COURSE 3 - Google PMP Certification (Week 5)

Planning Communications Upfront

-Improve communication overall -Keeps people engaged and motivated -Gets stakeholders involved in effective conversations

Types of Communication

-Meetings -Emails -Phone Calls -Written documents -Formal presentations

How can you foster effective communication within your team? Select all that apply.

-Recognize and understand individual differences -Obtain feedback and incorporate it going forward

Tips for effective communication

-Recognize and understand individual differences Not making assumptions about your audience's backgrounds, identities, or experiences. Being mindful of your own biases. Using appropriate, professional, and neutral language. Including, respecting, and being curious about diverse points of view. -Brainstorm and craft the appropriate message What channels can your audience use to contact you or the team? Are you conveying information? Are you asking for input? Are you clarifying an issue? Are you resolving a problem? -Deliver your message As you craft your message, think about which methods are available and appropriate for communicating with various members of your team, whether that is in person, in a video conference, over the phone, via email, or in a meeting. Choosing the right method is especially important if you have team members or stakeholders in different regions and time zones. Also, be sure to: Avoid including any sensitive or potentially private information. Assume everyone at the company will receive the communication. -Obtain feedback and incorporate that feedback going forward Communication doesn't end when you deliver your message, so be sure to follow up with your audience by: Checking to make sure your message was clear. Asking them for feedback. Encouraging open communication. Responding to questions quickly.

Just like other plans related to the project, your communication plan needs to address these questions

-What needs to be communicated -Who needs to communicate -When communication needs to happen -Why and how to communicate -Where the information being communicated is stored

Personally Identifiable Information (PII)

-email addresses -mailing addresses -phone numbers -precise locations -full names or usernames

As a project manager, you store the project RACI chart and Stakeholder analysis chart in two separate locations. What can you do to ensure team members have access to this information?

Attach the links for team members in a centralized planning document.

How can you recognize individual differences in your communications? Select all that apply.

Be mindful of your own biases. Exp: Everyone has some biases, and you should be aware of yours when communicating with your team members and stakeholders. You should also avoid making assumptions about your audience's background, use professional language, and include diverse points of view when communicating. Use appropriate, professional, and neutral language. Exp: Using professional and neutral language will help to keep your communications inclusive. You should also avoid making assumptions about your audience's background, be aware of your biases, and include different perspectives when communicating.

Beyond what needs to be communicated, a communication plan addresses which of the following questions? Select all that apply.

Beyond what needs to be communicated, a communication plan addresses which of the following questions? Select all that apply. Where the information communicated is stored Ex: A communication plan organizes and documents the process, types, and expectations of communication for the project. It also tracks where the key information that is communicated is stored. The size and complexity of the plan differs for each project, but it is always good to have Who needs to communicate Ex: A communication plan documents the process, types, and expectations of project communication. It also answers questions about who, what, when, why, and how communication happens and where key information communicated is stored. When communication needs to happen Ex: A communication plan helps to manage all the different kinds of communication that will happen during a project. It covers key questions about project communications, such as who communicates, what they communicate, why the communication happens, and more. Why and how to communicate Ex: A communication plan helps project managers keep aware of the numerous project communications and organize them effectively. To that end, the communication plan documents and organizes the process, types, and expectations of project communications.

Customers

Collect data on popularity of new and potential menu items

Which five of the following categories are part of a communication plan?

Communication type Recipients Key dates

Bakery managers

Coordinate on opening dat menu and promotional giveaways

How can a project manager evaluate which parts of a project communication plan are over-sharing or under-sharing information? Select all that apply.

Create anonymous feedback surveys for stakeholders and team members. Have one-on-one conversations with stakeholders and team members.

Discuss project progress, action items, and blockers

Daily planning meeting, via video call

What are the benefits of keeping project plan documents in one centralized place? Select all that apply.

Ensure continuity if a new project manager joins the team Exp: Keeping project plans in one place helps new project managers find what they need to keep the project moving. Provide visibility and accountability Exp: Keeping the project plan in one place makes documents accessible and creates accountability for tasks.

As a project manager, part of your communication plan is to have an in-person meeting with team members. What additional details should the communication plan include? Select all that apply.

Frequency Goal

Tips for creating your communication plan

Identify, identify, identify Before you begin creating the plan, answer these questions to ensure that you have all of the relevant information: Project stakeholders: Have you created a RACI chart or stakeholder map of all your stakeholders? Who is your audience? Who will need to be informed at different points during the project life cycle? Communication frequency and method: When and how often should you check in with your stakeholders? What methods of communication do they prefer? How much detail does each stakeholder need? Goals: What is the goal of your communication? Do you need a response? Are you trying to encourage engagement or simply providing an update? Barriers: Are there any time zone limitations? Language barriers? Do some stakeholders require time to reply or respond (e.g., an executive)? Are there any privacy or internet access issues? Document and develop Choose a tool or template to document all of your communication needs, and begin developing your plan. Once you understand the basic elements (stakeholders, communication methods, goals, and barriers), it's time to work out the details! Here are some tips: Add a column for notes. Project management is not one-size-fits-all, and there are a lot of pieces that need to be tracked. For instance, if you are reaching out to a senior leader or executive, do you need to copy anyone else on the email? If a stakeholder is out of office or unavailable on certain dates, do you have a backup plan? Add notes to set reminders and any additional relevant details. Use formatting to highlight any key details in the plan. Is there a launch announcement or an urgent decision needed for the project to move forward? Highlight these pivotal elements in a different font color or size to stress their importance. Ensure that the team can access your document. Share the plan with your team. Allowing your team to review the document ensures that they are aware of the plan and gives them a chance to offer feedback. Sharing the document also serves as an extra check to make sure you aren't missing any crucial pieces. Test your plan. If you are sending a team-wide email or link, send a test email to yourself or a colleague. If you are planning a virtual presentation, be sure to test the visual, audio, and other technical aspects in advance. That way, you can minimize any technical problems. Check in Once your communication plan is out in the world, check in with your audience about the effectiveness of your plan. Scheduling routine check-ins will help you understand what is and is not working so you can improve your plan. You want to ensure that your communication plan gets the right information to the right stakeholders at the right time. Additionally, make sure to double check that key stakeholders have not changed over time. Evaluate where you may be over- or under-sharing information or missing stakeholders. You can do this through: Anonymous survey forms Polls or open feedback sessions during team meetings One-on-one conversations and check-ins with key stakeholders Keep these tips in mind as you build your next communication plan and you will be set for communication success!

Personally Identifiable Information (PII)

Information that could be used on its own to directly identify, contact, or precisely locate an individual

How can project managers ensure plan visibility for stakeholders? Select all that apply.

Manage document permissions to give access to relevant information Keep documents in a centralized location

In your communication plan, how often does your team communicate with Human Resources while developing the training plan?

One time

Collect data on popularity of new and potential menu items

One-time survey, sent via email with two follow-up reminders

Communication Plan

Organizes and documents the process, types, and expectations of communication for the project

The owner and senior stakeholders

Provide a high-level overview of project status and its impact

Provide a high-level overview of the project status and its impact

Quarterly presentation, held in person

Imagine that a restaurant is hosting a recruitment day to hire delivery drivers. The project manager creates a plan to organize stakeholder communication. The plan indicates the following: The team lead updates the core hiring team every day for two weeks prior to the event to report next steps so they each know their daily responsibilities. The core hiring team contacts the job candidates the Friday before the event to remind them of the time and location. The project manager contacts the venue and caterers the Monday before the event to confirm reservations. In the above scenario, what three key elements are missing from the communication plan?

Resource links Exp: While the plan includes details like recipients, dates, and goals, it doesn't include where communication resources will be stored, such as a digital document. Other key elements that are missing from the plan include the type of communication and delivery methods. Type of communication Exp: The type of communication, such as a status update, user feedback, newsletter, or another type of project meeting, is missing from the plan. Other key elements that are missing are delivery methods and resource links.

Which tools can help determine the best type of communication for those involved with the project? Select all that apply.

Stakeholder map RACI chart

Need to know basis

Telling someone facts they need to know at the time they need to know them, and nothing more

In your communication plan, who coordinates with the Print Shop about printing the training manuals?

The Administrative Coordinator Exp: The Administrative Coordinator communicates with other teams, like the Print Shop and Facilities.

In your communication plan, who is the Sender/Owner responsible for communicating the training schedules, locations, and other details to Office Green employees?

The Training Manager exp: The Training Manager is responsible for communicating practical information to trainees.

When should communication happen during the project life cycle?

Throughout the entire life cycle of the project Exp: Communication is not a one-time event; it needs to happen throughout the entire life cycle of the project—from the project team, stakeholders, and the project manager.

Which of the following is a best practice you can use to help ensure that your communication plan is effective for your team? Select all that apply.

Use formatting to highlight any key details. Exp: You can highlight key elements in a different font color or size to stress their importance and include a notes column for any additional relevant details. It's also important to ensure that your team has access to your plan and to test your plan ahead of time. Test your plan Exp: If you are sending a team-wide email or link, send a test email to yourself or a colleague. If you are planning a virtual presentation, be sure to test the visual, audio, and other technical aspects in advance. You should also add a column for notes, use formatting to highlight key details, and share your plan with your team. Add a column for notes. Exp: You can add notes to your communication plan to include any additional relevant details and to set reminders. You can also use formatting to highlight key details, share your plan with your team, and test your plan ahead of time.

Documentation storage...

and sharing is very important Having plans in one place makes communication quicker, easier, and more streamlined

Documenting plans in one place provides...

continuity

Project team

discuss project progress, action items, and blockers

Have all of your project resources...

documented and linked so that you or anyone on the project can access what they need quickly

Summarize relevant information for those who need to stay informed of final outcomes, but...

don't need all the background information

Make sure people in relevant roles are granted access to documents so that...

even in your absence, the project can carry on

Fill in the blank: Project managers should identify project stakeholders, communication methods, communication goals, and communication _____ before creating a communication plan.

frequency

Fill in the blank: Effective communication is clear, honest, relevant, and _____.

frequent Exp: Regular communication keeps stakeholders up-to-date, but be mindful of information overload.

Communication needs to...

happen throughout the entire life cycle of the project

Having up to date plans will help ensure there's...

no room for miscommunication

Documenting and organizing plans...

provides visibility and accountability

Determine what kind of information to...

share with whom and when

Communication

the flow of information and includes what is shared, how it's shared and with whom

Protect sensitive data from...

unauthorized viewers

Coordinate on opening day menu and promotional giveaways

weekly planning check-in, via phone

Fill in the blank: In the communication plan you created, you scheduled _____ to keep your manager informed and get feedback.

weekly updates Exp: Your manager is interested in the trainings, but not directly involved, so weekly updates should be enough.