Construction Project Communications PDF

CONSTRUCTION PROJECT COMMUNICATIONS ESTABLISHING APPROPRIATE GOVERNANCE STRUCTURES Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course....

CONSTRUCTION PROJECT COMMUNICATIONS ESTABLISHING APPROPRIATE GOVERNANCE STRUCTURES Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 1 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 2 Project Governance A good project governance framework will have: Framework A project structure with a project board and support decision bodies All key stakeholders identified, and structures set up to manage them effectively Decision authorization allocated to roles, clearly understood, and communicated Project management information systems (PMIS) that provide timely and accurate information Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 3 Even the best project manager, operating within a weak governance framework, will struggle to deliver the project on time and within budget. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 4 Objectives What project governance is The benefits and principles of effective project governance Project governance best practices How to establish an effective project governance structure Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 5 Benefits of Project Governance in Built Environment Projects Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 6 “Governance can be seen as an effort to craft order, thereby to mitigate conflict and realize mutual gains.” — O. E. Williamson Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 7 In a Recent Survey of respondents felt that 74% investment in controls and governance had reduced costs. Project governance helps align different objectives, making it an important factor in delivering successful built environment projects. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 8  Benefits of an Effective Project Governance Structure Single point of Effective risk Clearly defined Transparent accountability management roles communication All communication is This enables project There is no ambiguity Management from one source and managers to monitor about what is required information and key is delivered to the risks and identify and when. This avoids performance right stakeholders at when they need to put conflict and delays as indicators allow the the right time. a mitigation plan in all stakeholders know project manager to place to actively what is required from report up-to-date manage them. them. information to stakeholders instantly, and in a clear and concise manner. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 9 Project Governance Best Practices for Built Environment Projects Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 10 Project Governance Outcomes Project governance is time and stakeholder sensitive. It is vital that you have access to information so that it flows to the right people in a timely fashion. Project owners who implement robust governance practices tailored to the built environment are more likely to achieve their cost, schedule, and performance and quality goals. 113 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 11 Five Guiding Principles of 1 Establish clear accountability for project outcomes. Project Governance 2 Identify the key project stakeholders. 3 Implement appropriate systems and processes. 4 Implement a monitoring and reporting schedule. 5 Establish an effective project governance structure. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 12 Establish Clear Accountability for Project Outcomes The project board’s role is to identify clear project outcomes and key roles and accountabilities. Such accountabilities will be determined in their contractual obligations. 1 The project manager will assemble the team and delegate aspects of the project deliverables to their team. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 13 Identify the Key Project Stakeholders Identifying the key stakeholders is vital at the beginning of the project. Be careful not to have too many stakeholders. Clear roles and responsibilities must be defined for all stakeholders. 2 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 14 Implement Appropriate Systems and Processes Ensure that project management, accounting/financial, information management, and reporting systems and processes are in place. 3 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 15 Implement a Monitoring and Reporting Schedule Regular monitoring and reporting mechanisms must be in place from the outset of the project. This enables you to identify potential risks or difficulties before they become an issue. 4 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 16 Establish an Effective Project Governance Structure Focus on what the successful delivery of your projects looks like and how project governance can support this while retaining your ability to remain agile. 5 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 17 What Has Your Experience Been? Without a proper project governance structure, projects may be difficult to oversee. Does anyone have an experience with project governance—or the lack thereof— they can share with the class? Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 18 Five Characteristics Clear project definition—including cost and of Good Project schedule estimates—and project scope Governance Visibility into project performance at every stage in a project’s life cycle Internal accountability for achievement of project goals Effective contracting strategies Rigorous communication and reporting Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 19 Three Sets of Attributes 4 5 5 Benefits Guiding Characteristics Principles Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 20 Benefit, Guiding Principle, or Characteristic? Single point of accountability Guiding Benefit Characteristic Principle Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 21 Benefit, Guiding Principle, or Characteristic? Visibility into project performance Guiding Benefit Characteristic Principle Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 22 Benefit, Guiding Principle, or Characteristic? Effective contracting strategies Guiding Benefit Characteristic Principle Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 23 Benefit, Guiding Principle, or Characteristic? Clear accountability Guiding Benefit Characteristic Principle Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 24 Benefit, Guiding Principle, or Characteristic? Clearly defined roles Guiding Benefit Characteristic Principle Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 25 Setting Up an Appropriate Project Governance Structure for Built Environment Projects Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 26 Establishing Appropriate Many contemporary studies have identified project governance as a Governance key area for improvement in megaprojects. Structures 33% of megaprojects fail due to communication issues. 50% of projects experience significant impact to time, cost, and scope. Project Management Institute (2017). Pulse of the Profession® Report 2017. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 27 Components of a Project Governance Structure 1 2 3 4 Project Meetings Roles and Stakeholder governance or forums Responsibilities engagement framework 5 6 7 8 Project Communication Risk and issue management Assurance and reporting management control process Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 28 Project Governance Framework Project Board Community Design Regulatory Government Procurement Finance Board stakeholder authority authority group board group Project Team Design / Construction team Construction team Technical team Technical team engineering team 1 2 1 2 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 29 Roles and Responsibilities Establishing roles and responsibilities ensures that there is no ambiguity as to what is required, and when it should be implemented. Defining a RACI matrix is key to establishing roles and responsibilities. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 30 Stakeholder Engagement A crucial first step is to identify the key project stakeholders and ensure a team member is appointed to actively manage. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 31 Categories of Project stakeholders fall into two categories: Stakeholders Internal External Includes top management, Includes external customers, project team members, government, contractors, your manager, peers, resource subcontractors, and suppliers managers, and internal customers Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 32 Meetings and Decision Bodies Striking the correct balance between meetings and forums is vital to the project governance structure. Typically, a project requires several different meetings and decision bodies in order to succeed: The quarterly board Project governance board Subcommittees Steering committees Executive management The project team Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 33  Purpose and Intent Terms of Reference Each decision body will have its own terms of reference (ToR). Vested authority The terms of reference will define: Purpose and intent Vested authority Roles and responsibilities Member roles and responsibilities Operating principles Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 34 Operating As project manager, you will define the operating principles of the Principles meeting or forum. Frequency Scheduling Location Agenda Confidentiality Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 35 Communication and Reporting To ensure effective communication and status reporting, organizations need to: Define a common source of management information (MI) and standardized key performance indicators (KPIs). Design and implement appropriate reporting templates that align with project and corporate goals. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 36 Risk and Issue Management Key to this process is the ability to recognize and respond to early warning signs, such as: Frequent changes Suspicion or query into fraudulent activities Incomplete design documents Safety or quality concerns Requests to increase the budget or timeline Increase in safety incidents, such as a serious injury Procurement delays or delays in contractors’ responses Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 37 Assurance Project assurance provides transparency and improves accountability through: Assurance to the board that the project and program management are conforming to the required processes and standards Early warning of potential project issues and risks which might affect project success Considered recommendations on what to do to address issues identified, as well as concerns Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 38 Project Management Control Process Effective project governance also involves ensuring that your information systems provide the right data to support effective decision-making. Project management information systems (PMIS) allow you to: Monitor Report Forecast any deviations from the plan Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 39 Components of a Project Governance Structure 1 2 3 4 Project Meetings Roles and Stakeholder governance or forums responsibilities engagement framework 5 6 7 8 Project Communication Risk and issue management Assurance and reporting management control process Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 40 Checking in on the Avocet Island Project Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 41 Who Belongs Where? Project Board Community Finance Design Regulatory Government Procurement stakeholder board authority authority group board group 25 Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 42 Helmut Schmidt Track Designer Designed half the racecourses on the WOW circuit Not interested in anything except his track Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 43 Where Does Helmut Belong? Project Board Community Finance Design Regulatory Government Procurement stakeholder board authority authority group board group Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 44 Ernie Becklesten Head of WOW Rescued WOW and built it into the world’s premier racing league Known for his arrogance and for micromanagement Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 45 Where Does Earnie Belong? Project Board Community Finance Design Regulatory Government Procurement stakeholder board authority authority group board group Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 46 Tyrell Chapman Pit Construction Company Specializes in building the pit areas for racecourses Known for working well beyond technical requirements Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 47 Where Does Tyrell Belong? Project Board Community Finance Design Regulatory Government Procurement stakeholder board authority authority group board group Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 48 Cody Bielbough SAFER Barriers, Inc. Specializes in building the pit areas for racecourses Known for working well beyond technical requirements Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 49 Where Does Cody Belong? Project Board Community Finance Design Regulatory Government Procurement stakeholder board authority authority group board group Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 50 Monisha Klarewill Main Developer CEO of Klarewell Development, with offices on all six inhabited continents She’s driven and doesn’t suffer fools gladly. Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 51 Where Does Ms. Klarewell Belong? Project Board Community Finance Design Regulatory Government Procurement stakeholder board authority authority group board group Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 52 Wrapping Up Governance Structure Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 53 Governance Structure What project governance is The benefits and principles of effective project governance Project governance best practices How to establish an effective project governance structure Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 54 Up Next: Obeya (大部屋) Copyright ©2024 Project Management Institute, Inc. All rights reserved. This material is being provided as part of a PMI course. 55