ICT502

Week 7: Effective
Communication Skills in IT
Projects

ICT502 Applied IT Project A 1

 What we learned last week
• Introduction to Project Implementation
• Developing an Implementation Plan
• Project Execution
• Project Monitoring and Controlling
• Closing the Project

ICT502 APPLIED IT PROJECT A 2

 Week 7 Pre-Class Readings

YouTube Video:

The Communication 101 for Project Managers

https://www.youtube.com/watch?v=CJr1e2Lp5dI

ICT502 APPLIED IT PROJECT A 3

 Week 7 Topics
• Why Does Communication Fail in Project Management?
• Significance of Communication in Managing Projects
• Types of Communication in Project Management
• Key Steps to Manage Communication in IT Projects

ICT502 APPLIED IT PROJECT A 4

 Pre-Class Discussion
How to Improve Communication Skills at Work?

Youtube:
https://www.youtube.com/watch?v=knUEdy-kOIQ

ICT502 APPLIED IT PROJECT A 5

Why Does Communication Fail in Project
Management?

ICT502 APPLIED IT PROJECT A 6

Significance of Communication in Managing
Projects
• Introduction to the Significance of Communication
• Definition of Communication:
• Formal Definition: Communication is the process of exchanging
information, ideas, and feelings between individuals or groups.
• Project Context: In IT projects, communication involves the
sharing of project-related information among team members,
stakeholders, and clients.

ICT502 APPLIED IT PROJECT A 7

Significance of Communication in Managing
Projects (cont.)

ICT502 APPLIED IT PROJECT A 8

Significance of Communication in Managing
Projects (cont.)
• Overview of Communication in IT Projects:
• Project Coordination: Effective communication ensures that all team
members are on the same page regarding project goals, timelines, and
deliverables.
• Stakeholder Engagement: Clear and consistent communication helps in
managing stakeholder expectations and keeping them informed about
project progress.
• Risk Management: Timely communication allows for the early
identification and mitigation of risks, preventing potential issues from
escalating.

ICT502 APPLIED IT PROJECT A 9

Significance of Communication in Managing
Projects (cont.)
• Importance of Clear Communication:
• Avoiding Misunderstandings: Clear communication reduces the risk of
misinterpretations that can lead to errors and rework.
• Building Trust: Transparent communication fosters trust among team
members and stakeholders, creating a positive project environment.
• Enhancing Collaboration: Open lines of communication promote
collaboration and teamwork, enabling more effective problem-solving
and innovation.

ICT502 APPLIED IT PROJECT A 10

Types of Communication in Project Management

ICT502 APPLIED IT PROJECT A 11

Types of Communication in Project Management
(cont.)
• Each type of communication serves a specific purpose and is
essential for the smooth execution and success of the project.
• 1. Verbal Communication
• Face-to-face conversations, team meetings, conference calls.
• Immediate feedback and clarification.
• Gauges non-verbal cues.
• Resolves conflicts and builds relationships.
• 2. Written Communication
• Emails, memos, reports, project documentation.
• Provides detailed information and documents decisions.
• Permanent record for reference.
• Facilitates asynchronous collaboration.

ICT502 APPLIED IT PROJECT A 12

Types of Communication in Project Management
(cont.)
• 3. Formal Communication
• Structured and documented (announcements, progress reports).
• Follows specific protocols.
• Used in project kickoffs, milestone reviews, contractual discussions.
• Ensures professionalism and accountability.
• 4. Informal Communication
• Casual conversations, social interactions.
• Builds relationships and shares ideas.
• Encourages open dialogue and innovation.
• Creates a comfortable team environment.

ICT502 APPLIED IT PROJECT A 13

Types of Communication in Project Management
(cont.)
• 5. Horizontal Communication
• Between individuals/departments at the same level.
• Coordinates and collaborates among team members.
• Ensures mutual support and progress awareness.
• Fosters teamwork.
• 6. Vertical Communication
• Information flow up and down the hierarchy.
• Managers communicate with team members, who provide updates.
• Ensures proper decision-making and information dissemination.
• Aligns with organizational goals.

ICT502 APPLIED IT PROJECT A 14

 Key Steps to Manage Communication in IT
Projects: Establish a Communication Plan
• 1. Establish a Communication Plan

• Purpose:
• Define the goals of communication within the project.
• Identify the key messages that need to be communicated.

• Stakeholder Analysis:
• Identify all stakeholders involved in the project.
• Determine their communication needs and preferences.

• Communication Methods:
• Select appropriate communication methods (emails, meetings, reports).
• Consider the advantages and limitations of each method.

ICT502 APPLIED IT PROJECT A 15

 Establish a Communication Plan
(cont.)
• Frequency and Schedule:
• Set a regular schedule for communication activities.
• Ensure timely updates and consistency in information sharing.

• Roles and Responsibilities:

• Assign specific communication roles to team members.
• Clarify who is responsible for creating, distributing, and receiving
information.

ICT502 APPLIED IT PROJECT A 16

 Key Steps to Manage Communication in IT
Projects: Utilize Effective Communication Tools
• 2. Utilize Effective Communication Tools

• Email:
• Use for formal communication, detailed instructions, and documentation.
• Ensure clear and concise subject lines and content.
• Instant Messaging:
• Utilize for quick questions, updates, and informal communication.
• Choose platforms that support group chats and project-specific channels.
• Project Management Software:
• Implement tools like Trello, Asana, or Jira for task tracking and updates.
• Centralize communication related to specific tasks and milestones.

ICT502 APPLIED IT PROJECT A 17

• Utilize Effective Communication Tools(cont.)
• Video Conferencing:
• Schedule regular virtual meetings for team discussions and updates.
• Use platforms like Zoom, Microsoft Teams, or Google Meet for face-
to-face interactions.

• Document Sharing:
• Use cloud-based services like Google Drive or SharePoint for
collaborative document management.
• Ensure easy access and version control for all team members.

ICT502 APPLIED IT PROJECT A 18

Utilize Effective Communication Tools (cont.)

• 2. Utilize Effective Communication Tools

ICT502 APPLIED IT PROJECT A 19

 Key Steps to Manage Communication in IT
Projects: Conduct Regular Meetings
• 3. Conduct Regular Meetings
• Daily Stand-ups:
• Hold brief daily meetings to review progress, identify blockers, and plan tasks.
• Ensure everyone is aware of their responsibilities for the day.
• Weekly Progress Meetings:
• Discuss overall project status, milestones, and upcoming tasks.
• Address any issues or risks that may impact the project.
• Stakeholder Meetings:
• Regularly update stakeholders on project progress and gather feedback.
• Use these meetings to align stakeholder expectations with project outcomes.
• Ad-hoc Meetings:
• Schedule as needed to address urgent issues or changes in the project.
• Ensure key team members are available for these meetings.

ICT502 APPLIED IT PROJECT A 20

Conduct Regular Meetings

ICT502 APPLIED IT PROJECT A 21

 Key Steps to Manage Communication in IT Projects:
Foster Open and Transparent Communication
• 4. Foster Open and Transparent Communication
• Encourage Feedback:
• Create an environment where team members feel comfortable providing
feedback.
• Actively listen to concerns and suggestions from all team members.
• Transparent Reporting:
• Share project status, challenges, and successes openly with the team.
• Use dashboards and regular updates to keep everyone informed.
• Two-way Communication:
• Promote dialogue rather than one-way communication.
• Ensure team members can ask questions and share their thoughts freely.
• Conflict Resolution:
• Address conflicts quickly and fairly.
• Use mediation techniques to find mutually acceptable solutions.

ICT502 APPLIED IT PROJECT A 22

Foster Open and Transparent Communication:
Conflict Resolution

ICT502 APPLIED IT PROJECT A 23

 Key Steps to Manage Communication in IT Projects:
Monitor and Evaluate Communication Effectiveness
• 5. Monitor and Evaluate Communication Effectiveness
• Feedback Collection:
• Regularly gather feedback on communication processes from team members.
• Use surveys, interviews, or informal discussions to collect insights.
• Performance Metrics:
• Track key metrics such as response times, meeting attendance, and task completion
rates.
• Use these metrics to assess the effectiveness of communication strategies.
• Continuous Improvement:
• Analyze feedback and performance data to identify areas for improvement.
• Adapt and refine communication strategies based on lessons learned.
• Training and Development:
• Provide ongoing training for team members on effective communication techniques.
• Encourage the development of soft skills such as active listening and clear articulation.

ICT502 APPLIED IT PROJECT A 24

 Group Discussion Case Study
Scenario: A kickoff meeting for a new IT project
You are a project manager tasked with leading a kickoff meeting for a new IT
project. The project involves developing a mobile application for a client in the
healthcare sector. The meeting will include key stakeholders from both your project
team and the client's organization.
Questions:
1.What are the primary objectives of this project?
2.Who are the stakeholders involved in this project?
3.What are the initial milestones we need to achieve?
4.How will communication be managed between our team and the client?

ICT502 APPLIED IT PROJECT A 25

 Case Study: Discussion Points
•Primary Objectives of the Project:
• Develop a mobile application tailored for the healthcare sector to improve patient
engagement, access to healthcare services, and operational efficiency for healthcare
providers.

•Stakeholders Involved in the Project:

• Project Team:
• Developers, designers, testers, project manager.
• Client's Organization:
• IT manager, healthcare providers (doctors, nurses), patient representatives.

•Initial Milestones to Achieve:

• Complete requirements gathering and analysis phase.
• Develop and approve the initial UI/UX design mockups.
• Build a functional prototype for internal testing.

ICT502 APPLIED IT PROJECT A 26

 Case Study: Discussion Points
•Communication Management Plan:
•Regular project status meetings:
•Weekly video conferences with key stakeholders.
•Bi-weekly progress reports via email.
•Use of a centralized project management tool (e.g., Jira) for issue tracking and
collaboration.

ICT502 APPLIED IT PROJECT A 27

 Case Study: Discussion Points
•Here is a basic example of a project management communication plan:

ICT502 APPLIED IT PROJECT A 28

 Summary

•Communication plays a crucial role in project management by ensuring clarity of

goals, coordinating efforts among team members, and managing stakeholder
expectations effectively.
•In project management, communication is integral throughout the project lifecycle—
from initiating and planning phases to execution, monitoring, and closing stages.
•Types of Communication in Project Management include Verbal Communication,
Written Communication, Formal Communication, and Informal Communication.
•Key Steps to Manage Communication in IT Projects: Establish a Communication Plan,
Utilize Effective Communication Tools, Conduct Regular Meetings, Foster Open and
Transparent Communication, Monitor and Evaluate Communication Effectiveness.

ICT502 APPLIED IT PROJECT A 29

 Q&A

Question?

ICT502 APPLIED IT PROJECT A 30