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Project Communication Final

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5 views

Project Communication Final

project

Uploaded by

f5d8yfw5sv
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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PROJECT COMMUNICATIONS AND

RISK MANAGEMENT
1. AKAMPURIRA WALTER………………………… VU-BIT-2201-
1503-EVE
2. AGABA MICHEAL ………………………………… VU-BIT-2201-
1023-EVE
3. BETUNGYE NICHOLAS ………………..……… VU-BIT-2201-
0306-EVE
4. BYARUHANGA FRANCO ………………………… VU-BIT-2201-
0016-EVE
5. GIMOGOI DARLINGTON SMITH……………… VU-BIT-2201-
0466-EVE
6. KAYIMA HUSSEIN………………………………… VU-BIT-2201-
0707-EVE
Project Communication

 Thisis the exchange of information, ideas,


updates and feedback among the different
stake holders throughout the life cycle of a
project via different channels, methods and
processes with a purpose of keeping all
stakeholders aligned, informed and involved.
Project Communication

Stakeholders have to always be engaged with


the projects work plan and progress.
Examples of the stakeholders in an IT project
to build an online food ordering application
are clients (day to day customers), project
sponsors (the owners or top management),
end users (employees or people to run the
app at the business unit),
Project Communication
Project communications are broken down into different
processes i.e. planning of communications management
process, communication management process, and the control
of communications process;
Planning communications
management;
For the planning process, a project manager identifies the
different stakeholders in the project for example the internal
stakeholders project development team, department heads
(staff), the Executive (top management), and external
stakeholders like clients, government, and authorities and
their information needs.
Planning communications
management;
With all these parties having access to their required project
information met.
 Project team members need to know the task assignments
and deadlines,
 Project sponsors (executive) need to know the project cost budget,
project risks, project performance
 Clients need to know the project functions, avenues of providing
their feedback
 Authorities need to know the compliance of the project with
regulations
Communication Management and Execution
Process;

This involves creating


communications,
distributing
communications,
storing communications
and communication
retrieval, and
communication
disposal
Communication Management and
Execution Process;
Creating Communication:
This is the identifying of the need for communication due a
project milestone or stoke holder feedback/requirement.

Distributing Communication
This is the choosing of suitable communication channels
like meetings, emails, project managing tools to make sure
information reaches the appropriate stake holders in time
Communication Management
and Execution Process;
Storing Communications
The project manager organizes a central documents
repository that is well arranged and secure from their
correspondent source and time for easy retrieval and
accessible to relevant stake holders

Retrieving Communication
retrieve the information if needed and for reference
purposes, analysis and decision making.
Communication Management
and Execution Process;

Disposing of company communications


Project manager should have guidelines on how
stored information can be eliminated or deleted
as after some stages or time some data becomes
irrelevant.
Communication Management
and Execution Process;
Control of Communications Processes
Project managers stage meetings often like
weekly to do performance review, discuss
challenges and ideas and align priorities
Project managers use project management
software like MS Project to organize tasks, track
progress and set deadlines so as to deliver the
project in the anticipated scope.
Communication Management
and Execution Process;
Under Control of Communications Processes
Video conferencing, emails are used by project
managers to ensure transparency of the project,
collaboration and coordination with stake holders
as well as for accountability purposes
References

 https://www.projectmanagement.com/blog-post/21224/project-communication-mana
gement#_=_

 https
://www.linkedin.com/pulse/5-project-life-cycle-phases-execution-akif-ahmadzada-mb
a-pmp-
/
PROJECT RISK
MANAGEMENT
This is the process of identifying analyzing and
responding to potential risks that can impact the project
success.
Here we assess the uncertainties and possible risks that
can affect the project stake holder aims, project
scheduling, project costs, quality and come up with
strategies to cab and manage the risks.
PROJECT RISK MANAGEMENT
PLAN
 Interviewing the stakeholders, leaders, and experts if
they run similar projects and risks they ran into and how
we can prevent them
 Brainstorming with the project team;
The project manager should host a session or meeting were
the project team members can think and asses to identify
the risks that can happen to the project
PROJECT RISK MANAGEMENT
PLAN
Document and ratify your assumptions;
Assumptions These are things that you think will be true or
happen with any guarantee for example,
The assumption that a certain technology will be available for
integration into the project at a given date, can be ratified by
presenting it to the relevant stakeholders like the project
team, and technology vendors that would sit and resolve the
matter
PROJECT RISK MANAGEMENT
Check the checklist and see PLAN
if the team has come up with a check for
common risks
Perform a risk assessment matrix
Here we categorize the risks into, catastrophic, critical, marginal, and
minor which helps in prioritizing which potential risk to tackle first.
PROJECT RISK MANAGEMENT PLAN
Put the risk events it’s a risk register template that answers the following questions;
 what’s the likelihood of the given risk event?
 what is the probability of occurrence?
 what is the impact if the risk occurs?
 what is our risk response plan?
 given the likelihood and impact what’s its level of priority
 who owns the risk?
PROJECT RISK MANAGEMENT
PLAN
Analyze
For each risk identified analyze its likelihood, severity and response
plan discussed with the project team or key stake holders.
To decide severity asses how the risk event is going to impact your
budget, timeline, and for each risk you come up with a response plan
that may not be necessarily a solution but how the risk will be
addressed by your team.
PROJECT RISK MANAGEMENT
PLAN
Prioritizing
Here you base on your risk register to identify which risks are
more likely to happen and how damaging could they be for the
project’s success, the most important risks to address are
those with a high probability of happening and also high
severity but you have to monitor and address all potential risks
PROJECT RISK MANAGEMENT PLAN
Assign
Even though the risk hasn’t happened yet, it’s helpful to have a
risk owner early such that the team is prepared. The assigned
person will not only monitor but also develop a risk mitigation
plan.
PROJECT RISK MANAGEMENT
PLAN
Response
If at any given point a risk becomes a reality the
as a project manager with the risk register and
risk management plan you should be in place to
have a contingency plan to address the risk
PROJECT RISK MANAGEMENT
PLAN
Monitoring
Here the project has began and you are monitoring risks
to avoid any surprises by
 Sending regular status update to the team members
and stake holders an risk management is pro active
 Checking in with the risk manager whether there are
no red flags and making sure everything is going on
properly
 Keeping an eye on the risk register in case of any
updates
References

 https://asana.com/resources/project-risk-management-process
 https://
www.pmi.org/about/learn-about-pmi/what-is-project-management

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