manage Project Team Project management book of Knowledge Contents Executive Summary. 2 Communication management 2 Project Communications Management: Key Concepts. 3 Project Communications Plan. 3 Identify Stakeholders.
3 Plan Communications. 3 Distribute Information. 3 Manage Stakeholder Expectations.
3 Report Performance. 4 Identify Stakeholders. 4 Plan Communications. 4 Interactive Communications. 4 Push Communications: 4 Pull Communications: 4 Distribution of Information. 5 Managing Stakeholders. 5 Report Performance. 5 Conclusion.
6 Executive SummaryIn this report importance of management of project team andcommunication management will be discussed .managing project team includesresolving conflicts, assigning work to members by observing their abilities andcompetences ,continuous feedback from team members to enhance the projectprogress.in this way manager can increase its influence on team members tocooperate with him .further you can also give bounce or certificate s ofappreciation 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 arenecessary to ensure timely and appropriate planning, collection, creation,distribution, storage, retrieval, management, control, monitoring, and theultimate disposition of project information. Communication may be verbal,nonverbal.
In the form of newsletter, meetings, by emails and formal. Responsibilities of teammembersin this step first of all analyze the competences of tem membersand then hen assign them relative tasks .Also make time table or calendar tomake new events for team building.
Assign tasks are evaluated on random time tomobilize team members .moreover records are kept for each team member to knowhow many members compete their tasks before given date and such members getreward or certificates by the management annually.Tools and Techniques for teamManagementTools and techniques for team management are continuous monitoringor discussion with team members on daily progress and issues arising in tasks. Conflictsin any organization are inevitable andcan cause sever loss to organization .
it is only possible to solve such issuesin project management when project manager is compatible to the following qualities.LeadershipInfluencingHonest and caringDecisionsmaking power.Outputs ofManaging Project teamBymanaging project team as responsibilities are assigned to each member, project documentsare regular updated.
Communication managementCommunications is probably one of the most important aspectsin Project Management there are three steps in project communicationmanagement.1) Plan communication management 2) Manage communication 3) Control communication. If there is wrong information is delivered betweenstakeholders of the project, the overall success of the Project canbe damaged. Communications has vital role in successful making a project.It is era of Project Management which cannot be ignored or neglected. Inthis report, first we will discuss the key components of ProjectCommunications Management.Subject OverviewCommunications refers to the exchange of data or information. Itrequires information to be passed on and received.
Similarly inproject management information needs to be given and information needs tobe received. Being a project manager it is your responsibilities that your teammembers will always remain updated about their duties, company policies anddeadlines to meet on time .in any project management not only team of project managementis important but also executive body or panel exists which includes stakeholder,client and supplier is also mandatory for project manager to keep them informedabout the progress of the project. It is also important that all therelevant 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 ensurecommunication among different stakeholders and team members. It is amore organized approach to dissipate information to the various members ofthe team and the stake holders and all the people related and responsible tothe projectProject CommunicationsManagement: Key Concepts Project CommunicationsPlanFirstly a communications plan has to be made in order toorganize how, when and how the information is sent out. It is the writtenstrategy for getting the right information to right project stakeholders at theright time. Each stakeholder has unique requirements for information as theirroles and responsibilities in the project vary.
Project Communications Managementincludes the following processes: Identify Stakeholders This is the first and an important part of chalking outthe plan for communications. It is the process of identifying allthe people and organizations which are affected by the project. Plan Communications This is the process of determining the responsibilitiesand information requirements of the various stakeholders. This is avery important step. One would not want to give the vice-president projectrelated technical information.
Distribute Information This is the process of making relevant informationavailable to project stake holders as planned. Different channels can be usedto send out information. Presentations, emails, company website, circulars canbe used to give out information. Manage Stakeholder Expectations The process of communicating and interacting with therespective stakeholders to meet their needs and answering to any issuesthey have. Report Performance This is the process of gathering and giving outperformance related information which includes status reports, progressmeasurements and project forecasts.
Identify StakeholdersProject Stakeholders are the people customers, sponsors, theorganizations and the public that are actively involved in the project.They may have a great influence over the project and play an importantrole in the overall success of the project. They may be at differentlevels in the organizations and have varying levels of importance. Sometimesmajor stakeholders can be external to the organizations and at times can be ina completely different geographic region (Overseas SoftwareDevelopment). It is essential that the stakeholders are identified earlyon in the project. This is important as their levels of interest, expectations,importance and influence are needed so that the right information is deliveredto the right personPlan CommunicationsOnce the stakeholders are identified it is important that awritten document that guides the communication management be written. This canbe the part of the overall management planor smaller projects this could be a part of the contractitself and for projects with larger scale it could be a whole anotherdocument .This communications management plan is of extreme importance as itchalks out important information as to who needs what information and bywhen.
Identifying the information needs of the stakeholder and selecting asuitable means of meeting those needs are essential for the overallsuccess of the project. To give a crude example, a project manager willhave to determine the dates and kind of information that will be a part ofthe 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 mentionedin the status report. This will also give the manager a deadlinebefore which the required data has to be gathered.The kind of communication needed is also determined in theplan.
There are three different methods of communications which can be determinedby the nature of the information that is needed to be sent.Interactive Communications This is employed whenthere is some kind of negotiation to be made. Whenever there isa need for information to be passed both the ways, InteractiveCommunication is used. It is one of the most efficient waysto discuss issues and come to a common understanding.
It includes meetings,phone calls, phone conference calls and videoconferencing, etc.Push Communications:This is generally used to send out information to a specificor an intended user. This can be used to send out confidential informationtoo. This is an effective way of sending out information but it doesnot ensure that the messaged received was interpreted correctly by theaudience. This includes letters, memos, reports, faxes, mails etc.
Pull Communications:This method of communication is generally used when information isneeded to be passed onto a large target audience .This too doesn’t ensurethat the information is received by the intended audience as the targetaudience can receive information at their own discretion. This can include thecompany website, intranet sites, notice boards etc. Distribution of InformationEach stakeholder have different perspective related to requiredinformation so it is the responsibility of project manager to provide them eachkind of information all the time. This is mainly the execution process of theProject Communications Plan and is performed throughout the life of theProject. The main focus here is selecting the appropriate media andunderstanding and managing the different distribution channels that are apart of communications management (See Appendix).
Building on the method ofcommunication that has been determined an appropriate medium forcommunication needs to determined. As technology has progressed over the years thechoice of the available mediums has vastly widened. Table A lists somecommunication tools that are available Managing StakeholdersThis is the process of communications and working with thestakeholders to meet their needs and addressing any kinds of issues thathas occurred.
This process mainly focuses on activities hat are directed atproject stakeholders to influence their expectations concerns. Activelymanaging and meeting the expectations of the stakeholders is likelyto increase the acceptance of the project. This enables them to beactive supporters of the project. This decreases the risk of project failure byfailing to meet its objectives and goals due to unresolved stakeholder issues. Report PerformanceReport performance is the last and the final processin Project Communications Management. It is the process collectinginformation 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 thereport is being presented to.Conclusion Two major steps of Project Management are team managementand communication management. As an output of team management team managementplan and enterprise environmental factor also updated. While in case ofcommunication management, communication management plan is established.