Building a Communication Strategy and Plan PDF

CONSTRUCTION PROJECT COMMUNICATIONS BUILDING A COMMUNICATION STRATEGY AND PLAN Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course....

CONSTRUCTION PROJECT COMMUNICATIONS BUILDING A COMMUNICATION STRATEGY AND PLAN Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 1 Copyright Copyright©2024 2022 Project Management Institute, Inc. All rights reserved. ThisThis material material is being is being provided provided as part as part of aofPMI a PMI Workshop. course. 2 Objectives How to develop How feedback loops an effective can be used to highlight communication gaps and resolve strategy and plan communication issues Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 3 Communication Plans and Communication Strategies in Complex Projects Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 4 By the Numbers Each year, we spend approximately $9 trillion globally—or More Whatthan 99% ofof percent Ineffective What percent of more than 8% of How much is spent those projects these projects fail failtoto communication these failures can be global GDP—on annually on deliver on budget, deliver budget,on on accounts for 33% attributed to megaprojects such megaprojects? time time,and andwith withtheir their of all ineffective megaproject as railways, airports, promised promisedbenefits. benefits? failures. communication? bridges, wastewater projects and nuclear power plants. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 5 Establishing a resilient and proactive communication strategy and plan will help you avoid becoming part of this statistic in the previous slide. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 6 Communication and Productivity Over 200 contractors were surveyed in order to analyze current processes for planning and executing The survey revealed that “60% of general contractors projects. see problems with coordination and communication between project team members and issues with the quality of contract documents BIM 360 Resource Center. as the key contributors (2019, November 4). The KPIs of construction. Retrieved November to decreased labor productivity.” 17, 2022, from https://bim360resources.autodesk.c om/optimizing-your-construction- kpi/kpis-of-construction-report Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 7 What’s the Difference Between a Communication Strategy and a Communication Plan? Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 8 What Is a Communication Strategy? A communication strategy works as a blueprint for how projects and programs exchange information across all stakeholders. It must be aligned to the project objectives. The owner of the communication strategy is responsible for documenting the interventions and key messages needed for each key stakeholder throughout the project life cycle. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 9 Benefits of an Effective Communication Strategy People know what’s Ideas and feedback Provides oversight expected of them, are encouraged and and understanding how they contribute, Benefit Benefit Benefit come from the into other teams’ 1 the purpose of the project, and what 2 ground up, laterally 3 deliverables, scope, across teams, as requirements, or needs to happen well as top down. time lines. next. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 10 Your Turn Have you ever developed or used a communication strategy? Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 11 What Is a A communication plan is a map Communication that details the information the project needs Plan? to execute the strategy. That includes: Messages Audiences Communication media Activities Timeline Stakeholders who are responsible for delivering, executing, and approving the communication Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 12 Benefits of an Effective Supports the Communication definition of a Plan Determines Planwhich Describes the Plan Benefit stakeholder Benefit information that Benefit approach to Plan 1 engagement and change management 2 needs to be provided and to whom. 3 communication with project stakeholders model. Supports messages Help set priorities by Provides a sense of to affect the attitude clarifying how it will Plan order and control Plan Plan and behavior Benefitof Benefit be accomplished, during Benefit the change 4 stakeholders and ensures their 5 setting specific targets, and being affected during 6 support and buy-in. measuring progress. implementation. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 13 Your Turn Have you ever developed or used a communication plan? Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 14 How Do You Do That? Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 15  Develop communication Tailor communication Principles of an strategies at the to specific Effective beginning audiences Communication Strategy and Communication Use a variety of Tailor to the Plan communication immediate methods project need Carefully plan Be flexible communication strategies Use frequent reviews and feedback loops 023 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 16 Develop Communication Strategy at the Beginning Communication strategies should be developed on day one of the project. Developing a communication strategy and distributing it to all project team members can help alleviate miscommunication and ensure expectations are met. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 17 Tailor Communication to Specific Audiences Conducting an analysis will enable you to: Create targeted messages for each group Make communication more efficient and effective Accommodate the needs of different groups Tailoring communications shows a commitment to all stakeholders. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 18 Tailor to the Immediate Project Need One key element for communication strategies on built environment projects is the need to be custom-made. No two projects are the same; therefore, the strategy should be tailored to the immediate project needs. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 19 Carefully Plan Communication Strategies Communication strategies should be carefully planned, and stakeholder communication requirements must be captured. The strategy should be developed with the same laser focus as the building designs. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 20 Use Frequent Reviews and Feedback Incorporate frequent reviews and feedback Loops loops throughout the project life cycle This will help to: Assess the timeliness and appropriateness of messages Improve communications Assist in identifying key deployment issues, stakeholder concerns, and possible resolutions Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 21 Be Flexible Strategies should be: Agile to respond to the changing project environment Flexible to meet the needs of the new project stakeholders Updated as stakeholders change Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 22 Use Various Communication Methods A range of approaches, tools, and activities should be deployed. These can include vision and message boards, project status reports, and more. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 23 Create a Strategy for Avocet Island Even though a racetrack is not, in fact, a street, the Minister of Transportation is insisting on being involved with the project. With his background in World Open-Wheel Racing, he could prove to be a strong advocate for the project—if you can keep him engaged. Your assignment: Create a strategy for keeping the Minister of 7 Transportation engaged. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 24 Return and Report Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 25 8 Steps to Develop an Effective Communication Strategy and Plan A Straightforward Approach Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 26 Three Key Questions Who What How Who is the target of What will the How will the communication? communication the message present? be presented? Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 27 Eight Outline the proposed Identify target Key Steps branding guidelines audiences Identify Agree on stakeholders’ an owner expectations Define Establish forums communication and frequency tools and methods Classify the type Define the of communication target messages Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 28 Identify Target Audiences Determine the key recipients. Use a RACI matrix. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 29 Identify Stakeholders’ Expectations Determine your stakeholders’ expectations: What do they expect to know? When do they expect to know it? Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 30 Define Communication Tools and Methods Establish the tools you will use to deliver your messages. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 31 Define the Messages Establish the key messages you want to communicate to the organization Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 32 Classify the Type of Communication Do you want your communication to be formal or informal? Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 33 Establish Forums and Frequency For each message, determine the type of forum best suited to the communication. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 34 Agree on an Owner Determine who is best positioned to develop and deliver the communication. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 35 Outline the Proposed Branding Guidelines Create a style guide so you will send a consistent, clear, and concise message. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 36 Apply the Eight- Step Process Break down the strategy you created in the previous section into the eight steps. 8 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 37 Return and Report Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 38 7 Techniques to Develop an Effective Communication Plan Beyond the Step-by-Step Process Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 39  Outline timelines up front 7 Techniques to Develop an Effective Communicate disruptions Communication Plan Tailor the message and delivery method to the audience Communicate progress regularly Have both planned and informal update sessions Select the most effective medium for communications Add a timetable to your plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 40  Outline timelines up front 7 Techniques to Develop an Effective Communicate disruptions Communication Plan Tailor the message and delivery method to the audience Make sure the overall roll out and agreed-on time frames are outlined up Communicate progress regularly front to all stakeholders. This gives stakeholders an appreciation Have both planned and informal update sessions and understanding of the project and allows them to structure and plan long- Select the most effective medium term contingencies. for communications Add a timetable to your plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 41  Outline timelines up front 7 Techniques to Develop an Effective Communicate disruptions Communication Plan Tailor the message and delivery method to the audience Communicate disruptions clearly and in a timely manner. Communicate progress regularly This allows for affected parties to implement short-term contingency Have both planned and informal update sessions measures. Select the most effective medium for communications Add a timetable to your plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 42  Outline timelines up front 7 Techniques to Develop an Effective Communicate disruptions Communication Plan Tailor the message and delivery method to the audience Always remember your audience and tailor the message and method of delivery Communicate progress regularly accordingly. You will have more details on delivery Have both planned and informal update sessions methods in section 5 of this course. Select the most effective medium for communications Add a timetable to your plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 43  Outline timelines up front 7 Techniques to Develop an Effective Communicate disruptions Communication Plan Tailor the message and delivery method to the audience Communicating progress regularly keeps all stakeholders in the loop, promotes Communicate progress regularly transparency, and builds credibility for the project. Have both planned and informal Your stakeholders will be empowered to update sessions map out and adjust their contingency plans accordingly. Select the most effective medium for communications Transparency helps manage expectations and minimize project impacts. Add a timetable to your plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 44  Outline timelines up front 7 Techniques to Develop an Effective Communicate disruptions Communication Plan Tailor the message and delivery method to the audience Communicate progress regularly Your plan should include a mixture of planned and informal update sessions. Have both planned and informal update sessions Select the most effective medium for communications Add a timetable to your plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 45  Outline timelines up front 7 Techniques to Develop an Effective Communicate disruptions Communication Plan Tailor the message and delivery method to the audience Think outside the box when selecting media for communications. Communicate progress regularly Your program can include videos, newsletters, and updates—even social Have both planned and informal update sessions media posts. Select the most effective medium for communications Add a timetable to your plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 46  Outline timelines up front 7 Techniques to Develop an Effective Communicate disruptions Communication Plan Tailor the message and delivery method to the audience Build your communication plan out further by adding a timetable. Communicate progress regularly Alternatively, build the delivery of the communication plan into your Have both planned and informal update sessions implementation plan. Select the most effective medium for communications Add a timetable to your plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 47 Reflect Which of these techniques has worked well for you in the past? Which of these techniques would you like to try on a current or future project? 9 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 48 Feedback Loops A Continuous Process Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 49 Feedback Has a Significant Impact on Team Performance This is particularly important for project managers who are managing large, complex projects—such as built environment projects—where the opportunity for miscommunication has a significant impact on project performance. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 50 Creating a Feedback Loop All feedback should be gathered and used to implement changes and improvements—thus creating a loop. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 51 Adopting Design- Construction Feedback Loops Feedback, follow through from design and construction into occupancy , and post- occupancy evaluation could become a natural part of project Bordass, B. & Leaman, A. delivery, which could improve (2005). Making feedback and post- occupancy evaluation routine 1: A the quality and sustainability of portfolio of feedback techniques. construction. Building Research & Information, 33:4, 347-352. DOI: 10.1080/09613210500162016 066 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 52 What Are the 4 Main Types of Feedback Loops? (Think paired opposites) Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 53 Positive Feedback A positive feedback loop occurs when Loops the feedback received from a client or stakeholder can be used to advance the project constructively. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 54 Negative Feedback A negative feedback loop occurs Loops when the feedback received from a client or stakeholder requires an action plan to rectify the issues identified. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 55 Internal Feedback Loops An internal feedback loop obtains feedback from the internal team or stakeholders to consistently ensure that the project delivers the best quality possible. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 56 External Feedback Loops An external feedback loop obtains feedback from an external client or stakeholder to provide guidance to improve a project. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 57 What Kind of The foreman of a grading company reports that the recent tropical Feedback storm pushed the avocet population inland from their traditional Loop Is This? nesting grounds on the shore to sites much closer to the site of the racecourse. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 58 Benefits of Using Feedback Loops Quantitative Benefits Qualitative Benefits Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 59 Quantitative Benefits Reduction of: Engineering costs Schedule duration Construction costs, such as labor, material, and equipment Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 60 Qualitative Benefits Increased problem avoidance Increased communication Improved site accessibility Enhanced team building and Reduced disruption cooperation Improved safety Increased construction Reduced amount of rework flexibility Increased focus on common Reduced maintenance cost goal Protected equipment Increased commitment from Smoother start-up team members Shortened off-site leasing Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 61 What about Giving Feedback? 1/3 of feedback had a negative impact on individual performance Kluger, A. & DeNisi, A. (1996). The effects of feedback interventions on performance: A historical review, a meta-analysis, and a preliminary feedback intervention theory. Psychological Bulletin. 119, 254-284. 10.1037/0033-2909.119.2.254. 073 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 62 How Do You Avoid Giving General Feedback doesn’t create positive sentiment. Poor When addressing a performance gap, it can have a Feedback? negative impact on performance and damage the relationship. Focusing on what motivated the actions that led to the outcome is better than general feedback but still doesn’t work well. Kluger, A. & DeNisi, A. (1996). The effects of feedback interventions on performance: A historical review, a The most effective way to provide feedback meta-analysis, and a preliminary feedback intervention theory. is to focus on what worked and what didn’t. Psychological Bulletin. 119, 254-284. 10.1037/0033-2909.119.2.254. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 63 Setting Up a Feedback Loop Helmut Schmidt, our racecourse designer, loves the idea of having Cody Bielbaugh’s SAFER Barriers company provide crash protection for “his” racecourse. Mr. Schmidt has observed that different points in the racecourse will need different types of protection; some sections will be likely to absorb head-on collisions while others are likely to inflict glancing blows. Is there an opportunity for some kind of feedback loop between Helmut Schmidt and Cody Bielbaugh? What would be the likely benefits? 10 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 64 Return and Report Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 65 Sample Communication Plans A Pair of Case Studies from the Real World Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 66 Case Study: Berlin’s Brandenburg Airport Key Issues: Scope changes Cost estimating Governance structures Communication Project Type: Infrastructure Project Structure: International Airport Estimate Cost: $2.0 billion Final Cost: $8.2 billion Original Opening Date: 30 October 2011 Actual Opening Date: 31 October 2020 035 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 67 Sample Plan: Texas Department of Transportation 039 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 68 Key Messages The key messages have been specifically identified Copyright Copyright©2024 2024 Project Management Institute, Inc. All rights reserved. ThisThis material material is being is being provided provided as part as part of aofPMI a PMI Workshop. course. 69 Goals and Objectives The communication plan’s goals and objectives have been spelled out. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 70 Structure and Roles The construction team’s structure and roles are identified and described. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 71 Team Organization The communication team’s organization is described. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 72 Stakeholders The stakeholders are all identified and their ties to the project identified. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 73 Communication Matrix Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 74 Up Next: Managing Stakeholder Communication Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 75