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Project Management Communications Bible

Book Description

The authoritative reference on one of the most important aspects of managing projects--project communications

With shorter production cycles and the demand for projects being faster, cheaper, and better, the need for project communications tools has increased. Written with the project manager, stakeholder, and project team in mind, this resource provides the best practices, tips, tricks, and tools for successful project communications and planning. The featured charts, graphs, and tables are all ready for immediate use.

Table of Contents

  1. Copyright
  2. About the Authors
  3. Credits
  4. Foreword
  5. Preface
  6. Acknowledgments
  7. Introduction
    1. Part I: An Introduction to Project Communications
    2. Part II: Project Communication Tools by Knowledge Areas
    3. Part III: Project Communication Tools by Process Groups
    4. Tools at a Glance
  8. I. Introducing Project Communication Concepts
    1. 1. Introducing Project Communication
      1. 1.1. Going over a Project Scenario
      2. 1.2. Plan to Communicate, Communicate the Plan
      3. 1.3. Understanding Project Management Knowledge Areas
        1. 1.3.1. Project integration management
        2. 1.3.2. Project scope management
        3. 1.3.3. Time management
        4. 1.3.4. Cost management
        5. 1.3.5. Quality management
        6. 1.3.6. Human resource management
        7. 1.3.7. Communication management
        8. 1.3.8. Risk management
        9. 1.3.9. Procurement management
      4. 1.4. Explaining the Project Lifecycle Process
        1. 1.4.1. Initiating progress group
        2. 1.4.2. Planning progress group
        3. 1.4.3. Executing progress group
        4. 1.4.4. Controlling progress group
        5. 1.4.5. Closing process group
      5. 1.5. Summary
    2. 2. Planning Project Communication
      1. 2.1. Struggling with Proper Project Communication Planning
      2. 2.2. Preventing Common Communication Problems
      3. 2.3. Understanding Communication Links
        1. 2.3.1. Sending and receiving models
      4. 2.4. Preparing and Delivering Presentations
        1. 2.4.1. Preparing for a presentation
        2. 2.4.2. Presenting your project materials
        3. 2.4.3. Avoiding common mistakes
      5. 2.5. Understanding Stakeholder Risk Tolerance Level
        1. 2.5.1. High risk tolerance level
        2. 2.5.2. Medium risk tolerance level
        3. 2.5.3. Low risk tolerance level
        4. 2.5.4. Determining customer tolerance levels
      6. 2.6. Defining a Project Communication Plan
        1. 2.6.1. Creating a project communication plan
      7. 2.7. Defining the Project Communication Requirements Matrix
        1. 2.7.1. Understanding how to read the matrix chart
        2. 2.7.2. Creating a communication requirements matrix
        3. 2.7.3. Understanding the role report matrix
        4. 2.7.4. Creating a role report matrix
      8. 2.8. Developing Lessons Learned Information
        1. 2.8.1. Communicating lessons learned information
        2. 2.8.2. Benefiting from lessons learned
      9. 2.9. Distributing Project Information
        1. 2.9.1. Communicating verbally
        2. 2.9.2. Communicating in writing
        3. 2.9.3. Communicating visually
      10. 2.10. Summary
    3. 3. Working with Project Communications
      1. 3.1. Overloading on Project Information
      2. 3.2. Interacting Face-to-Face
        1. 3.2.1. Making face-to-face communications work
        2. 3.2.2. Understanding the value of face-to-face communications
      3. 3.3. Exploring Virtual Communications
        1. 3.3.1. Communicating with a virtual project team
        2. 3.3.2. Managing virtual project teams
        3. 3.3.3. Motivating virtual project teams
        4. 3.3.4. Communicating consistently
        5. 3.3.5. Establishing communication guidelines
        6. 3.3.6. Exploring virtual team member qualifications
      4. 3.4. Dealing with Conflict in the Project Environment
      5. 3.5. Communicating with Enterprise Portfolio Management
        1. 3.5.1. Aligning governance
        2. 3.5.2. Managing portfolio risk
        3. 3.5.3. Managing resources
        4. 3.5.4. Resolving issues and disputes
      6. 3.6. Summary
  9. II. Project Knowledge Areas
    1. 4. Defining Communication Tools to Manage Project Integration
      1. 4.1. Introducing Project Integration
      2. 4.2. Introducing the Project Charter
        1. 4.2.1. Defining the roles
        2. 4.2.2. Planning to use a project charter
        3. 4.2.3. Reporting using a project charter
      3. 4.3. Introducing the Project Kick-Off Meeting
        1. 4.3.1. Planning to use a project kick-off meeting
        2. 4.3.2. Reporting using a project kick-off meeting
      4. 4.4. Introducing the Project Management Plan
        1. 4.4.1. Planning to use a project management plan
        2. 4.4.2. Reporting using a project management plan
      5. 4.5. Introducing Project Meeting Minutes
        1. 4.5.1. Planning to use project meeting minutes
        2. 4.5.2. Reporting using project meeting minutes
      6. 4.6. Introducing the Project Organization Chart
        1. 4.6.1. Planning to use the project organization chart
        2. 4.6.2. Reporting using a project organization chart
      7. 4.7. Introducing the Project Proposal
        1. 4.7.1. Planning to use a project proposal
        2. 4.7.2. Reporting using a project proposal
      8. 4.8. Introducing the Project Status Meeting
        1. 4.8.1. Planning a project status meeting
        2. 4.8.2. Reporting from a project status meeting
      9. 4.9. Introducing the Project Status Report
        1. 4.9.1. Planning to use a project status report
        2. 4.9.2. Reporting using a project status report
      10. 4.10. Introducing the Team Charter
        1. 4.10.1. Planning to use a team charter
        2. 4.10.2. Reporting using the team charter
      11. 4.11. Introducing the Team Lead's Report
        1. 4.11.1. Planning to use a team lead's report
        2. 4.11.2. Reporting using a team lead's report
      12. 4.12. Summary
    2. 5. Defining Communication Tools to Manage Project Scope
      1. 5.1. Introducing Customer Requirements
    3. 6. Defining Communication Tools to Manage Project Time
      1. 6.1. Introducing the Baseline Schedule
    4. 7. Defining Communication Tools to Manage Project Costs
      1. 7.1. Introducing the Budget Spreadsheet
        1. 7.1.1. Planning to use a budget spreadsheet
        2. 7.1.2. Reporting using a budget spreadsheet
      2. 7.2. Introducing the Cost Estimate Report
        1. 7.2.1. Planning to use a cost estimate report
        2. 7.2.2. Reporting using a cost estimate report
      3. 7.3. Introducing the Earned Value Analysis
        1. 7.3.1. Measuring a project's earned value
        2. 7.3.2. Planning to use an earned value analysis
        3. 7.3.3. Reporting using an earned value analysis
      4. 7.4. Introducing the Estimating Tool
        1. 7.4.1. Calculating formulas for estimating
        2. 7.4.2. Planning to use an estimating tool
        3. 7.4.3. Reporting using an estimating tool
      5. 7.5. Summary
    5. 8. Defining Communication Tools to Manage Project Quality
      1. 8.1. Introducing the Comprehensive Test Plan
    6. 9. Defining Communication Tools to Manage Project Human Resources
    7. 10. Defining Communication Tools to Manage Project Communications
      1. 10.1. Introducing the Communication Plan
        1. 10.1.1. Planning to use a communication plan
        2. 10.1.2. Reporting using the communication plan
      2. 10.2. Introducing E-Mail
        1. 10.2.1. Planning to use e-mail
        2. 10.2.2. Reporting using e-mail
      3. 10.3. Introducing Instant Messaging
        1. 10.3.1. Planning to use instant messaging
      4. 10.4. Introducing the Project Calendar
        1. 10.4.1. Planning to use a project calendar
        2. 10.4.2. Reporting using the project calendar
      5. 10.5. Introducing the Project Presentation
        1. 10.5.1. Planning to give a better project presentation
        2. 10.5.2. Reporting using project presentations
      6. 10.6. Introducing Prototyping
        1. 10.6.1. Planning to use a prototype
        2. 10.6.2. Reporting using a prototype
      7. 10.7. Introducing the Work Package
        1. 10.7.1. Planning to use a work package
        2. 10.7.2. Reporting using a work package
      8. 10.8. Summary
    8. 11. Defining Communication Tools to Report Project Communications
    9. 12. Defining Communication Tools to Manage Project Risk
    10. 13. Defining Communication Tools to Manage Project Procurement
  10. III. Project Lifecycle Processes
    1. 14. Using Communication Tools in the Initiating Process
      1. 14.1. Mastering the Communication Plan
        1. 14.1.1. Creating the communication plan
        2. 14.1.2. Using the communication plan
      2. 14.2. Mastering the Customer Requirements Document
        1. 14.2.1. Creating a customer requirements document
        2. 14.2.2. Using a customer requirements document
      3. 14.3. Mastering the Feasibility Study
        1. 14.3.1. Creating a feasibility study
        2. 14.3.2. Using a feasibility study
      4. 14.4. Mastering the Human Resource Plan
        1. 14.4.1. Creating a human resource plan
        2. 14.4.2. Using a human resource plan
      5. 14.5. Mastering the Project Charter
        1. 14.5.1. Creating a project charter
        2. 14.5.2. Using a project charter
      6. 14.6. Mastering the Project Kick-Off Meeting
        1. 14.6.1. Creating a project kick-off meeting
        2. 14.6.2. Using a project kick-off meeting
      7. 14.7. Mastering the Project Management Plan
        1. 14.7.1. Creating a project management plan
        2. 14.7.2. Using a project management plan
      8. 14.8. Mastering the Project Organization Chart
        1. 14.8.1. Creating a project organization chart
        2. 14.8.2. Using a project organization chart
      9. 14.9. Mastering the Project Proposal
        1. 14.9.1. Creating a project proposal
        2. 14.9.2. Using a project proposal
      10. 14.10. Mastering the Quality Management Plan
        1. 14.10.1. Creating a quality management plan
        2. 14.10.2. Using a quality management plan
      11. 14.11. Mastering the Scope Management Plan
        1. 14.11.1. Creating a scope management plan
        2. 14.11.2. Using a scope management plan
      12. 14.12. Summary
    2. 15. Using Communication Tools in the Planning Process
      1. 15.1. Mastering the Delphi Method
        1. 15.1.1. Creating the Delphi method tool
        2. 15.1.2. Using the Delphi method
      2. 15.2. Mastering the Design Specifications
        1. 15.2.1. Creating design specifications
        2. 15.2.2. Using design specifications
      3. 15.3. Mastering the Document Control System
        1. 15.3.1. Creating the document control system
        2. 15.3.2. Using the document control system
      4. 15.4. Mastering the Estimating Tool
        1. 15.4.1. Creating an estimating tool
        2. 15.4.2. Using the estimating tool
      5. 15.5. Mastering the Project Calendar
        1. 15.5.1. Creating a project calendar
        2. 15.5.2. Using a project calendar
      6. 15.6. Mastering Prototyping
        1. 15.6.1. Creating a prototyping tool
        2. 15.6.2. Using prototyping
      7. 15.7. Mastering Resource Leveling
        1. 15.7.1. Creating resource leveling
        2. 15.7.2. Using resource leveling
      8. 15.8. Mastering the Responsibility Matrix
        1. 15.8.1. Creating a responsibility matrix
        2. 15.8.2. Using the responsibility matrix
      9. 15.9. Mastering Risk Models
        1. 15.9.1. Creating a risk model
        2. 15.9.2. Using a risk model
      10. 15.10. Mastering the Risk Simulation Tool
        1. 15.10.1. Creating a risk simulation
        2. 15.10.2. Using a risk simulation
      11. 15.11. Mastering the System Requirements Document
        1. 15.11.1. Creating a system requirements document
        2. 15.11.2. Using a system requirements document
      12. 15.12. Mastering the Work Breakdown Structure
        1. 15.12.1. Creating a work breakdown structure
        2. 15.12.2. Using a work breakdown structure
      13. 15.13. Summary
    3. 16. Using Communication Tools in Administrating the Planning Process
      1. 16.1. Mastering the Budget Spreadsheet
        1. 16.1.1. Creating a budget spreadsheet
        2. 16.1.2. Using a budget spreadsheet
      2. 16.2. Mastering the Change Control Plan
        1. 16.2.1. Creating a change control plan
        2. 16.2.2. Using a change control plan
      3. 16.3. Mastering the Comprehensive Test Plan
        1. 16.3.1. Creating a comprehensive test plan
        2. 16.3.2. Using a comprehensive test plan
      4. 16.4. Mastering the Critical Chain
        1. 16.4.1. Creating a critical chain
        2. 16.4.2. Using a critical chain
      5. 16.5. Mastering the Earned Value Analysis Tool
        1. 16.5.1. Creating the earned value analysis tool
        2. 16.5.2. Using the earned value analysis tool
      6. 16.6. Mastering the Issue Management Plan
        1. 16.6.1. Creating an issue management plan
        2. 16.6.2. Using an issue management plan
      7. 16.7. Mastering Quality Metrics
        1. 16.7.1. Creating quality metrics
        2. 16.7.2. Using quality metrics
      8. 16.8. Mastering the Risk Management Plan
        1. 16.8.1. Creating a risk management plan
        2. 16.8.2. Using a risk management plan
      9. 16.9. Mastering the Risk Register
        1. 16.9.1. Creating a risk register
        2. 16.9.2. Using a risk register
      10. 16.10. Mastering the Schedule Management Plan
        1. 16.10.1. Creating a schedule management plan
        2. 16.10.2. Using a schedule management plan
      11. 16.11. Summary
    4. 17. Using Communication Tools in the Planning Process for Reporting
      1. 17.1. Mastering the Baseline Schedule Tool
        1. 17.1.1. Creating a baseline schedule
        2. 17.1.2. Using a baseline schedule
      2. 17.2. Mastering the Cost Estimate Report
        1. 17.2.1. Creating a cost estimate report
        2. 17.2.2. Using a cost estimate report
      3. 17.3. Mastering the Decision Tree Diagram
        1. 17.3.1. Creating a decision tree
        2. 17.3.2. Using a decision tree diagram
      4. 17.4. Mastering the Expected Monetary Value
        1. 17.4.1. Creating an expected monetary value tool
        2. 17.4.2. Using an expected monetary value
      5. 17.5. Mastering the Flow Chart
        1. 17.5.1. Creating a flow chart
        2. 17.5.2. Using a flow chart
      6. 17.6. Mastering the Logic Network Diagram
        1. 17.6.1. Creating a logic network diagram
        2. 17.6.2. Using a logic network diagram
      7. 17.7. Mastering the Project Milestone List
        1. 17.7.1. Creating a project milestone list
        2. 17.7.2. Using a project milestone list
      8. 17.8. Mastering the Project Schedule
        1. 17.8.1. Creating a project schedule
        2. 17.8.2. Using a project schedule
      9. 17.9. Mastering the Risk Matrix
        1. 17.9.1. Creating a risk matrix
        2. 17.9.2. Using a risk matrix
      10. 17.10. Mastering the Scatter Chart
        1. 17.10.1. Creating a scatter chart
        2. 17.10.2. Using a scatter chart
      11. 17.11. Mastering the Scope Definition Document
        1. 17.11.1. Creating a scope definition document
        2. 17.11.2. Using the scope definition document
      12. 17.12. Summary
    5. 18. Using Personal Communication Tools in the Executing of a Project
      1. 18.1. Mastering the Dashboard Report
        1. 18.1.1. Creating a dashboard report
        2. 18.1.2. Using a dashboard report
      2. 18.2. Mastering E-Mail
        1. 18.2.1. Working with e-mail
        2. 18.2.2. Using e-mail
      3. 18.3. Mastering Instant Messaging
        1. 18.3.1. Creating an instant message
        2. 18.3.2. Using an instant messaging tool
      4. 18.4. Summary
    6. 19. Using Project Communication Administration Tools in the Executing Process
    7. 20. Using Communication Tools to Monitor the Executing and Controlling of a Project
      1. 20.1. Mastering the Control Chart
        1. 20.1.1. Creating a control chart
        2. 20.1.2. Using the control chart
      2. 20.2. Mastering the Issues List
        1. 20.2.1. Creating the issues list
        2. 20.2.2. Using an issues list
      3. 20.3. Mastering Project Meeting Minutes
        1. 20.3.1. Creating project meeting minutes
        2. 20.3.2. Using project meeting minutes
      4. 20.4. Mastering the Risk Assessment Form
        1. 20.4.1. Creating a risk assessment form
        2. 20.4.2. Using a risk assessment form
      5. 20.5. Mastering the Safety Report
        1. 20.5.1. Creating a safety report
        2. 20.5.2. Using a safety report
      6. 20.6. Mastering the Work Package
        1. 20.6.1. Creating a work package
        2. 20.6.2. Using a work package
      7. 20.7. Summary
    8. 21. Using Communication Tools in the Executing Process for Reporting
      1. 21.1. Mastering Daily Progress Report
        1. 21.1.1. Creating a daily progress report
        2. 21.1.2. Using a daily progress report
      2. 21.2. Mastering the Gantt Chart
        1. 21.2.1. Creating a Gantt chart
        2. 21.2.2. Using a Gantt chart report
      3. 21.3. Mastering the Histogram
        1. 21.3.1. Creating a histogram
        2. 21.3.2. Using a histogram
      4. 21.4. Mastering the Pareto Chart
        1. 21.4.1. Creating a Pareto chart
        2. 21.4.2. Using a Pareto chart
      5. 21.5. Mastering Periodic Reports
        1. 21.5.1. Creating periodic reports
        2. 21.5.2. Using periodic reports
      6. 21.6. Mastering the Project Status Report
        1. 21.6.1. Creating a project status report
        2. 21.6.2. Using a project status report
      7. 21.7. Mastering the Spider Chart
        1. 21.7.1. Creating a spider chart
        2. 21.7.2. Using a spider chart
      8. 21.8. Mastering the Stoplight Report
        1. 21.8.1. Creating a stoplight report
        2. 21.8.2. Using a stoplight report
      9. 21.9. Mastering the Team Charter
        1. 21.9.1. Creating a team charter
        2. 21.9.2. Using a team charter tool
      10. 21.10. Mastering the Team Lead's Report
        1. 21.10.1. Creating a team lead's report
        2. 21.10.2. Using a team lead's report
      11. 21.11. Summary
    9. 22. Using Communication Tools for the Closeout Process
      1. 22.1. Mastering the Formal Acceptance Document
        1. 22.1.1. Creating the formal acceptance document
        2. 22.1.2. Using the formal acceptance document
      2. 22.2. Mastering the Lesson Learned Document
        1. 22.2.1. Creating a lessons learned document
        2. 22.2.2. Using the lessons learned document
      3. 22.3. Mastering the User Acceptance Document
        1. 22.3.1. Creating a user acceptance document
        2. 22.3.2. Using a user acceptance document
      4. 22.4. Summary
  11. IV. Appendixes
    1. A. What's on the CD-ROM?
      1. A.1. System Requirements
      2. A.2. Using the CD
      3. A.3. What's on the CD
        1. A.3.1. Author-created materials
        2. A.3.2. Applications
        3. A.3.3. eBook version of the Project Management Communications Bible
      4. A.4. Troubleshooting
        1. A.4.1. Customer care
    2. B. Planning Project Communications in a Foreign Country
      1. B.1. Business Travel
        1. B.1.1. Preparation
        2. B.1.2. Dual-language business cards
        3. B.1.3. Culture
        4. B.1.4. Discovering etiquette
      2. B.2. Preparing and Planning for Foreign Project Communications
    3. C. Tool Breakdown Structure Diagrams
      1. C.1. Knowledge Area Charts
      2. C.2. Lifecycle Process Charts
    4. D. Tools at a Glance
    5. Bonus Chapter 1 Knowledge Areas and the Lifecycle Process Communication Tools
      1. Communication Management Knowledge Area
      2. Cost Management Knowledge Area
      3. Human Resource Management Knowledge Area
      4. Integration Management Knowledge Area
      5. Procurement Management Knowledge Area
      6. Quality Management Knowledge Area
      7. Risk Management Knowledge Area
      8. Scope Management Knowledge Area
      9. Time Management Knowledge Area
      10. Project Lifecycle Process Communication Tools
        1. Project initiation process
        2. Project planning process
        3. Executing and controlling processes
        4. Project closeout phase
      11. Project Lifecycle Knowledge Area Mapping Table