Project Communications Management – PMP/CAPM

Project Communications Management

Project Communication Management

Communication channels on a global project – multiple locations. (Jean Binder 2007:87-89)

Project Communications management is essential to any successful project; it comprises of the procedures required to ensure on time/prompt and suitable/appropriate production, assembly, dissemination, storage, and final outlook of project information. It offers crucial connections among individuals, ideas, and information that is essential for success. Organizations environment and culture impacts the level and the kind of communications one may have on the project.

Many project managers have implemented the technical work to excellence in order to figure out that stakeholders are not contended due to poor communication. For that reason, project communication is equally important as the technical work.  Also, the project manager needs to communicate in case of any unexpected events. That’s the area of project risk management.

Project Communication Management

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The constant and steady communication with stakeholders prevents the occurrence of project obstacles that fall under Project Communication Management knowledge area. This should be planned in a way that it should provide relevant information through the project to those who need to know all or part of that information.

Following diagram depicts all the essential elements which should be addressed in a communication plan to be effective.

Communication Plan

from managementguide.com

Project Managers spend 90% of their time in communication and most of this is non-verbal and para lingual

Project Communications Management Processes

Plan Communication Management

Project Communication management

Reducing the number of virtual communication channels. (Jean Binder 2007:87-89)

Often times project blunders are forgiven for good communication. Similarly, when a provocative project is proposed, the effective solution is frequent communication with stakeholders. The project may not change considerably from its initial plan, but the communication with stakeholders can be the real deal breaker to proceed with the project. On the other hand, even if the project is not debatable, still, a standard communication is required such as progress updates, stockholder circulars, and the planning out content in the form of Communication Management Plan.

The good plan not only keep the team members and stakeholders on the same page and minimizes the misunderstanding but also improves the morale of the stakeholders and team which in turn will increase the performance with the direct effect on the productivity

Manage Communication

In the project implementation phase while the execution of the planned activities, efficiently managing project communication can make a difference between a successful project and a failed one. The communication with stakeholders is determined within the Communication Management Plan that are put into practice along with other immediate communications. The process of collecting information, analysing, producing, distributing, and storing communication is a critical part of project management that requires significant attention of the project manager.

  

Monitor Communication

Communication

Communication

Since project communication is important to the overall success of a project, likewise, strong project control should be brought up. This procedure requires analyzing whether the current project communication in the task is sufficient enough. Being a part of the monitoring and controlling process, the project manager should include project communication control at regular project updates. Meanwhile, the earned value evaluation, quality control, scope authentication, and the project control items take place, the project manager must make sure that every stakeholder has received the right communication and whether any changes or modifications are required. The most important aspect in this to make sure that message is properly understood and has made the effect which was initially planned.

Key Deliverables for Project Communication Management

Communication Management Plan

A Communication Plan makes sure that effective communications are carried out throughout the lifecycle of the project to all project stakeholders. Good communication is like a lifeline to project stakeholders. It aims to drive the success of a project by fulfilling the information requirements of project stakeholders.

Information is required to flow in every direction i.e downward, upward and laterally within the organization. A failure in communication can have a negative impact on the project and PMI suggests that many projects fail because of communication failures

Further Readings

Project Communication Management

source: https://www.pmi.org.in

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Project Communication Management Introduction – PMP/CAPM

Project Communication Management  (A high-level snapshot)

Project Communication Management Knowledge Area ensures timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information. As a Project Manager, it is your responsibility to oversee and ideally developing a communication strategy to ensure communication remains effective and engaging for stakeholders.

Project Communication Management Knowledge Area Processes

Plan Communication Management (Planning)

  • A documented approach to effectively and efficiently engage stakeholders by presenting relevant information in a timely manner
  • The process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project
  • Performed periodically throughout the project as needed

Manage Communication (Execution)

  • it enables an efficient and effective information flow between the project team
    Project Communication Management Knowledge Area

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    and the stakeholders

  • the process of ensuring timely and appropriate collection, creation, distribution, storage, retrieval, management, monitoring, and the ultimate disposition of project information
  • performed throughout the project.

Monitor Communication (Monitoring and Controlling)

  • The optimal information flow as defined in the communications management plan and the stakeholder engagement plan
  • The process of ensuring the information needs of the project and its stakeholders are met
  • Performed throughout the project

Further Information on Project Communication Management Knowledge Area

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Project Resource Management Video- PMP/CAPM

Project Resource Management

Project Resource Management

Project Resource Management

Project Resource Management is a complex and sensitive knowledge area as it involves Humans. We all understand dealing Humans are not easy. This is where you need to employ best of you soft and interpersonal skills, like Leadership, Coaching, Communication, Performance appraisals and above all Conflict management. Project Resource Management processes cover all aspects of people management and management of physical resources. the 6 processes ensure that the physical and human resources assigned to the project are used in the most effective way possible.

 

Project Resource Management Processes

Resource Management Plan (Planning)

Inputs Tools and Techniques Outputs
  • Project charter
  • Project management plan
    • Quality management plan
    • Scope baseline
  • Project documents
    • Project schedule
    • Requirements documentation
    • Risk register
    • Stakeholder register
  • Enterprise environmental factors
  • Organizational process assets
  • Expert judgment
  • Data representation
    • Hierarchical charts
    • Responsibility assignment matrix
    • Text-oriented formats
  • Organizational theory
  • Meetings
  • Resource management plan
  • Team charter
  • Project documents updates
    • Assumption log
    • Risk register

 

Estimate Activity Resources (Planning)

Inputs Tools and Techniques Outputs
  • Project management plan
    • Resource management plan
    • Scope baseline
  • Project documents
    • Activity attributes
    • Activity list
    • Assumption log
    • Cost estimates
    • Resource calendars
    • Risk register
  • Enterprise environmental factors
  • Organizational process assets
  • Expert judgment
  • Bottom-up estimating
  • Analogous estimating
  • Parametric estimating
  • Data analysis
    • Alternatives analysis
  • Project management information system
  • Meetings
  • Resource requirements
  • Basis of estimates
  • Resource breakdown structure
  • Project documents updates
    • Activity attributes
    • Assumption log
    • Lessons learned register

Acquire Resources (Execution)

Inputs Tools and Techniques Outputs
  • Project management plan
    • Resource management plan
    • Procurement management plan
    • Cost baseline
  • Project documents
    • Project schedule
    • Resource calendars
    • Resource requirements
    • Stakeholder register
  • Enterprise environmental factors
  • Organizational process assets
  • Decision making
    • Multicriteria decision analysis
  • Interpersonal and team skills
    • Negotiation
  • Pre-assignment
  • Virtual teams
  • Physical resource assignments
  • Project team assignments
  • Resource calendars
  • Change requests
  • Project management plan updates
    • Resource management plan
    • Cost baseline
  • Project documents updates
    • Lessons learned register
    • Project schedule
    • Resource breakdown structure
    • Resource requirements
    • Risk register
    • Stakeholder register
  • Enterprise environmental factors updates
  • Organizational process assets updates

Develop team (Execution)

Inputs Tools and Techniques Outputs
  • Project management plan
    • Resource management plan
  • Project documents
    • Lessons learned register
    • Project schedule
    • Project team assignments
    • Resource calendars
    • Team charter
  • Enterprise environmental factors
  • Organizational process assets
  • Colocation
  • Virtual teams
  • Communication technology
  • Interpersonal and team skills
    • Conflict management
    • Influencing
    • Motivation
    • Negotiation
    • Team building
  • Recognition and rewards
  • Training
  • Individual and team assessments
  • Meetings
  • Team performance assessments
  • Change requests
  • Project management plan updates
    • Resource management plan
  • Project documents updates
    • Lessons learned register
    • Project schedule
    • Project team assignments
    • Resource calendars
    • Team charter
  • Enterprise environmental factors updates
  • Organizational process assets updates

 

Manage team (Execution)

Inputs Tools and Techniques Outputs
  • Project management plan
    • Resource management plan
  • Project documents
    • Issue log
    • Lessons learned register
    • Project team assignments
    • Team charter
  • Work performance reports
  • Team performance assessments
  • Enterprise environmental factors
  • Organizational process assets
  • Interpersonal and team skills
    • Conflict management
    • Decision making
    • Emotional intelligence
    • Influencing
    • Leadership
  • Project management information system
  • Change requests
  • Project management plan updates
    • Resource management plan
    • Schedule baseline
    • Cost baseline
  • Project documents updates
    • Issue log
    • Lessons learned register
    • Project team assignments
  • Enterprise environmental factors updates

 

Control Resources (Monitoring and Controlling)

Inputs Tools and Techniques Outputs
  • Project management plan
    • Resource management plan
  • Project documents
    • Issue log
    • Lessons learned register
    • Physical resource assignments
    • Project schedule
    • Resource breakdown structure
    • Resource requirements
    • Risk register
  • Work performance data
  • Agreements
  • Organizational process assets
  • Data analysis
    • Alternatives analysis
    • Cost-benefit analysis
    • Performance reviews
    • Trend analysis
  • Problem-solving
  • Interpersonal and team skills
    • Negotiation
    • Influencing
  • Project management information system
  • Work performance information
  • Change requests
  • Project management plan updates
    • Resource management plan
    • Schedule baseline
    • Cost baseline
  • Project documents updates
    • Assumption log
    • Issue log
    • Lessons learned register
    • Physical resource assignments
    • Resource breakdown structure
    • Risk register

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Project Resource Management Introduction – PMP/CAPM

Project Resource Management  (A high-level snapshot)

Project Resource Management Knowledge area deals with all kind of resources on the project, whether Human, Material or Equipment. The knowledge area includes the processes to identify, acquire and manage the resources i.e human, physical or material needed on the project

Project Resource Management Knowledge Area Processes

Resource Management Plan (Planning)

  • it establishes the approach and level of management effort needed for managing project resources based on the type and complexity of the project
  • the process of defining how to estimate, acquire, manage, and use team and physical resources
  • performed once or at predefined points in the project

Estimate Activity Resources (Planning)

  • It identifies the type, quantity, and characteristics of resources required
    Project Resource Management

    Project Resource Management

    to complete the project

  • The process of estimating team resources and the type and quantities of materials, equipment, and supplies necessary to perform project work
  • Performed periodically throughout the project as needed

Acquire Resources (Execution)

  • it outlines and guides the selection of resources and assigns them to their respective activities
  • the process of obtaining team members, facilities, equipment, materials, supplies, and other resources necessary to complete project work
  • performed periodically throughout the project as needed

Develop team (Execution)

  • It results in improved teamwork, enhanced interpersonal skills and competencies, motivated employees, reduced attrition, and improved overall project performance
  • The process of improving competencies, team member interaction, and the overall team environment to enhance project performance
  • Performed throughout the project

Manage team (Execution)

  • it influences team behaviour, manages conflict, and resolves issues
  • the process of tracking team member performance, providing feedback, resolving issues, and managing team changes to optimize project performance
  • performed throughout the project

Control Resources (Monitoring and Controlling)

  • Ensuring that the assigned resources are available to the project at the right time and in the right place and are released when no longer needed
  • The process of ensuring that the physical resources assigned and allocated to the project are available as planned, as well as monitoring the planned versus actual utilization of resources and taking corrective action as necessary
  • Performed throughout the project

Further Information Project Resource Management Knowledge Area

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Project Resource Management – PMP/CAPM

Project Resource Management

Project Resource Management helps in managing the capacity, utilization of people and assets for project work by determining and deploying the most qualified resources. It centralizes the crucial  resources to enhance  customer

Project Resource Management

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and employee satisfaction and high enterprise profitability. Resource management comprises the processes to identify, utilize and manage resources required for the successful completion of the project. It involves acquiring and deploying both internal and external resources which are essential for progressively delivering a project or program. The procedure primarily emphasizes on precedence usage of resources, controlling resource utilization and productivity, and measuring resource efficiency. One area which now has more focused when you deals with a human is your emotional intelligence or Emotional Quotient. This is your soft side

Project Resource Management Processes

Resource Management Plan (Planning)

The Resource Management Plan or a resource plan defines how to estimate, obtain, manage and use resources, both human and physical.  Project Team is developed and managed whereas physical resources are controlled for usage efficiency. Resource planning is carried out considering the requirements, deliverables, the schedule for timeline, quality, and risk to select the right quality of resources. Every project plan requires to have a separate resource plan that comprises varying aspects of resource prerequisite, distribution, and utilization from the beginning to the end of the project. In a resource plan, a project manager develops a graded list of resources required for the accomplishment of the project.

Estimate Activity Resources (Planning)

The practices and characteristic for estimation come from schedule management and how to estimate from resource management plan. In this process, cost estimates come as added input to balance resource estimates with cost estimates. Estimating the requirements for both internal and external resources is the very first step in project resource management. Active estimation is needed for every task within the project so the placement of resources can take place in the most effective way. Among the techniques used for resource estimation include the expert judgment in which the estimation is carried out based on experience acquired from earlier projects. Moreover, hard data is collected from certain tasks performed for prior projects leading to more precise estimations. Estimation techniques as discussed in Cost and Schedule Management will also play their role here

Acquire Resources (Execution)

In this process, the stakeholders are involved to acquire a human resource (team members) and physical resource (facilities/ equipment/ materials) and other resources necessary to complete the project work. There are certain data which is required for effective resource management in a project including available resources, the requirement for resources, what risks are related to the resources and how these resources will meet the identified results. Your personal rapport and communication skills play a vital role while networking and negotiating for the best resources.

Develop team (Execution)

The process involves enhancing competencies, team communication, and the general team environment to improve project performance. Things like Colocation and training cost will play their role in effective development. Motivational Theories like Maslow’s Hierarchy, Herzberg’s Hygiene Theory, Theory X and Y will help the team management understanding the team motivation and provide ides to keep the team motivated.

Tuckman Model of team development is a quick guide to make sure that you don’t stick at the undesired stage of team development,

Project Resource mangement

Tuckman (forming, norming, storming, performing) by MULTI-STAKEHOLDER PARTNERSHIPS

Manage team (Execution)

The process includes following team performance, put forth viewpoint, solving issues, and managing team changes to enhance project performance. This is the time when most of the conflicts will arise and as I always recommend that conflicts are good for the team performance if handled properly

Maslow

https://www.simplypsychology.org/maslow.html

Control Resources (Monitoring and Controlling)

This is among the most crucial challenge in real-time tasks. The project managers consistently perform the alternate evaluation, cost-benefit assessment, and negotiation in keeping the physical resources working on the projects. The whole objective of this knowledge area is to use resources available to project effectively, efficiently and economically. 

Key Deliverables for Project Resource Management

RACI Chart

RACI Chart

Project Management Plan:

It explains how an association or corporation is run. A management plan lets you validate your management structure and functions. Also, it makes sure that everyone is on one platform and the determined goals will be achieved.

Resource Breakdown Structure (RBS):

It refers to a hierarchical list of resources regarding functions and resource types that are used to facilitate planning and monitoring the project work. The procedure of classification continues even with distinct categories until each resource type is broken down into simple individual entities. When RBS is done, it becomes easier to determine the total available resources for every team and manage their utilization.

RACI Chart

Its a tool for tracking the roles and responsibilities of project members/ or positions in general for specific project tasks during the project life cycle. R- responsible, A – Accountable, C- Consulted, I- Informed

Further Readings

 

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