Communication Management 10.3 Distribute Information

 1. Communication Management 10.1 Identify Stakeholder

2. Communication Management 10.2 Plan Communications

3. Communication Management 10.3 Distribute Information

4. Communication Management 10.4 Manage stakeholder Expectations

5. Communication Management 10.5 Report Performance

 

Information distribution is the process of getting information to project stakeholders in a timely manner by:

a.       Implementing the communications management plan and

b.      Responding to unplanned requests for information. Information distribution requires effective use of the following aspects of communication:

·         Sender-receiver models: Feedback loops and barriers

·         Choice of media: Written vs. oral, formal vs. informal, face to face vs. email

·         Writing style: Active vs. passive voice, word choice, and sentence structure

·         Presentation techniques: Body language and visual aids

·         Meeting management techniques: Use of agendas and managing conflict

·         Facilitation techniques: Building consensus and overcoming obstacles

Distribute Information
Inputs	Tools	Outputs
1.       Project management plan 2.       Performance reports 3.       Organizational process assets	1.       Communication methods 2.       Information distribution tools	1.       OPA updates

Three Key Inputs for Distribute Information:

1.       Project Management Plan: Contains the communications management plan, Section 10.2.3.1.

2.       Performance Reports: used to distribute performance and status information. These reports should be as precise and current as possible.

Forecasts of future performance are also part of this process and frequently use earned value methods such as EAC, ETC, TCPI etc.

3.       Organizational Process Assets: Organizational process Assets that may influence information distribution include:

·         Information distribution procedures and guidelines

·         Templates

·         Historical information and lessons learned

Two Key Tools for Distribute Information:

1.       Communication Methods: Used to distribute information using meetings, video and audio conferences, computer chats, and other technology base methods.

2.       Information Distribution Tools: Examples of such tools include:

·         Hard copies, firing systems, press releases, and shared databases

·         Electronic communication and conferencing tools (e-mail, fax, voice mail, telephone, video conferencing, and web publishing

·         Electronic project management tools (protect management software, meeting support software, portals, etc.)

One Key output for Distribute Information:

1.       Organizational Process Assets Updates: Should include the following:

·         Lessons learned database

·         Project records: correspondence and other important information stored in an organized fashion (project notebooks are suggested)

·         Project reports and presentations

·         Feedback from stakeholders

·         Information provided to stakeholders