Communications Flashcards by Junaid Hassan

Full contents

Importance of effective communication
Communication strategy and plan
Stakeholder engagement.
Active listening.
Project governance
Obeya
Commitment-based Management™.
PMIS to improve communication
COMPASS

How well did you know this?

Not at all

Perfectly

Key communication documents

Transmittals (cover sheet)
Contracts
Estimates
Schedules
Submittals (shop drawings, material data, samples and product data)
Memos and letters
Site diaries
Change orders
Warranties

How well did you know this?

Not at all

Perfectly

7 principles of effective communication

Avoid being vague
Clear purpose
Decisiveness
Resolve conflicts
Asking questions
Allow others to speak
Clear outcome

How well did you know this?

Not at all

Perfectly

Top 05 effects of poor communication

Time overruns
Disputes
Cost overruns
Rework
High accident rate

How well did you know this?

Not at all

Perfectly

Top 5 causes of poor communication

Lack of effective communication
Poor communication skills
Language barrier
Lack of communication platforms
Improper communication channels

How well did you know this?

Not at all

Perfectly

04 techniques to prevent ineffective communications

Running effective meetings
Conducting effective conversations
Active listening
Communication reviews

How well did you know this?

Not at all

Perfectly

03 things to consider for communication strategy and plan

WHAT is the message
WHO is the audience
HOW will the message be communicated

How well did you know this?

Not at all

Perfectly

8 elements of communication strategy and plan

Identify target audience
Identify stakeholder expectations
Define communication tools and methods
Define the target message
Classify the type of communication
Establish forums and frequency
Agree on an owner
Outline proposed branding guidelines

How well did you know this?

Not at all

Perfectly

Key communication tools

PM scheduling and estimation tools
PMIS
ERP
Collaboration software
Block chain for smart contracts

How well did you know this?

Not at all

Perfectly

Types of feedback loops

Positive (client identifies a change to design to increase value)
Negative (client identifies a design defect)
Internal
External

How well did you know this?

Not at all

Perfectly

Feedback loops example

How well did you know this?

Not at all

Perfectly

Stakeholder matrices

Power - Interest Matrix (who we should focus on)
Stakeholder Analysis Matrix (how we should engage)
Stakeholder Engagement Assessment Matrix (how effective is the engagement)

How well did you know this?

Not at all

Perfectly

Power - interest matrix

How well did you know this?

Not at all

Perfectly

Stakeholder analysis matrix

How well did you know this?

Not at all

Perfectly

Stakeholder engagement matrix

How well did you know this?

Not at all

Perfectly

6 steps for effective stakeholder communication

Summarize stakeholder information
Decide what you want from each stakeholder
Identify key message
Identify stakeholder communication approach
Implement stakeholder engagement plan
Receive stakeholder feedback

How well did you know this?

Not at all

Perfectly

5 causes of resistance to change

Lack of effective communication
Lack of awareness of change objectives
Skill deficit
Poor org structure and poor management
Resource constraints

How well did you know this?

Not at all

Perfectly

5 stages to manage resistance

Begin with a process perspective
Considers 03 techniques for resistance management (prevention, proactive management, reactive management)
Conduct anticipating resistance discussions
Integrate resistance management
Build resistance management skills

Mehrabina’s rule of communication

55% body language
38% tone of voice
7% words spoken

Active Listening - 04 elements of communication

Sender
Message
Channel
Receiver

Active listening skills

Create time for listening
Listen with the intention to understand
Avoid interruptions and distractions
Process what you have heard and avoid judgement
Repeat for validation

Choices in how we listen

Disagree and defend
Jump to a solution
Listen with intention

What is project governance

Decision making within a framework

04 benefits of governance structure

Single point of accountability
Proactive risks and issues management
Defined roles
Transparent communications

Project governance best practice

05 defining principles of good project governance

Clear project definition Visibility of project performance information Clear accountability Effective contracting strategies Rigorous reporting and communication

08 components of project governance structure

Project governance framework Roles and responsibilities Stakeholder engagement Meetings or forums Communication and reporting Risks and issues management Assurance Project controls processes

What is Obeya

A Big Room that provides space and time for coordination and problem solving without organizational barriers Obeya is based on the principles of lean management

Conditions of Satisfaction CoS

Each COS is a commitment that all team members are responsible for delivering according to COS Agreed priorities for the project Decision making guide Aligns team's focus COS are measurable but not always Typically 8 to 15 COS - budget, schedule and safety included

07 principles of Obeya

Aligned on the purpose Visual elements Advance work together Problem solving Effective teamwork Engage the leadership Regular meetings

09 rules of Obeya

Preparation Improvement Effective onboarding Positive reinforcement Focus on learning Safe confidential zone No stripes Speak up Listen to others

Considerations for physical space in Obeya

Large open room Breakout spaces Technology Restrooms, kitchens Visuals

Obeya or Big Room Approaches

Colocated Recurring Virtual Hybrid (mix of in-person and virtual)

Problem solving techniques in Obeya

PDCA (plan, do, check, act) A3 report

A3 problem template

Background Current state Goals Analysis Proposal Plan/Impact Follow up

What is CbM

Framework that brings clarity and purpose to drive actions using effective conversations Commitments are made between a customer and a performer Effective commitments have Conditions of Satisfaction

04 stages of Commitment Based Management CbM

Preparation (ensure requests are clear and understood) Negotiation (both parties agree, changes are managed) Performance (regular dialogue during execution) Feedback (constructive feedback)

05 things that make a commitment more likely to happen

Commitment is publicly known Commitment is actively negotiated Commitment is voluntary and not forced Commitment is explicit Commitment is mission based

PMIS

PMIS is not just a software, it is a collection of tools, methods and processes

Key features of a PMIS

Scheduling Resource management Budget/costs Control and performance Reporting Integration and ease of use Project documents and data Collaboration tools and social media

Principles of PMIS

Any PMIS should be based on the following 05 principles Performance improvement Transfer of knowledge Team collaboration Widespread application Value of information (do not add information that is not valuable)

COMPASS

Communications Project Assessment Tool

06 assessment categories

Accuracy (e.g. poor, conflicting) Timelines Completeness Understanding (information expectations) Barriers (understanding, accessibility etc.) Procedures (lack of etc.)

COMPASS Tool

04 sections Introduction Project information tab - filled by the PM Communications questions - filled by respondents Report