CASE STUDY

PROJECT COMMUNICATIONS MANAGEMENT

BEST PRACTICES IN PRACTICE

Q No.1 What project communications best practices did the project practice?

Following best practices were practice:

i. Project stakeholders were properly informed of the project progress,

Outstanding issues, risks, and change requests.

ii. Information was gathered from multiple sources (for example, Project

Schedule, Issue and Risk Repositories, Testing Tool Data Metrics, Change

Request Log, and so on)

iii. Comprehensive weekly status reports were shared with the stakeholders.

iv. Detailed risk and issue status reports were prepared and shared in the weekly

risk and issue management meetings.

v. Overall project performance status was communicated to the control agencies

(for example, California Department of Technology, Department of Finance,

and so on) via a monthly Project Status Report (aka PSR) containing a variety

of performance tracking metrics.

vi. All questions were responded to, and all ambiguities were clarified in a timely

manner to ensure that the information was clearly understood by the

recipients as intended and everyone was on the same page.

Q No.2 How was the project performance status communicated to the control

agencies?

Project performance status was communicated to the control agencies via a

monthly Project Status Report (aka PSR) containing a variety of performance

tracking metrics.

Q No.3 What role did the project director play in enhancing the project

communications management?

The project director was a strong proponent of information quality who took a keen

interest in monitoring the quality of the content and delivery of the status reports

and suggested improvements when necessary.

Q No.4 What are the lessons learned from this case?

We learnt that all project stakeholders must be well informed about the project

progress, outstanding issues, risks, and change requests. Information should be

collected from all possible resources for the authenticity of data. Risks and issues

must be addressed on weekly meetings. Overall project progress should be shared

with decision makers authorities. Any question raised from any stakeholder must be

replied clearly and should be ambiguity free. We should also ensnare that the

shared information and reports are clearly understand by receipts. Quality of reports

must be monitored time to time and should give and get suggestions for

improvement.