Summary of Project Communication management

I. The process of communication management

Project Communication Management includes: preparation of communication management plan; Information release; performance report; Stakeholder management

1) The development of Communication Management plan as the first step of project communication management, the purpose is to understand the needs of the project stakeholders, to develop a project communication management plan, which is part of the overall project management. Each project needs to communicate information about the project, but the need for and distribution of information varies greatly. Identify the stakeholders ' information and communication needs through a communication plan, including identifying who the stakeholders are stakeholders, how they affect the level of project income, who needs information, what information is needed, when information is needed, and how it is communicated to them.

2) Information dissemination is the timely delivery of the required information to the project stakeholders, including the implementation of the Communication Management plan and the response to unexpected information acquisition requirements. Information can be collected and retrieved in different ways, including manual archiving systems, electronic databases, project management software, and technical documentation systems such as work drawings, time specifications, test plans, etc. that can be queried.

3) A performance report is a dynamic process that collects and publishes performance information, including status reports, progress reports, and project forecasts. The project stakeholders review the project performance report to understand how the project organization uses resources in order to achieve the project objectives. The status of these resources and the contribution to the project, you can always grasp the latest developments and progress of the project, analysis of the development of the project, timely grasp the development process encountered difficulties and problems of D, so as to formulate and take the necessary corrective measures.

4) Project Stakeholder management refers to the management of communication to meet the needs of the project stakeholders and to work with them to solve the problem.

Second, the meaning of communication and communication management

Communication exists in the whole process of the project life cycle. Improving communication is of great importance in IT project management. The development of software or products that meet user requirements requires a clear understanding of the needs of the user at the same time, and also the need for users to understand how you achieve these requirements on the software or product.

Communication is the process of transmitting or interacting information, thoughts, and emotions between two parties for a specific purpose.

Communication management is built on the basis of management communication and serves the common interests of project management and project stakeholders. The key link between people and information, thought, emotion and other project factors is the necessary process for the success of a project. The goal of Project Communication management is to create, collect, send, store and process project information in a timely and appropriate manner.

Third, the information communication model

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Coding: Translating ideas and ideas into a language that no one else can read

Communication: Send encoding

Media: The way to deliver information

Noise: Factors that affect the transmission and reading of information (distance, etc.)

Decoding: Translating information into original ideas and opinions

Four: Basic principles of communication

1) Early communication: Ask the project manager to be proactive, communicate regularly with project members and project stakeholders, which not only makes it easy to identify current problems, but also exposes many potential problems. The problem in the following is not scary, and the terrible thing is that the problem has not been discovered. The later the communication, the more late the exposure, the greater the loss.

2) Active communication: is an attitude of communication. In the project, should be strong and active communication, especially when it is clear that must be to communicate. When communication is a project manager facing project stakeholders or superiors, team members face the project manager, the active communication can not only establish a close relationship, but also can surface your attention to the project and participation, will make the other side of the communication satisfaction greatly improved, the whole project is very advantageous.

3) communication inside and outside different

Regardless of the extent of the differences within the project team, when faced with project-related issues, people outside the project organization, to emphasize external coherence, a project team wants a voice to speak, which is not a form, but a culture. The face of different objects can even choose a specific speaker, play an unexpected effect.

4) Adopt a communication style acceptable to each other

Pay attention to body language, voice to each other's feelings. Both in terms of language and body expression, it is necessary to convey a win-winning attitude of cooperation, so that both sides in the problem of the solution or in the atmosphere to achieve a "double win."

5) Principles of communication and escalation

(1) Communicating with each other, (2) communicating with the other's superiors, (3) communicating with their superiors, (4) communicating with their superiors and their superiors

V. Calculation of the means of communication

Number of communication lines = (n (n-1))/2; n refers to the number of people

Vi. Classification of communication

1) formal communication and informal communication

Formal communication is the transmission of information through the channels provided by the organization or the project team, such as notices, reminders, internal documents and stipulated reporting system, regular meeting system, reporting system, correspondence between organizations and other organizations.

The advantage of formal communication is good effect, more serious, strong binding, easy to keep confidential and can make information remain authoritative. The communication of important information, documents and decision-making in the organization generally takes this form.

The disadvantage of formal communication is that communication is slow, and because the transmission of information depends on the layer of the organization system, it may cause information distortion or distort.

Informal communication is the transfer of information through informal channels, such as a person who is talking to a project member, a temporary telephone enquiry from a project client, etc.

Informal communication is a complement to formal communication. Informal communication has the advantages of fast propagation speed, accurate information and high communication efficiency.

Informal communication is generally verbal, without evidence, without responsibility, and information is difficult to control in the course of transmission. Therefore, the content of information is often exaggerated, distorted, and has a certain unilateralism.

2) Vertical and horizontal communication

Vertical communication including upstream and downstream communication, horizontal communication also known as parallel communication

Upstream communication is subordinate to the information passed to the superior of a bottom-up communication, the main performance for the submission of performance reports, suggestions, instructions for superiors to review or instructions.

Downlink communication is a top-down communication that the superior communicates the information to subordinates. It is the process of issuing orders, plans, policies, rules and instructions to subordinates, whose formal format has notice, order and reply.

Horizontal communication includes information exchange between the parallel departments in the organization and communication between organizations or members at different levels without direct affiliation, whose formal format is correspondence.

3) Verbal communication, written communication and non-verbal communication

With the development and popularization of communication and network technology, in addition to face-to talk and gathering meetings, in the following communication, written, oral and even non-verbal communication often through the network or telephone to achieve, and different ways in the same communication process cross together to complement each other, in order to achieve the best communication effect.

Communication methods	Advantages	Disadvantages	Form
Oral	Delivery, quick feedback, large amount of information	The effect is greatly influenced by human factors; the more the transfer level, the more serious the information distortion; poor traceability	Communication, lectures, seminars, audio and video conferencing
Written	Durable, traceable, fast and efficient in electronic form	Low paper efficiency, lack of feedback, the electronic form of the network can be feedback, but cold, inhuman.	Paper and electronic forms of written reports, memos, emails (e-mails), documents, periodicals
Non-verbal	The meaning of information is clear, content is rich, meaning implies flexibility.	The transmission distance is limited, the boundary is vague, some imaginative achievement here, inexpressible.	Sound, light, electricity, body language

Vii. performance report

A performance report is a dynamic process that collects and publishes project performance information. Includes status reports, progress reports, and project forecasts.

Performance reports often include the following: progress and adjustment of the project, completion of the project, total project input, funding situation, project capital expenditure, main revenue of the project, implementation of the financial system, performance of various functional teams of the project team, problems in the implementation of the project, and improvement measures.

The status report describes the location of the project at a specific point in time, mainly from the scope, progress and cost of three aspects.

The progress report introduces the project to complete the D work within a certain period of time. Can be seen as a once-a-month status report, but more nuanced and microscopic. In addition to listing basic performance indicators, the reasons for progress lag (or advance) and cost overruns (or balances) are analyzed to identify root causes and propose solutions.

Project forecasts are used to predict future project status, generally in terms of scope, schedule, cost, and quality considerations. Some also include risk and procurement aspects.

Status review meetings are tools and techniques for performance reporting. On most projects, project status review meetings will be held at different levels with varying degrees of frequency. (Weekly review meetings are held within the team and monthly meetings with customers)

Viii. Project Stakeholder Management

The goal of Project stakeholder management is to "meet the needs of the project stakeholders." Project stakeholder management, in essence, is the management of communication to meet the needs of project stakeholders and resolve their problems. Each project stakeholder often has different goals, and these goals may conflict.

The tools and techniques of project relationship management are mainly communication methods and problem records.

1) Communication methods: In the following stakeholder management, the communication management plan should be used to determine the communication method for each project stakeholder. In-person meetings are the most effective way for stakeholders to discuss and solve problems. If you do not need to meet in person or in person, you can communicate and communicate through telephone, e-mail, or other electronic tools.

2) Issue note: The issue record sheet or action plan record sheet can be used to record and monitor the resolution of the problem. These issues generally do not escalate to the level of progress that requires the implementation of a project or a separate action to deal with it, but usually needs to be addressed to maintain a good working relationship with the project stakeholders.

Clarification and presentation of the issue in a certain manner so that the issue is resolved, the person responsible for each project issue is assigned, and

The date that the issue was resolved, and if the issue was not resolved, could lead to conflicts and project delays.

Ix. Efficient Meetings

The coordination of the projects is mostly conducted by means of meetings, and effective meetings are held to resolve many problems of the project. There are a few things to keep in mind for an efficient meeting:

1) Pre-set the regular meeting system

2) give up a meeting that can not open

3) Define the purpose and expected results of the meeting

4) Release of the meeting notice

5) Meeting information sent to attendees before the meeting

6) You can use the video device

7) Clear Meeting Rules of Procedure

8) The meeting should have a summary

9) After the meeting there is a summary, refining the conclusion

Summary of Project Communication management