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Introduction to Project Management
Team Management and Communications
Lecture c
This material (Comp19_Unit8c) was developed by Johns Hopkins University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number IU24OC000013.
Team Management and Communications
Learning Objectives—Lecture c
• Identify and describe roles of members on a project team
• Develop the human resources plan• Acquire, develop, manage, and lead the project
team• Identify project communication responsibilities• Develop a communication plan
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Introduction to Project Management Team Management and Communications
Lecture c
Situational Leadership
Four approaches• Telling• Selling• Participating• Delegating (Hersey P, Blanchard K. H. (1969)).
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Introduction to Project Management Team Management and Communications
Lecture c
Leadership Summary
• Challenge Process• Create a Shared Vision• Empower Others• Model• Encourage
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Introduction to Project Management Team Management and Communications
Lecture c
Project Communications
Project Communications Management requires the following areas of knowledge:
• Meeting management skills, including agenda development and conflict resolutions,
• Communication skills, including an understanding of various audiences, approaches, and media, and how to apply each appropriately,
• Presentation strategies, including effective visual aids and other nonverbal communication skills, and
• Sensitivity to communication roadblocks.
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Introduction to Project Management Team Management and Communications
Lecture c
Planning for ProjectCommunications Management
During project planning the project team develops a communications management plan which contains a description of the identified project stakeholder information needs and defines approach for communicating during the project.
Project Communications Planning Process:Plan Communications
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Lecture c
Communications Management
• Identify Project Stakeholders• Determine Communication Needs• Brainstorm How to Meet Each Need• Implement Mandatory Communication• Prioritize options• Add Communication Activities to Schedule
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Lecture c
Communication Requirements Analysis
During project planning the project team conducts a communication requirements analysis to:
• Determine the type and format of information needed to develop the communications management plan.
• Identify the stakeholder information needs.
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Introduction to Project Management Team Management and Communications
Lecture c
Stakeholder Registry
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Introduction to Project Management Team Management and Communications
Lecture c
Develop the Stakeholder Registry
• Develop a stakeholder registry for the CRMS scenario based on your analysis of the staffing needs. Include the expected project stakeholders.
• Based on the stakeholder analysis, develop a stakeholder registry grid for the CRMS scenario from slide 4.
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Introduction to Project Management Team Management and Communications
Lecture c
Planning Effective Communication
Considerations:•Types of Communication
•Barriers and enhancers
•Lines of Communication
•Forms and Appropriateness
•Media and Distribution Methods
•International and Virtual Teams
•Effective Meeting Practices
•Frequency of Communication
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Introduction to Project Management Team Management and Communications
Lecture c
Communication Management Plan
• Describes the communication needs of the project stakeholders
• Describes how communication will be managed on the project, and the type and format in which the information will be communicated
• Describes when and how communications will be shared
• Identifies who is responsible for providing information
• Describes escalation processes
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Lecture c
Communication Methods
Project information is shared with stakeholders by different methods:
• Interactive communication: meetings, phone calls, etc.
• Push communication: memos, reports, faxes, etc.
• Pull communication: intranet sites, knowledge repositories, etc.
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Lecture c
Communication Channels
The number of communication channels is defined by the formula:
n(n-1)/2Where N is the number of people communicating.
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Lecture c
Manage Stakeholder Expectations
Tools:Stakeholder RegisterProject Management PlanCommunications Management PlanIssue Log• Change Log• Intangible Communication Tools:
– Communication Methods– Interpersonal Skills– Management Skills
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Lecture c
Project Reporting
Deliverables• Progress• Project Status or health• Upcoming Activities
Risks and Critical IssuesFinancial Status and ForecastsAction Plans or Next Steps
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Introduction to Project Management Team Management and Communications
Lecture c
Team Management and Communications
Summary—Lecture c
• Project Human Resources:– Building a team– Managing a team– Power of protocols, standards, and
expectations• Project Communications
– Essential for creating an effective team– Power of protocols, standards, and
expectationsBoth tie back to the initial Project Charter
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Lecture c
Team Management and Communications
References—Lecture cReferences• Conflict Management Strategies and Styles. 2000-2001. Available from: http://home.snu.edu/~hculbert/conflict.html• Hersey P, Blanchard K. H. (1969). Management of Organizational Behavior – Utilizing Human Resources. New
Jersey/Prentice Hall.• Kerzner H. (2009) Project Management: a Systems Approach to Planning, Scheduling, and Controlling. 10th ed. Hoboken,
NJ.:Wiley. • Project Management Institute, A Guide to the Project Management Body of Knowledge. 4th ed (2008).Newtown Square, PA:
PMI.• PreparePM.com Tutorial. Project Communication Management. Available from:
http://www.preparepm.com/notes/communication.html• Project Management Knowledge: The Ultimate Resource for Project Management. (2007-2010). Available from:
http://project-management-knowledge.com/definitions/p/project-communications-management/• Project Management Tutorial. People Management Tutorial and Tips.(2010). Available from:
http://www.pmtutor.net/2010/04/people-management-tutorial-and-tips.html• Scwalbe K. (2009) Information technology project management (with Microsoft Project 2007 CD-ROM). 6th ed.; Boston:
Cenage Learning. • Stackpole C.(2010) A User’s Manual to the PMBOK Guide. Wiley.• Stackpole C. (2009). A Project Manager’s Book of Forms: A Companion to the PMBOK Guide. Hoboken, N.J.:Wiley; • TAP University. Develop Human Resource Plan Process. (2009). Available from:
http://blog.tapuniversity.com/2009/03/24/develop-human-resource-plan-process/• Tutor Gig. Management Styles. (2008). Available from: http://www.tutorgig.com/ed/Management_styles• Wysocki, RK . (2009) Effective project management: traditional, agile, extreme. 5th Edition. New York: Wiley; 2009.
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Lecture c
Team Management and Communications
References—Lecture cTables, Charts, and FiguresTable 8.5. Stakeholder Registry. Courtesy of: Theron Feist.
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Introduction to Project Management Team Management and Communications
Lecture c