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Creating Code39 in Software Figure 6-13 This process defines who needs what information and when they need it

Figure 6-13 This process defines who needs what information and when they need it
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When I teach my fundamentals of project management seminar, we do an exercise where every participant in the room gets their own ball of yarn Then each person connects their yarn to every other person in the room Sounds like an easy exercise, right Before you know it s pure pandemonium It s tough to tell who s connected to whom, and it s impossible to see any pattern to their group s logic of connecting to others in the room My point Each strand of yarn represents all of the communication channels in a project When it s tough to visually see who you re connected to, it s easy to realize how tough it is to keep track of all the communication requirements There s a nifty formula to prove my point (and to save Grandma s knitting yarn) The formula for finding the number of communication channels is N(N 1)/2, where N represents the number of stakeholders For example, a program may have 140 stakeholders; that d be 140(139)/2, which is 9,730 communication channels in this program The larger the program, the more attention you ll have to pay to communication The larger the program, the more detail you ll need to provide
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Collecting Communications Planning Inputs
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When you begin to analyze the communication demand in your program, you ll need to gather six attributes to determine your communication processes: Communication requirements I m going for the big one first This is the whole point of planning for communications You, your program team, your project managers and their teams, business analysts, and subject matter experts need to answer four basic questions when it comes to communication requirements gathering These four questions are at the heart of this program planning process Answer these successfully, and you ll be on your way Who needs what information When do the stakeholders need their information In what modality will the information be dispersed Who will relay the information to whom Program reporting requirements You ll need to work with management, stakeholders, project managers, the program management, and vendors to determine who needs to report what information and to whom Consider program aspects such as cost and schedule variance, quality expectations, defect repair, delays, risk, issue management, and any other attribute that may affect the overall program performance Program charter The charter has some direction for communications, as it defines the vision and expectations of the program Program scope statement The scope statement provides the framework for the program deliverables and communicates the intent of the program Program work breakdown structure The PWBS can contribute to communication, as you ll see the need to communicate to project managers, vendors, the program management, and stakeholders based on the deliverable of the program
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6: Working with Planning Processes
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Stakeholder analysis chart You can create a stakeholder analysis chart to gauge interest of stakeholders, their concerns and issues, and then address communications of what you ve learned These six items serve as inputs to communications management planning When change enters the program, and change will enter the program, you ll have to revisit this process and these inputs to address the changes and to determine the communication affected by the approved changes
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PART II
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Documenting Communications Management Planning
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The results of planning for communication are pretty straightforward You ll have two program plans that direct how communication is managed and executed in your program Here are your two communications management plans:
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Communications Management Plan
This plan specifically addresses: The stakeholders and the information they expect to receive from the program The schedule and the conditions that will trigger communications The modality of the communication the program will create The stakeholders that will contribute communication and the stakeholders that will receive communication in the program
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