Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Communications
Misunderstandings
Not Talking, Emailing etc.
Scope Creep
Poor planning
Weak business case
Lack of management direction &
involvement
Lack of Resources
Talking and Not Building
Incomplete specifications
Excessive Specifications
Mismanagement of expectations
$
Introduction to Project
Management
Poor communications
Scope Creep
Poor planning
Weak business case
Lack of management direction & involvement
Incomplete specifications
Mismanagement of expectations
What is a project?
Temporary and unique
Definite beginning and end
Unique purpose
Require resources, often from various areas involve uncertainty
Note: temporary does not mean short in duration
What is a program?
A group of projects managed in a coordinated way to obtain
benefits not available to managing them individually
Long Term for: a collection of projects
Deliverables
Planning Management Plan Project Plan Work Package Completed Work
Financial Preliminary Cost Budgetary Cost Costs and Over Runs Lessons Learned
Estimate Estimate
Co nce pt
Ex plo rat ion
Pr oce ss the Software Life Cycle
Sy ste m
Al loc ati on
Pr oce ss
De sig n
Pr oce ss
Risk
analysis
Risk
analysis
Risk
analysis
P1
Prototype3
Prototype2
Prototype1
TOP?
Bottom
1.0 Concept
1.1 Evaluate current systems
1.2 Define Requirements
1.2.1 Define user requirements
1.2.2 Define content requirements
1.2.3 Define system requirements
1.2.4 Define server owner requirements
1.3 Define specific functionality
1.4 Define risks and risk management approach
1.5 Develop project plan
1.6 Brief web development team
2.0 Web Site Design
3.0 Web Site Development
4.0 Roll Out
5.0 Support
Milestone Date: Fri 11/ 14/ 03 Finish: 11/ 21/ 03 Dur: 5 days? Finish: 11/ 18/ 03 Dur: 2 days Finish: 11/ 20/ 03 Dur: 2 days Finish: 11/ 21/ 03 Dur: 1 day?
Finish: 1/ 5/ 04 Dur: 31 days Finish: 12/ 1/ 03 Dur: 6 days Finish: 12/ 24/ 03 Dur: 17 days
Finish: 12/ 30/ 03 Dur: 27 days Finish: 11/ 25/ 03 Dur: 2 days Finish: 11/ 28/ 03 Dur: 3 days
Comp: 0%
Functional:
A hierarchy where each employee has one clear superior.
Staff are grouped by specialty, such as production, marketing, engineering, and accounting.
Project work is done independently within each department.
Project Expeditor (PE):
The project expeditor acts as a staff assistant to the executive who has ultimate responsibility for the project.
The workers remain in their functional organizations and provide assistance as needed.
The PE has little formal authority. The PE's primary responsibility is to communicate information between the
executive and the workers.
Most useful in the traditional functional organization where the project's worth and costs are relatively low.
Project Coordinator (PC):
Project expeditor is moved out of facilitator position into a staff position reporting to a much higher level in the
hierarchy.
The project coordinator has more authority and responsibility than a PE.
The PC has the authority to assign work to individuals within the functional organization.
The functional manager is forced to share resources and authority with the PC.
The size of projects in terms of dollars is relatively small compared to the rest of the organization.
QA 2 5 1 1/2 ½
Software 2 1 ½ ½
3 2 5½ 1½ 2 1/2
4 2 5 1 6
5 ½ 1 5
Project Communications
Management
Stakeholders
Customer Management
Customer Business Staff
Customer Technical Staff
Internal Management
Internal Business and Technical Staff
Training Subcontractor
Software Subcontractor
Verbal:
Advantages:
Timely exchange of information
Rapid feedback
Immediate synthesis of message
Timely closure
Disadvantages: technical jargon especially in complex projects may make verbal communication
difficult for non-technical people and other stakeholders.
Three stages of effective verbal communication and presentation:
The introduction: Tell them what you're going to tell them.
The explanation: Tell them.
The summary: Tell them what you just told them.
Non-verbal:
Encoding a message without using words. Usually done through body language.
Total Message Impact = Words (7%) + Vocal tones (38%) + Facial expressions (55%)
PM's may combine vocal and nonverbal factors but must be careful that the two do not present
contradictory messages.
Written communication:
The main aim of business writing is that it should be understood clearly when read quickly.
The message should be well planned, simple, clear, and direct.
Major steps to writing:
Establish the basic purpose of the message.
Collect and organize material.
Prepare draft.
Check the overall structure.
Send the message.
Project Management - Project Bailout - www.ProjectBailout.com 168
Macro-Barriers to Successful
Communication
Information overload:
Keep messages simple and direct.
Provide sufficient information but not too much.
Lack of subject knowledge:
Must have sufficient knowledge to send message.
Must know level of understanding of receiver.
Cultural differences:
Meanings and interpretations may vary among different cultures.
Encourage team members to learn each other's cultures.
Organizational climate:
Minimize the differences associated with status and ego within the organization.
Encourage open and trusting atmosphere.
Number of links:
Reduce the number of transmission links.
The more links, the more opportunity for distortion.
Be aware of entropy. 23-27% of message is lost in upward communication.
Interpersonal communication.
Communication with public and
community.
Formal communication.
Informal communication.
Effective listening is one of the most important skills for a PM to acquire and
practice.
It helps develop mutual respect, rapport, and trust among project participants.
Verbal listening behaviors:
Asking questions to clarify and gather more information.
Paraphrasing what the speaker has said.
Summarizing at intervals what the speaker has said to confirm what you have
understood.
Asking the speaker for examples.
Ascertaining the speaker's feelings and acknowledging them. ("You seem angry.")
Directing the speaker to the most appropriate listener. ("George can best help you with
that.")
Non-verbal listening behaviors:
Making eye contact.
Being expressive and alert.
Moving closer to the speaker.
Listening for the intention behind the speaker's communication.
Facial expressions, touching, use of space, use of time.
Stop talking!
Show the speaker you are ready to
listen:
Silence: signals you are ready to listen.
Few distractions: shut the door, put the
phone on hold, etc.
A receptive attitude: empathize with the
speaker's point of view.
Project Management - Project Bailout - www.ProjectBailout.com 175
Performance / Status Reports
What
Useful Documents
Contact Information
Propaganda
Test Versions
Why Not
Maintenance Cost!
– project archives
– formal acceptance
– lessons learned
Integration
Scope
Time
Cost
Quality
Human Resources
Communications
Risk
Procurement
Project Procurement
Management
Project Management
as a Profession