Project management demands the free flow of communication among stakeholders. Your organization's policies and/or access to software will determine how you provide timely and appropriate creation, collection, dissemination, storage and ultimately, the disposition of the information and knowledge. The distribution mechanism you choose should be based on the type of information to be disseminated, requirements of the audience and the timeline for necessary response. It is important to weigh the pros and cons of the available methods to ensure that all intended receivers can use the distribution methodology. Show
Face-to-Face CommunicationFace-to-face communication is suitable for group or individual meetings and can be either formal or informal. It allows for instant feedback, and you are better able to gauge whether the others understand what is being communicated. One disadvantage is that meetings can be costly if participants have to be brought in from other states and/or countries. In addition, you need time and resources to facilitate such meetings, with staff dedicated to ensuring the agenda is followed, the meeting starts and ends on time, and minutes are taken and distributed to all participants. Digital CommunicationsIn today’s information age with easy access to the Internet, computers and mobile devices, project information can be distributed in electronic version form. Given the shortage of time and tight budget controls for some projects, communication via the Internet is faster, cheaper and easier to retain for record purposes. Email works best for brief updates on project status, while large files can be sent as attachments or stored in the cloud. You can also maintain a project portal or intranet site to share project data. A major disadvantage is the risk of data loss or unauthorized access to confidential project information by hackers. Hard-Copy CommunicationsYou can use hard-copy communications such as letters, memoranda and reports to disseminate project information to stakeholders. Written documents do not have to be delivered on the spur of the moment. Since they are visual and textual, they can be edited and revised several times to shape them for maximum effect before being distributed. In addition, they provide a permanent record of the communication which can be archived for later retrieval. A major disadvantage is storage. They require paper, which can be cumbersome to file and store in large quantities. Aging of the documents and susceptibility to loss or damage can lead to difficulties in managing project records. ConferencingConference calls and video conferencing can be used to pull a large group together. You may use the telephone or online tools that allow for real-time video collaboration, if all parties are able to see each other. Most of the video conferencing tools also provide white boards and other options for document sharing and editing. One disadvantage concerns time zones -- it can be difficult to get everyone scheduled in a session depending on where they are in the world. Another is that the personal aspect of a conversation is taken away, and conferencing etiquette may not be observed by some users such as being on time and paying attention. References Resources Writer Bio Dr Jack Gordon, the Chief Technology Officer at Strontium Logistics, is a 20-year veteran of the engineering and marketing business who favors stiff drinks, good debates and developing innovative digital marketing strategies to help companies grow. Image Credit Image Source/Digital Vision/Getty Images CH 10 4. What items should a communications management plan address? How can a stakeholder analysis assist in preparing and implementing parts of this plan? 5. Discuss the advantages and disadvantages of different ways of distributing project information. 6. What are some of the ways to create and distribute project performance information? 7. Discuss advantages and disadvantages of telecommuting. 8. Explain why you agree or disagree with some of the suggestions in this chapter for improving project communications, such as creating a communications management plan, stakeholder analysis, or performance reports. What other suggestions do you have? CH 11 2. What are some questions that should be addressed in a risk management plan? 3. Discuss the common sources of risk on IT projects and suggestions for managing them. Which suggestions do you find most useful? Which do you feel would not work in your organization? Why? 4. What is the difference between using brainstorming and the Delphi technique for risk identification? What are some of the advantages and disadvantages of each approach? Describe the contents of a risk register and how it is used in several risk management processes. 5. Describe how to use a probability/impact matrix and the Top Ten Risk Item Tracking approaches for performing qualitative risk analysis. How could you use each technique on a project? 6. Explain how to use decision trees and Monte Carlo analysis for quantifying risk. Give an example of how you could use each technique on an IT project. "Is this question part of your assignment? We Can Help!" What are the methods for distributing information on projects?Any or all of the following are acceptable methods for distributing project information to stakeholders and other relevant interested parties:. Project team meeting.. Individual, one-on-one meetings.. Stakeholder meetings.. Video conferencing.. Conference calls.. Email.. Portal or project intranet site.. What are the advantages and disadvantages of project planning?Describe the Advantages and Disadvantages of Project Management. Project Management Pros. ... . Efficient Goal Setting. ... . Improved Communication. ... . Greater Customer Satisfaction. ... . High Level of Expertise. ... . Accurate Risk Assessment. ... . Project Management Cons. ... . High Costs.. What are the advantages of distributing policies to stakeholders electronically?Digital Communications
Given the shortage of time and tight budget controls for some projects, communication via the Internet is faster, cheaper and easier to retain for record purposes.
What is information distribution in project management?4.7. Distribute Information. The Distribute Information process is responsible for getting information to stakeholders about the project in a timely manner. It describes how reports, and other information, are distributed and to whom. Executing the communications management plan also occurs during this process.
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Discuss the advantages and disadvantages of different ways of distributing project information
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