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Unformatted text preview: e. Some
people deal with information best when it's presented to them and some prefer to retrieve it at
their own convenience. Be prepared for conflicting requirements from individuals in your
stakeholder groups. You may have to make the final decision on which method to use if there are
conflicting requests. Alternatively, you may be able to identify a spokesperson for the group who
will be empowered to identify the group's requirements. The exception to this rule is your
project's sponsor. Because there is only one or two of these people, you need to ensure that your
communication methods suit their requirements.
Tip: If you determine that the project must have a new tool, such as a website, to satisfy a
stakeholder requirement, you'll need to justify the cost with a business case. State the benefits to
the project in business terms that justify the costs. You can also include benefits that supersede
your project. For example a website or tool such as Lotus Notes could benefit all projects your
organisation performs, and may even provide a benefit to operations. You may also want to
explore having the PMO, or Operations bear the cost of the new tool. When to Communicate 4 of 6 Project Communications: How to Keep Your Team Engaged and Informed Your communication schedule will be driven by the needs of your audience and the availability
of the information to be communicated. For example, if you had the bandwidth, you could report
on any metrics managed by your MS Project file daily. On the other hand, you can't report on the
results of your Gate Meeting until the Gate Meeting has actually been held. There is also no
reason that a report communicated to one stakeholder group bi-weekly, can't be communicated to
another group every week.
You need to use common sense in addition to capturing your stakeholders' requirements. If you
choose to use a "town hall" to communicate to all stakeholders, don't schedule the meeting to
occur weekly. Tip: when planning a meeting that involves you (or another team member)
communicating information to an audience, count the audience, multiply that number by the
number of hours the meeting lasts and multiply that number by the loaded labour rate for tha...
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- Fall '13
- The Bible