Over the past two weeks, we continue our study with the
different components of project management. Last week, we discussed and fully
defined our project scope. This is the component that
involves determining and documenting a list of specific project goals,
resources, tasks, costs, and deadlines (Rouse, 2012). This component is
important because it tells the trainees what the training will and will not
cover. The project scope also includes
how long the project will take and how much it will cost. The scope statement
of the project should include what the project’s goal is, how much it will
cost, and when the training will take place.
Over the past week, we also covered the
component of communication. Communication is a key to success and if individuals
communicate effectively, things can get done efficiently and productively. The
components of an effective communication plan include the message, the
communicator, the audience, the timing of the communication, and the
distribution of communication. The message deals with the actual information
that needs to be communicated. The communicator needs to ensure that they are
informing the audience with accurate information. The communicator also needs
to make sure that the message is prepared, delivered, received, and understood.
The message can easily be sent out, but it is important to make sure that all
recipients understand the information being communicated. Effective
communication plan also involves making sure that the correct individuals are
being given the information. This relates back to the stakeholders. These are
the individuals that must be communicated with. Timing is also important. In
other words, when does the communication need to occur and how often? This is
vital because constant communication amongst all involved is important because
this allows everyone to consistently be on the same page. And lastly, how will
the communication be delivered. This depends on the stakeholders and the
easiest way to communicate amongst each other. Will it be through conference
calls, emails, text messages, etc. This method of delivery must be a form of
communication that is easily accessible for all involved
("Effective communication plans:," 2009).
Sometimes, communication is not the easiest task, especially
when there are many people involved in the project. Cox (2009) describes some
of the common challenges faced by instructional design project managers. These
challenges include perceptions, beliefs, attitudes, values, and noise. When it
comes to designing a project, the individuals involved will have their own
personal perceptions, beliefs, attitudes, etc. that are based on their own
personal backgrounds and experiences. This being said, they will bring these
perceptions, beliefs, and attitudes to the project, which in turn, can cause
issues. It is important to be prepared for these challenges that will need to
be overcome in order to have a successful project.
As we continue to learn more about the different components of
project management, I am beginning to identify and prepare for the challenges
that will arrive. I truly believe that communication is going to be the biggest
challenge of all. Communication tends to be an issue in many different
scenarios, not just project management. People assume, perceive, and have
different attitudes towards different situations. While one individual may
think they are doing a good job of communicating, another individual may not
think so. It is important to come up with a strategy that all individuals agree
on when it comes to communicating and making decisions. You want to ensure that
everyone is on the same page and is aware of the main goal at hand. As a
project manager, setting check points and goals for the production of the
project can be helpful so that everyone involved is aware of what needs to be
done and at what point. The project manager needs to decide as to what
communication approach is best for the team.
This was an important week because we fully stated what our project
will include and involve. It is important to state what the project will
provide, as well as what the project will not provide so that all participants
are fully aware and informed. Additionally, it is easy to agree that a
communication plan is a necessity in order to be successful. The individuals
involved need to know when and how you will be communicating with them so that
everyone is working together and so that everyone is on the same page. With
having a communication plan and clearly stating the project scope, the project
manager is able to potentially see any issues that may occur and hopefully avoid them before
them actually happening. Proper planning prevents poor performance!
Thursday Tweet:
http://www.successful-project-management.com/project-management-communication.html
This site
does a great job of laying out the importance of being a good communicator when
it comes to project management. It discusses the challenges communication can
bring about because the individuals involved in the project come from a diverse
background.
Helpful
Resources:
This site
really does a nice job of breaking down what project scope is and what to include
in the project scope. It lays out each component of the scope and explains it
in depth. At the end of the article, it provides a list of additional project
management resources that you can refer to if needed.
References:
Cox, D.M.T. (2010). Project management skills for instructional
designers:
A practical guide. Bloomington, IL : Iuniverse.
Effective
communication plans: 9 basic components. (2009). Retrieved
Rouse,
M. (2012, July). Project scope. Retrieved from
http://searchcio.techtarget.com/definition/project-scope
