Review the following scenarios, and then write a paragraph for each one describi

Question

Review the following scenarios, and then write a paragraph for each one describing which media you think would be most appropriate to use and why. You should also explain how you would approach the topic. Many of the technical staff on the project comes in from 9:30 to 10:00 a.m. while the business users always come in before 9:00 a.m. The business users have been making comments. The project manager wants to have the technical people come in by 9:00, although many of them leave late. You need to make a general announcement regarding the direction of your project to a large group of people and want to make sure they get the information. You have received an email from one of the executive sponsors indicating that they are very upset to find out that the project you are working on is behind schedule. He wants to know why you have not communicated this to him earlier. As the project manager you have been providing regular status reports that provide this information, and he is on the distribution list. One of the critical forms of communication on a project is providing regular status reports. Status reports are often difficult to communicate because some people like to have all the details while some prefer just the high level information. As a project manager, explain the type of communication you would use to provide status information to the project team members, the project sponsor, and the project stakeholders. Would it be the same or different?

Explanation / Answer

The main theme of communication is the most important requirement for a project to succeed.The project manager has to understand the needs of team members and at the same time they feel good workplace and receive from them what is expected from them.If the people could arrive on time meeting is the best one for communication.The technical people could discuss the project with business users face to face,from that they understand very easily.From this the manager should try best to ask the technical people arrive on time .when they could not arrive on time ,choose the phone calls as another communication.But it is not as good as meeting,it useful for them and the business users to exchange info.

From this the meeting is the easiest one to use. From this new ideas or some suggestions are required. The idea is brainstorm the best idea.It means the ideas or suggestions should come from many people .From this meeting is the appropriate simplest, easiest and quickest way for raise and clarify doubts.

web site is the next appropriate media to use. Since these phone calls and e-mails asking similar types of questions, and the people answers should be similar. Using web site to publish these familiar questions’ answers, and asking users or customers to look through the web site to find their questions’ answers, it will reduce my energy and time

e-mail is the most appropriate media to use. Since I only make a general announcement and will give it to a large group of people, e-mail is the easiest way to do it. I can send group e-mails to many people, and use e-mail receipts to make sure all people get the information.

The fastest and surest way to get the announcement out to the group is via e-mail since everyone uses acomputer and is tied to the internet.

The e-mail can direct everyone to the company website wherelinks would be made available to webpages containing more detailed information. The information on the website can be updated as needed and offer a feedback page or a forum where team members canpost questions and suggestions.

we should remind the executive sponsor that he is on the distribution list and should have been receiving regular status reports providing the information he is now complaining about. It is not your responsibility to make sure he checks his e-mail and the company website. In the future, if he wants to be notified by telephone when a delay is anticipated, you are more than willing to accommodate him.In the meantime, you should explain to him that the matter is not out of control and that the project can still be completed on time and successfully.

Inform the people are in the process of rectifying the situationby increasing the work hours, doing overtime if necessary, utilizing more resources, identifying the causes of the slowdowns, replacing team members who are failing to carry out their tasks in a timely manner, eliminating inefficiencies, and finding ways of increasing enthusiasm within the group. Ensure the sponsor that you understand his concerns and share his commitment to getting the job done on time and successfully. You may suggest that in addition to the formal scheduled status meetings, we could meet informally with him to discuss issues that need to be handled in a more timely manner.

A communication strategy should be conceived at the project planning stages, so key is its influence on the success of the project. We could consider communication methods to be either ACTIVE or PASSIVE.

ACTIVE communication methods being those used to communicate in the here are:

Face to Face meetings

Video conference, meeting - one on one, or group

Telephone conference, or voice only web conference

Webinars, becoming increasingly popular for the delivery of presentation based activities

Telephone - granted but still better than not speaking to someone.

Stand Up presentations in person

PASSIVE communication methods are those which recipients can adopt in their own time:

Pod cast

Web cast

Email

Intranet bulletin boards

Blogs

Website

Project Newsletter - paper based

Table top presentation

A Project Manager, it's important to pick methods that will add value, rather than it would be a cool gadgety thing to do.

A big end result of communication is the ability to understand what is being communicated. Given that a lot of the time, understanding what people are saying involves appreciating the feelings that lie behind the reason for the discussion, we can only best understand what they are saying, and importantly why, if we are able to empathise with them means share an understanding of the feelings behind what they are saying. The only way of achieving this in my experience is to spend time with people, fully engaged with them and prepared to experience the feelings which may be the key driver of that communication process

Each individual stakeholder has a different set of requirements for project information, and prefers different ways of receiving their communications. It will not be possible to define a unique set of communications and communication vehicles for each stakeholder in most projects, so the best we can do is identify the different category of stakeholder and define the required information and communication methods that best suits the group.

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