The issues project managers (PMs) have to communicate about on a regular basis include
1. buy-in and acceptance of major project decisions and milestones
2. acquiring resources and managing budgets
3. providing status reports on project schedule and deliverables
4. providing classroom training and preparing user guides
5. negotiations with third-party software vendors
6. presentations to project sponsors and stakeholders
7. mapping current processes and validating their findings
8. development of process models and managing project documentation
9. kickoff meetings
10. executive reports
11. presentations
12. financial reports
13. issue logs
14. risk logs
15. change request logs
16. role-responsibility matrix
17. project organization chart
Given the nature of the communication models above, it is clear that listening is of equal importance to asking the correct questions and validating observations. Some of the challenges that project teams face can be attributed to the short-term nature of the projects themselves. These challenges may include working with individuals that the team has never worked with before, or working with individuals from other business units or from other geographic locations, where cultural differences can surface.
Tools and Techniques to Facilitate Communication
To overcome some of the challenges mentioned above, the following unique delivery methods and tools can be established in a short time frame.
1. Establishing a Project Managment Team Web Site
This is where all project-related documentation, including forms and templates, can reside and be accessed by project team members. The type of information to post on the web site includes team members’ names, title, photo, and if possible, a brief bio. Other items to include are the scope of the project, the charter work breakdown schedule (charter WBS), and the various phases of the project life cycle, including deliverables, milestones, and responsible parties. Project templates, an organizational change management plan, frequently asked questions (FAQs), and quality assurance (QA) documents and schedule should also be made available on the web site.
1. buy-in and acceptance of major project decisions and milestones
2. acquiring resources and managing budgets
3. providing status reports on project schedule and deliverables
4. providing classroom training and preparing user guides
5. negotiations with third-party software vendors
6. presentations to project sponsors and stakeholders
7. mapping current processes and validating their findings
8. development of process models and managing project documentation
9. kickoff meetings
10. executive reports
11. presentations
12. financial reports
13. issue logs
14. risk logs
15. change request logs
16. role-responsibility matrix
17. project organization chart
Given the nature of the communication models above, it is clear that listening is of equal importance to asking the correct questions and validating observations. Some of the challenges that project teams face can be attributed to the short-term nature of the projects themselves. These challenges may include working with individuals that the team has never worked with before, or working with individuals from other business units or from other geographic locations, where cultural differences can surface.
Tools and Techniques to Facilitate Communication
To overcome some of the challenges mentioned above, the following unique delivery methods and tools can be established in a short time frame.
1. Establishing a Project Managment Team Web Site
This is where all project-related documentation, including forms and templates, can reside and be accessed by project team members. The type of information to post on the web site includes team members’ names, title, photo, and if possible, a brief bio. Other items to include are the scope of the project, the charter work breakdown schedule (charter WBS), and the various phases of the project life cycle, including deliverables, milestones, and responsible parties. Project templates, an organizational change management plan, frequently asked questions (FAQs), and quality assurance (QA) documents and schedule should also be made available on the web site.
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