Project Scope and Communication

     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:

http://www.cio.com.au/article/401353/how_define_scope_project/

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

 from http://www.s4consulting.com/nine-basic-components.html

Rouse, M. (2012, July). Project scope. Retrieved from

 http://searchcio.techtarget.com/definition/project-scope