might include performance reports deliverable status so how are we tracking how many deliverables have we completed uh maybe only 50 percent for example schedule progress costs incurred presentations and other information that might be required by our stakeholders we might have project management plan updates we've got to update the communications management plan if we need to change the approach to our communications and of course stakeholder engagement plan if we're needing to engage our stakeholders in a different way project document updates where we might need to update our risk register stakeholder register for different people being involved the project schedule if these things have been impacted lessons learned and of course any issues that arise and lastly we've got organizational process assets updates where we might need to update the project records such as correspondence memos meeting minutes or other documents used on the project that are a standard template used within an organization and of course planned and ad hoc project reports and presentations that might be part of an organizational template you know repository that now we need to update those items as well and those are all the details for managing communications as part of the project management body of knowledge you