Project Communication

Business communication is very crucial.

Like it or not, communication is the most important component within any project.
Communication is a changing information process by someone that has a same
system, signs or attitude.
To make effective communication, sender/receiver need to be aware of these
factors:
-

Nonverbal: 55% of all communication is nonverbal

Paralingual: pitch and tone of voice
Effective listening

Knowledge area: communication

Process:
Initiating: Identify Stakeholder
Planning:
.
.
What we need is effectiveness.

Sensory: Entry the sensory world detection by the senses filtering process
formation and sending the response the cycle repeated.
Communication method:
Interactive communication: most efficient way to ensure a commong understanding.
Meetings, phone calls, video conferencing.
Push Communication: Does not certify that it reached or understood. Letters, email,
press release, fax, voice mail.
Pull Communication: Used for ver large information volumes, very large audiences.
Intranet site, e-learning.

Project communication management:

Internal-external, formal-informal, vertical-horizontal, official-unofficial, etc

In project based, in case there are two way to

communicate, formal, nonformal, friendly, I wonder
how is the best composition of that, in the right
time?
Tidak ada batasan. In indonesian culture, most people are not open. Better to
communicate informally. So for being friendly, is very good.
Talkah: back to personality. Ada waktu kerja ada waktu temenan.

Chart:
High

Keep Satisfied

Manage closely

Pow
er

Monitor (Minimum effort)

Keep informed

Low

Interest

High

Plan Communication: 90% of project managers time is spent for communication. In

term of communication: interactive, push, pull.

PM Skills:
-

Leadership
Team building
Motivation
Communication
Influencing
Decision making
Political & cultural awareness
Negotiation
Etc.

Mangement skills

Presentation skills
Negotiation
Writing skill
Public speaing
Etc.

Appearance of business documents.

The point of communication: not only hear, but also understanding.
Half of the effective communicatino is listening.
Some barriers that occur: Pretend listening, disruption, impatient, bias, jump to the
conclusion, without listen to, what the real problem is.

Process of human communication(2):

-

Plans
Policies
Procedure objectives
Goals
Strategies
Organizational structure
Linear responsibility charts
Leader and follower style
Meetings
Letters
Telephone call
Small group interaction

Barriers to effective listening:

-

Physical barriers hearing disabilities, noisy surroundings

Psychological barries tuning out ideas that counter our values
Nonverbal distractions clothing, mannerisms, appearance

Some way to improve listening ability: READE THE SLIDE because WC

The communication plan:

-

Project com strategy

Kick-off meeting
Roles and responsibilities of the team
Project status meetings and frequency
Change

Up-down com, down-up, lateral com

Chief programmer/technical leader structure: seri

Hierarchical stucture: berantai
Adaptive structure: segala arah

Meeting: maximum report in 24 H

Selesaikan pekerjaan ini dalam 8 jam dimulai sekarang.

Matahari

Pagi kemarin saya lihat

Serabi adalah makanan yang sangat populer dari jawa.

5 basic elements
-

Eye contact
Voice projection
Voice intonation or inflection
Clarify of Message
Enthusiasm
(Plus) Manner
(Plus) Confidence

Internet Addiction?
0

1: Not at all, 2: rarely, 3: occasionally, 4: Often, 5: Always

1.
2.
3.
4.
5.

Do
Do
Do
Do
Do

you
you
you
you
you

stay on line longer than you intended?

check your e-mail before something else that you need to do?
lose sleep at night due to late-night log-ons?
choose to spend more time on line than going out with others?
prefer the excitement to the internet to the intimacy of your partner?

5-9 : you have average on-line use

10-17 : some indication.
18-25 : real tendency toward internet problem.

TURNER CONSTRUCTION CASE

Contingency Hold
Exposure Hold
Construction Contingency

IOR: Indicated Outcome Report -> Depend on Quality of the data & updating
process.
Steps:
Diagram flow
1.
2.
3.
4. Formal IOR Review Meeting: Morning to Evening, 2 to 3 days
5. Final Updated Version
6. Final Approval
Next: IOR Cover letter: Financial position on a project, focused on most significant
changes, address the reasons for variations &
Financial summary o fproject earning & volume, current earning to cost ratior,
description & schedue of project milestones, description of project agreement with
owner, etc

SM view

SM has a focus on the financial summary sheet and IOR cover letters -> significant
problems .=-> consultation with TGM and group VP
SM trusts in the accuracy of IOR -> many control before reach SM
IOR is very trustworthy. As result of a good structure of incentives.
The frequency, SM checks the IOR, depends on the project and associated risk

A Projects Manager view.

IOR system is a more forward looking than accounting oriented system so it can
help the project team to anticipated the financial & operation problem.

$500,000 dillemma:
1. Why cant the money be released yet?
2. Architect keep changing scopes.
E-holds and c-holds are sufficient to pay out. But: local strikes are possible, overtime
labour may be necessary.
E-holds are necessary for extra clean up.

Why should the money be released?

-

Waiting too long might lead to a mistrust of the owner.

Owner are individual in every project, no formula about dealing with every
single one.
Understanding psychology and motives of the owner leads to better
partnership
o Good partnership leads to good reputation
o Building credibility by giving all facts
Always double check to stay in control and keeping the owner happy

Gary can release the Construction Contingency

1. Amount of C-holds & E-holds in great shape as buffer = 799,000
2.
3. The client will happy -> good reputation -> Trust -> more project in the future
4. TGM could book $100,000 as earnings.

Kelebihan sistem turner: sistem IOR yang melibatkan pelanggan, di ujung ada bagi
hasil.
Apa saja yang bisa menjadi kelebihan sehingga konsumen akan lebih memilih
mereka?
This is not common in Indonesia: lumpsum contract. If we assign the contract,
hundred dollar, buuilt the house, the owner will pay you hundred. If more than
hundred, its the risk of the contractor.

I like turner system more, because when there are some difficulties, then both the
owner and the contractor are share the risk.

In Indonesia the price is higher because not share the risk. Fix rate.
It is very difficult to keep in Indonesia. Because very different culture, unit price
system.

IOR system: very transparent system. Di indonesia banyak politik, uang pengaman
dll confidential.
IOR system mengubah kontraktor jadi bisa selling, dari sebelumnya pasif.