project-communications-how-to-keep-your-team-engaged-and-informed

There are many excellent courses available that will

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Unformatted text preview: r with their use. There are many excellent courses available that will ground you in the fundamentals of their use. Your organisation may employ a time tracking system in which case you have an additional source of information. Your time tracking tool should allow you to report on labour costs for your project (i.e. support the charging of time to your project code). It should also support the reporting of these costs by group and by type of work. For example it should tell you how much time was spent last week on analysis of your software project. You should reconcile the metrics from the time tracking system with your MS Project file to ensure they tally. Tip: if your time tracking system is used to generate the pay cheque for your team, make it your bible. A discrepancy means your MS Project file may be inaccurate. MS Project comes complete with a selection of "canned" reports ready for your use. I have found 5 of 6 Project Communications: How to Keep Your Team Engaged and Informed that it's most useful feature for reporting project progress is its ability to export data to an Excel spreadsheet. Because Excel has been around so long it's feature rich and supports just about any type of graph or chart you can imagine. The trick here is to export the information you need to base your report on, then edit it in Excel. MS Project contains ample help facilities on how to export data. I mentioned the 2 different categories for distributing information: push and pull. Many of your project's communications will lend themselves equally well to both methods. For example, if you communicate you can review your dashboard report with the project executive steering committee during a meeting, push it to the project team via an e-mail broadcast, and archive it on a public directory or the project's website. Lastly, remember that the accuracy of the information you communicate about the project will have a profound affect, either good or bad, on your reputation. You need to do your utmost to ensure the information you communicate is accurate. Measures such as the reconciliation between timesheets and your MS Project file can save you from making claims about project progress that aren't supported by the facts. Even with that degree of scrutiny your information can still be misleading or out of date. Be open and honest with your communications: tell your audience where the information comes from, how it was compiled, and how old it is. Be forthcoming with any information that could impact on the accuracy of your reports and let your audience form their own opinions of the accuracy and value of your communications. © Project Smart 2000-2008. All rights reserved. 6 of 6...
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