Table Of Content

The Project Management Communications Toolkit DISCLAIMEROFWARRANTY The technical descriptions, procedures, and computer programs in this book have been developedwiththegreatestofcareandtheyhavebeenusefultotheauthorinabroadrange of applications; however, they are provided as is, without warranty of any kind. Artech House,Inc.andtheauthorandeditorsofthebooktitledTheProjectManagementCommu- nicationsToolkitmakenowarranties,expressedorimplied,thattheequations,programs, and procedures in this book or its associated software are free of error, or are consistent with any particular standard of merchantability, or will meet your requirements for any particularapplication.Theyshouldnotberelieduponforsolvingaproblemwhoseincor- rectsolutioncouldresultininjurytoapersonorlossofproperty.Anyuseoftheprograms orproceduresinsuchamannerisattheuser’sownrisk.Theeditors,author,andpublisher disclaimallliabilityfordirect,incidental,orconsequentdamagesresultingfromuseofthe programsorproceduresinthisbookortheassociatedsoftware. ForalistingofrecenttitlesintheArtechHouseEffective ProjectManagementLibrary,turntothebackofthisbook. The Project Management Communications Toolkit Carl Pritchard Artech House, Inc. Boston (cid:127) London www.artechhouse.com LibraryofCongressCataloging-in-PublicationData Pritchard,CarlL. Theprojectmanagementcommunicationstoolkit/CarlPritchard. p.cm. –(ArtechHouseprojectmanagementlibrary) ISBN1-58053-747-2(alk.paper) 1. Managementinformationsystems. 2. Projectmanagement. I.Title II.Series. T58.6.P7362004 658.4’038–dc22 2004041033 BritishLibraryCataloguinginPublicationData Pritchard,Carl Theprojectmanagementcommunicationstoolkit 1.Communicationinmanagement 2.Projectmanagement I.Title 658.4’5 ISBN1-58053-747-2 CoverdesignbyIgorValdman ©2004ARTECHHOUSE,INC. 685CantonStreet Norwood,MA02062 Allrightsreserved.PrintedandboundintheUnitedStatesofAmerica.Nopartofthisbook maybereproducedorutilizedinanyformorbyanymeans,electronicormechanical,includ- ing photocopying, recording, or by any information storage and retrieval system, without permissioninwritingfromthepublisher. 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InternationalStandardBookNumber:1-58053-747-2 10987654321 Contents Preface ix CHAPTER 1 The Nature of Project Communications 1 TheRoleoftheProjectManagerinCommunications 3 CommonCommunicationsProblemsandtheCommunicationsModel 4 SelectingtheRightTools 6 References 7 CHAPTER 2 Project Communications Technology and Media 9 Computer-BasedTechnology 9 AudioTechnologies 12 VideoTechnologies 14 TraditionalWrittenCommunicationsMedia 16 TraditionalVerbalCommunicationsMedia 17 OtherMedia 21 Conclusion 21 CHAPTER 3 Communication Tools in the Initiating Processes 23 Approvals 23 BusinessCase 25 BusinessJustification 27 CostCase 29 CostEstimate 31 CustomerRequirements 33 FeasibilityAnalysis 37 Forecasts 40 ImpactAnalysis 43 MissionStatement 45 OrganizationChart 46 PressKits 48 PressRelease 49 ProjectCharter 50 ProjectProposal 52 ProjectRequest 53 v vi Contents QualityPolicy 54 RiskModels 56 ScopeStatement 58 StakeholderAnalysis 59 StatementofWork 62 SystemRequirements 64 Conclusion 66 References 66 CHAPTER 4 Communications Tools in the Planning Processes 67 Blueprints/Schematics 67 Budgets 68 ChangeControlPlan 70 CommunicationsPlan 73 ComprehensiveTestPlan 75 CostBaseline 77 DataFlowDiagrams 78 DesignSpecifications 79 DevelopmentPlan:Personal/Individual 81 DevelopmentPlan:Strategic 83 DocumentControlPlan 84 GoalsandObjectives 85 HelpDeskProcedures 87 HumanResourcePlan 89 IntegratedChangeControlProcedures 90 IssueManagementPlan 91 KickoffMeetingAgenda 93 MilestoneList 96 PerformanceBaseline 97 ProjectCustomerPresentations 98 ProjectPlan 100 ProjectSchedule 102 QualityManagementPlan 104 QualityMetrics 106 ResourcesPlan 107 ResponsibilityMatrix 108 RiskManagementPlan 110 RiskMitigationPlan(RiskResponsePlan) 113 ScheduleBaseline 114 ScheduleManagementPlan 115 ScopeDocument 116 ScopeManagementPlan 118 TaskList 119 TeamCharter 121 TestingPlan 122 Contents vii Work Breakdown Structure 124 Conclusion 126 References 126 CHAPTER 5 Communications Tools in the Executing Processes 127 Acceptance Test Plan Results 127 Action Item Register 129 Change Control Form 130 Change Control Record 132 Change Requests and the Change Request Log 132 Data Dictionaries 134 Effort Statement 135 E-Mail/E-Mail Protocol 135 Gantt Chart 137 Memoranda 138 Planning Meeting Agenda 139 Presentations 141 Problem Resolution 143 Prototype 144 Risk Assessment Form 145 Risk Log 147 Technical Documents 148 Telephone Logs 149 Work Results 150 Conclusion 151 Reference 152 CHAPTER 6 Communications Tools in the Controlling Processes 153 Control Book 153 Dashboard Report 155 Earned Value Analysi s 156 Issues List 159 Meeting Minutes 160 Performance Reports 162 Progress Report 163 Recovery Plan 169 RYG Tool 171 Status Meeting Agenda 172 Status Reports 174 Summary Reports 175 Team Report 177 Variance Report 179 Conclusion 180 Reference 180 viii Contents CHAPTER 7 Communications Tools in the Closing Processes 181 As-BuiltDrawings 181 CloseoutMeetingAgenda/KeyReviewMeetingAgenda 182 FinalReport 185 FinalVarianceAnalysis 187 FormalAcceptanceDocument 188 LessonsLearnedReport 189 PhaseCloseouts 191 ProjectArchives 192 UserAcceptanceDocuments 193 Conclusion 195 CHAPTER 8 Implementing Communications Tools 197 StakeholderConsiderations 197 OrganizationalConsiderations 198 VerbalCommunication 198 EvaluatingCommunicationsEffectiveness 199 About the Author 201 Index 203