Lecture 9

Project Monitoring and
Evaluation
[MPM6133]
Dr. Jabir Mumtaz

Assistant Professor
CUST
PROJECT
COMMUNICATION
MANAGEMENT
Lecture 9
16 December 2021
COMMUNICATIONS
• Effective project communications ensure that we get

the right information to the right person at the right
time and in a cost-effective manner.
• Proper communication is vital to the success of a

project.
3
EFFECTIVE COMMUNICATION INCLUDE
• An exchange of information
• An act or instance of transmitting information
• A verbal or written message
• A technique for expressing ideas effectively
• A process by which meanings are exchanged between

individuals through a common system of symbols
4
IMPORTANCE OF GOOD COMMUNICATIONS
▪ A threat to many projects is a failure to communicate

▪ Strong verbal and non-technical skills are a key factor in
career advancement for professionals
IMPORTANCE OF GOOD COMMUNICATIONS
Communication Paths Between a Project’s Parties-At-

Interest
PROJECT COMMUNICATIONS MANAGEMENT
• Project Communications Management includes the

processes required to ensure timely and appropriate
generation, collection, distribution, storage, and ultimate
disposition of project information.
• It provides the critical links among people, ideas, and

information that are necessary for success.
• Everyone involved in the project must be prepared to send

and receive communications in the project “language” &
must understand how the communications they are
involved in as individuals affect the project as a whole.
7
PROJECT COMMUNICATIONS MANAGEMENT PROCESSES
• Communications Planning
• Information Distribution
• Performance Reporting
• Administrative Closure
1-COMMUNICATIONS PLANNING
Communications requirements
• Project organization and stakeholder responsibility relationships.
• Disciplines, departments, and specialties involved in the project.
• Logistics of how many individuals will be involved with the project
and at which locations.
• External information needs (e.g., communicating with the media).
COMMUNICATIONS PLANNING
Communications technology factors

• The immediacy of the need for information
• The availability of technology
• The expected project staffing
• The length of the project
Constraints
• Factors that will limit the project management team’s options
Assumptions
• Factors that, for planning purposes, will be considered to be true,
real, or certain.
Stakeholder analysis
The information needs of the various stakeholders should be analyzed
to develop a methodical and logical view of their information needs and
sources to meet those needs
Sample Stakeholder Analysis for Project Communications
15
Communications management plan

A communications management plan is a document which provides:
• What methods will be used to gather and store various types of

information.
• To whom information will flow, and what methods will be used to
distribute various types of information.
• A description of the information to be distributed
• Production schedules of communication
• Methods for accessing information b/w scheduled communications.
• A method for updating and refining the communications management
plan as the project progresses and develops.
2- INFORMATION DISTRIBUTION
Project records. Project records may include correspondence, memos,

reports, and documents describing the project. Project team members may
often maintain personal records in a project notebook.
3- PERFORMANCE REPORTING
Performance reporting keeps stakeholders informed about how

resources are being used to achieve project objectives
– Status reports
– Progress reports
– Forecasts
4- ADMINISTRATIVE CLOSURE
• Planning Communications Management

• Managing Communications
• Monitoring & Controlling Communications
Keys to Good Communications
• ~80-90% of a PM’s time spent communicating

– Focus on needs – both group and individual
– Mix methods - formal and informal
– Set the stage for communicating bad news
• Distribute important information in an effective

and timely manner
• Determine the number of communication

channels
21
Communications Channels
• As the number of people involved increases, the

complexity of communications increases because there
are more communications channels or pathways through
which people can communicate.
• Number of communications channels = n(n-1)

2
where n is the number of people involved
22
Communication Model
23
Communication Model
24
Exercise: Communication Model
You are the project manager for a large SAP implementation.

Match the parts of the communication model to the different
actions below (Message, Medium, Encode, Noise, Receiver, Feedback):
1. While developing the schedule, you realize that there was a

risk involved in the project. So, you put your thoughts in a
note to be sent out shortly.
2. You send that note to your project sponsor
3. You used email to send the message
4. The sponsor received the message
5. The sponsor could not understand some of the acronyms and
terms in the email message
6. The sponsor responded to you, expressing his concern that
he could not exactly understand your concerns 25
Distributing Information in an Effective and Timely
Manner
▪ Don’t bury crucial information
▪ Don’t be afraid to report bad information
▪ Oral communication via meetings and informal talks helps

bring important information—good and bad—out into the
open
26
Monitor/Control Process
Controlling Communications
• The main goal of controlling communications is to ensure

the optimal flow of information throughout the entire project
life cycle
• The project manager and project team should use their

various reporting systems, expert judgment, and meetings
to assess how well communications are working.
– If problems exist, the project manager and team need to take
action, which often requires changes to the earlier processes
of planning and managing project communications
SUGGESTIONS FOR IMPROVING PROJECT
COMMUNICATIONS
• Develop better communication skills
• Run effective meetings
• Use e-mail and other technologies effectively
• Use templates for project communications
28
Developing Better Communication Skills
• Most companies spend a lot of money on technical

training for their employees, even when employees might
benefit more from communications training
• It takes leadership to improve communication
29
Running Effective Meetings
• Determine if a meeting can be avoided
• Define the purpose and intended outcome of the meeting
• Determine who should attend
• Provide an agenda before meeting
• Set the ground rules for the meeting
30
Using E-Mail, Instant Messaging, Texting, and
Collaborative Tools Effectively
• Make sure that e-mail, instant messaging, texting, or

collaborative tools are an appropriate medium for what
you want to communicate
• Be sure to authorize the right people to share and edit

your collaborative documents
31
Other Communication Considerations
• Rarely does the receiver interpret a message exactly as

the sender intended
• Geographic location and cultural background affect the

complexity of project communications
– Different working hours
– Language barriers
– Different cultural norms
32
Using Templates for Project Communications
• Many technical people are afraid to ask for help
• Providing examples and templates for project

communications saves time and money
• Organizations can develop their own templates, use

some provided by outside organizations, or use samples
from textbooks
• Recall that research shows that companies that excel in

project management make effective use of templates
33
Sample Template for a Project Description
Information Technology Project

Management, Seventh Edition
34
Sample Template for a Monthly Progress Report
35
Final Project Documentation Items
36
Lessons Learned Reports & Archives
• The project manager and project team members

should each prepare a lessons-learned report
• Project archives are a complete set of organized

project records that provide an accurate history of the
project
– These archives can provide valuable information for future
projects as well
37
Chapter Takeaways
• Communication should run throughout the project. This is

why the communication plan is so important.
– Goal: deliver the right information to the right people at the
right time
• The work performance measures communicated can

have impacts throughout the knowledge areas including
scope, time, cost and quality
38

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Project Monitoring and

Dr. Jabir Mumtaz

• Effective project communications ensure that we get

• Proper communication is vital to the success of a

• An act or instance of transmitting information

• A verbal or written message

• A technique for expressing ideas effectively

• A process by which meanings are exchanged between

▪ A threat to many projects is a failure to communicate

Communication Paths Between a Project’s Parties-At-

• Project Communications Management includes the

• It provides the critical links among people, ideas, and

• Everyone involved in the project must be prepared to send

Communications technology factors

Communications management plan

• What methods will be used to gather and store various types of

Project records. Project records may include correspondence, memos,

Performance reporting keeps stakeholders informed about how

• Planning Communications Management

• ~80-90% of a PM’s time spent communicating

• Distribute important information in an effective

• Determine the number of communication

• As the number of people involved increases, the

• Number of communications channels = n(n-1)

You are the project manager for a large SAP implementation.

1. While developing the schedule, you realize that there was a

▪ Don’t bury crucial information

▪ Don’t be afraid to report bad information

▪ Oral communication via meetings and informal talks helps

• The main goal of controlling communications is to ensure

• The project manager and project team should use their

• Develop better communication skills

• Run effective meetings

• Use e-mail and other technologies effectively

• Use templates for project communications

• Most companies spend a lot of money on technical

• It takes leadership to improve communication

• Determine if a meeting can be avoided

• Define the purpose and intended outcome of the meeting

• Determine who should attend

• Provide an agenda before meeting

• Set the ground rules for the meeting

• Make sure that e-mail, instant messaging, texting, or

• Be sure to authorize the right people to share and edit

• Rarely does the receiver interpret a message exactly as

• Geographic location and cultural background affect the

• Many technical people are afraid to ask for help

• Providing examples and templates for project

• Organizations can develop their own templates, use

• Recall that research shows that companies that excel in

Information Technology Project

• The project manager and project team members

• Project archives are a complete set of organized

• Communication should run throughout the project. This is

• The work performance measures communicated can

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