The Project management communications toolkit

215 Pages·2014·7.532 MB·English

by  Carl L. Pritchard

The Project Management
Communications Toolkit
Second Edition
DISCLAIMER OF WARRANTY
The technical descriptions, procedures, and computer programs in this book have been de-
veloped with the greatest of care and they have been useful to the author in a broad range of
applications; however, they are provided as is, without warranty of any kind. Artech House,
Inc. and the author and editors of the book titled The Project Management Communica-
tions Toolkit, Second Edition make no warranties, expressed or implied, that the equations,
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 particular application. They should not be relied upon for solving a problem whose
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grams or procedures in such a manner is at the user’s own risk. The editors, author, and
publisher disclaim all liability for direct, incidental, or consequent damages resulting from
use of the programs or procedures in this book or the associated software.
For a listing of recent titles in the
Artech House Project Management Library,
turn to the back of this book.
The Project Management
Communications Toolkit
Second Edition
Carl Pritchard
Library of Congress Cataloging-in-Publication Data
A catalog record for this book is available from the U.S. Library of Congress.
British Library Cataloguing in Publication Data
A catalog record for this book is available from the British Library.
ISBN-13: 978-1-60807-545-4
Cover design by Vicki Kane
© 2014 Artech House
685 Canton Street
Norwood, MA 02062

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10 9 8 7 6 5 4 3 2 1
Contents
Preface ix
CHAPTER 1
The Nature of Project Communications 1
The Role of the Project Manager in Communications 3
Common Communications Problems and the Communications Model 4
Selecting the Right Tools 6
References 7
CHAPTER 2
Project Communications Technology 9
Computer-Based Technology 9
Project Management Software 9
E-Mail 10
Project Websites and Information Sharing Sites 10
Web-Based Communications 11
Audio Technologies 12
Teleconferencing 12
Voicemail 12
Video Technologies 12
Videoconferencing and Web Conferencing 12
Video-/Snapshot Phone 13
Traditional Media 13
Conclusion 13
CHAPTER 3
Communication Tools in the Initiating Processes 15
Approvals 15
Purpose 15
Application 16
Content 16
Approaches 16
Considerations 16
v
vi Contents
Business Case 17
Purpose 17
Application 17
Content 18
Approaches 19
Considerations 19
Business Justification 19
Purpose 19
Application 19
Content 20
Approaches 21
Considerations 21
Cost Case 21
Purpose 21
Application 22
Content 22
Approaches 23
Considerations 23
Cost Estimate 23
Purpose 23
Application 24
Content 24
Considerations 25
Customer Requirements 25
Purpose 25
Application 26
Content 27
Project Requirements Document Outline 27
Approaches 29
Considerations 29
Feasibility Analysis 29
Purpose 29
Application 30
Content 30
Approaches 33
Considerations 33
Forecasts 33
Purpose 33
Application 33
Content 33
Approaches 35
Considerations 35
Impact Analysis 35
Purpose 35
Application 36
Content 36
Approaches 37
Contents vii
Considerations 37
Mission Statement 38
Purpose 38
Application 38
Content 38
Approaches 38
Considerations 39
Organization Chart 39
Purpose 39
Application 39
Content 39
Approaches 39
Considerations 40
Press Release 41
Purpose 41
Application 41
Content 41
Approaches 42
Considerations 42
Project Charter 42
Purpose 42
Application 43
Content 43
Approaches 43
Considerations 43
Project Proposal 44
Purpose 44
Application 44
Content 44
Approaches 45
Considerations 45
Project Request 45
Purpose 45
Application 46
Content 46
Approach 46
Considerations 46
Quality Policy 47
Purpose 47
Application 47
Content 47
Approaches 48
Considerations 49
Risk Models 49
Purpose 49
Application 49
Content 49
viii Contents
Approaches 50
Considerations 50
Scope Statement 51
Purpose 51
Application 51
Content 51
Approaches 51
Considerations 52
Statement of Work 52
Purpose 52
Application 52
Content 53
Approaches 54
Considerations 54
System Requirements 54
Purpose 54
Application 55
Content 55
Approaches 55
Considerations 55
References 56
CHAPTER 4
Communications Tools in the Planning Processes 57
Budget Plan 57
Purpose 57
Application 57
Content 58
Approaches 58
Considerations 59
Change Control Plan 59
Purpose 59
Application 59
Content 60
Approaches 62
Considerations 62
Communications Plan 62
Purpose 62
Application 62
Content 63
Approaches 64
Considerations 64
Comprehensive Test Plan 64
Purpose 64
Application 64
Content 64
Contents ix
Approach 65
Considerations 65
Cost Baseline 66
Purpose 66
Application 66
Content 66
Approach 67
Considerations 67
Data Flow Diagrams 67
Purpose 67
Application 67
Content 67
Approaches 68
Considerations 68
Design Specifications 69
Purpose 69
Application 69
Content 69
Approaches 70
Considerations 70
Development Plan—Personal/Individual 71
Purpose 71
Application 71
Content 71
Approaches 72
Considerations 72
Development Plan—Strategic 72
Purpose 72
Application 73
Content 73
Approaches 73
Considerations 73
Document Control Plan 73
Purpose 73
Application 73
Content 74
Approaches 74
Considerations 74
Goals and Objectives 76
Purpose 76
Application 76
Content 76
Approaches 77
Considerations 77
Help Desk Procedures 77
Purpose 77
Application 77