management book of Knowledge
Executive Summary. 2
Management: Key Concepts. 3
Identify Stakeholders. 3
Plan Communications. 3
Distribute Information. 3
Report Performance. 4
Identify Stakeholders. 4
Plan Communications. 4
Interactive Communications. 4
Push Communications: 4
Pull Communications: 4
of Information. 5
Managing Stakeholders. 5
Report Performance. 5
In this report importance of management of project team and
communication management will be discussed .managing project team includes
resolving conflicts, assigning work to members by observing their abilities and
competences ,continuous feedback from team members to enhance the project
progress.in this way manager can increase its influence on team members to
cooperate with him .further you can also give bounce or certificate s of
appreciation to increase the moral of team members and to recognize their efforts.
While communication in project management is a major part.
Following steps are included in Project Communications Management that are
necessary to ensure timely and appropriate planning, collection, creation,
distribution, storage, retrieval, management, control, monitoring, and the
ultimate disposition of project information. Communication may be verbal,
nonverbal. In the form of newsletter, meetings, by emails and formal.
Responsibilities of team
in this step first of all analyze the competences of tem members
and then hen assign them relative tasks .Also make time table or calendar to
make new events for team building. Assign tasks are evaluated on random time to
mobilize team members .moreover records are kept for each team member to know
how many members compete their tasks before given date and such members get
reward or certificates by the management annually.
Tools and Techniques for team
Tools and techniques for team management are continuous monitoring
or discussion with team members on daily progress and issues arising in tasks. Conflicts
in any organization are inevitable and
can cause sever loss to organization .it is only possible to solve such issues
in project management when project manager is compatible to the following qualities.
Honest and caring
Managing Project team
managing project team as responsibilities are assigned to each member, project documents
are regular updated.
Communications is probably one of the most important aspects
in Project Management there are three steps in project communication
1) Plan communication management
2) Manage communication
3) Control communication.
If there is wrong information is delivered between
stakeholders of the project, the overall success of the Project can
be damaged. Communications has vital role in successful making a project.
It is era of Project Management which cannot be ignored or neglected. In
this report, first we will discuss the key components of Project
Communications refers to the exchange of data or information. It
requires information to be passed on and received. Similarly in
project management information needs to be given and information needs to
be received. Being a project manager it is your responsibilities that your team
members will always remain updated about their duties, company policies and
deadlines to meet on time .in any project management not only team of project management
is important but also executive body or panel exists which includes stakeholder,
client and supplier is also mandatory for project manager to keep them informed
about the progress of the project. It is also important that all the
relevant information about the project; customer needs, objectives, plan, constraints,
changes, assessed risks and progresses are available at all times.
It is always the responsibility of project management to ensure
communication among different stakeholders and team members. It is a
more organized approach to dissipate information to the various members of
the team and the stake holders and all the people related and responsible to
Management: Key Concepts
Firstly a communications plan has to be made in order to
organize how, when and how the information is sent out. It is the written
strategy for getting the right information to right project stakeholders at the
right time. Each stakeholder has unique requirements for information as their
roles and responsibilities in the project vary. Project Communications Management
includes the following processes:
This is the first and an important part of chalking out
the plan for communications. It is the process of identifying all
the people and organizations which are affected by the project.
This is the process of determining the responsibilities
and information requirements of the various stakeholders. This is a
very important step. One would not want to give the vice-president project
related technical information.
This is the process of making relevant information
available to project stake holders as planned. Different channels can be used
to send out information. Presentations, emails, company website, circulars can
be used to give out information.
Manage Stakeholder Expectations
The process of communicating and interacting with the
respective stakeholders to meet their needs and answering to any issues
This is the process of gathering and giving out
performance related information which includes status reports, progress
measurements and project forecasts.
Project Stakeholders are the people customers, sponsors, the
organizations and the public that are actively involved in the project.
They may have a great influence over the project and play an important
role in the overall success of the project. They may be at different
levels in the organizations and have varying levels of importance. Sometimes
major stakeholders can be external to the organizations and at times can be in
a completely different geographic region (Overseas Software
Development). It is essential that the stakeholders are identified early
on in the project. This is important as their levels of interest, expectations,
importance and influence are needed so that the right information is delivered
to the right person
Once the stakeholders are identified it is important that a
written document that guides the communication management be written. This can
be the part of the overall management plan
or smaller projects this could be a part of the contract
itself and for projects with larger scale it could be a whole another
document .This communications management plan is of extreme importance as it
chalks out important information as to who needs what information and by
when. Identifying the information needs of the stakeholder and selecting a
suitable means of meeting those needs are essential for the overall
success of the project. To give a crude example, a project manager will
have to determine the dates and kind of information that will be a part of
the status report which should be given towards the end of the project.
This will help the project manager analyze the data to be gathered to be mentioned
in the status report. This will also give the manager a deadline
before which the required data has to be gathered.
The kind of communication needed is also determined in the
plan. There are three different methods of communications which can be determined
by the nature of the information that is needed to be sent.
This is employed when
there is some kind of negotiation to be made. Whenever there is
a need for information to be passed both the ways, Interactive
Communication is used. It is one of the most efficient ways
to discuss issues and come to a common understanding. It includes meetings,
phone calls, phone conference calls and videoconferencing, etc.
This is generally used to send out information to a specific
or an intended user. This can be used to send out confidential information
too. This is an effective way of sending out information but it does
not ensure that the messaged received was interpreted correctly by the
audience. This includes letters, memos, reports, faxes, mails etc.
This method of communication is generally used when information is
needed to be passed onto a large target audience .This too doesn’t ensure
that the information is received by the intended audience as the target
audience can receive information at their own discretion. This can include the
company website, intranet sites, notice boards etc.
Distribution of Information
Each stakeholder have different perspective related to required
information so it is the responsibility of project manager to provide them each
kind of information all the time. This is mainly the execution process of the
Project Communications Plan and is performed throughout the life of the
Project. The main focus here is selecting the appropriate media and
understanding and managing the different distribution channels that are a
part of communications management (See Appendix).Building on the method of
communication that has been determined an appropriate medium for
communication needs to determined. As technology has progressed over the years the
choice of the available mediums has vastly widened. Table A lists some
communication tools that are available
This is the process of communications and working with the
stakeholders to meet their needs and addressing any kinds of issues that
has occurred. This process mainly focuses on activities hat are directed at
project stakeholders to influence their expectations concerns. Actively
managing and meeting the expectations of the stakeholders is likely
to increase the acceptance of the project. This enables them to be
active supporters of the project. This decreases the risk of project failure by
failing to meet its objectives and goals due to unresolved stake
Report performance is the last and the final process
in Project Communications Management. It is the process collecting
information from different sections and make brief explanations about all them.
This can include status reports, progress measurements and forecasts.
Performance reports need to cater to audience at different levels.
The format of the reports will depend on the kind of the audience the
report is being presented to.
Two major steps of Project Management are team management
and communication management. As an output of team management team management
plan and enterprise environmental factor also updated. While in case of
, communication management plan is established.