Hello and welcome to my blog—PMGT 502- Effective
Communications for Managing Projects. For over 20 years I have served
in the military and been lead on many projects. However, not until I retired
and began my Master’s coursework at Embry-Riddle
Aeronautical University have I been exposed to the “formal” project
management (PM) field. As I am a novice, with little to no formal experience,
all the tools and techniques I have learned are based in education and little experience…so
far anyway!
I will say, as I develop the knowledge in PM, I have used
the information to help local non-profits get organized and re-structured. With
just a handful of tools in my tool belt, I have managed some extraordinary
results. However, I will save that for another post!
This post will be focused on a new tool I have learned in my
course PMGT 502- Effective Communications for Managing Projects. In addition, I
will discuss working in a virtual team environment and some activities, tools,
and techniques used to help benefit virtual teams.
CIRCLE OF COMMUNICATIONS CHART
As I begin my journey through PMGT 502, one of the first
tools I was exposed to is called the Circle of Communications Chart. The chart “identifies
the resources you will work with throughout the life of the project; it’s a
simple chart to create; and effective when used on projects” (Dow & Taylor, 2015 pg. 65). Now, if you have any PM experience,
you know there are many documents used in the preparation and execution of
projects. All of which are important, but nothing makes such a dramatic
statement as the Circle of Communications. Let us look at an example provided
by William Dow and Bruce Taylor, authors of Project Management Communication Tools
(Dow &
Taylor, 2015 pg. 65):
 |
| Circle of Communications Chart- Software Project Example |
As you create the circle chart (specific to your project
methodology) the first step is to identify your resources and your resource (group)
leads. Centered in the middle is the PM (you if you’re lucky!) and circling
around are your resource/group leads. In essence, this powerful chart identifies
instantly that the PM is the circle of all incoming and outgoing
communications. This sends the message to all team members and stakeholders:
the PM controls the communication flow of the project!
Easy to create. Easy to explain. Easy to incorporate into
your project communications plan. The Circle of Communications, in my opinion,
is an invaluable tool that I will utilize on my projects!
Working in A Virtual Team
Environment
Though I am new to the formal PM industry, I am no stranger
to working on teams. My 20+ years in the military prepared me for all types of challenges
when it comes to cementing a high-producing team. The term that comes to me is Esprit de Corps.
Esprit de Corps is defined as the “devotion and enthusiasm among members of a
group for one another” (Air Force Occupational Measurement
Squadron, 2007).
In basic terminology, this was the trust and respect a team built over time by
working with each other. There are different ways to form esprit de corps, with
face-to-face communications being the easiest. When face-to-face doesn’t
present itself because of geographically separated work centers, other tools
and techniques are available.
One such tool is the simple telephone. As a one-on-one
communication tool, this is usually thought of as an “informal” conversation
unless agreed upon otherwise. This is probably the simplest, with extended
capabilities of conference calls. Conference calls take on a new dimension as now
the conversation is now involving several people. In this aspect, the
conference call is usually considered a formal form of communications.
Now, in this modern day era, we have additional tools available
to us. There may be times where you want to have a conversation, with several
people, and be able to show your computer screens for such items as charts,
graphs, or slides. By utilizing online meeting software, this is possible. “For
global project teams, technology narrows the gap among team members and lets
everyone feel connected” (Dow &
Taylor, 2015 pg. 65).
Incorporating simple tools such as telephone, conference
calling, and/or online meetings could greatly enhance your team’s Esprit de Corps
and effectiveness!
This post focused on a new tool introduced in my course PMGT
502- Effective Communications for Managing Projects. This tool, named the
Circle of Communications, can give a great visual representation of the communications
flow for the team members and stakeholders of any given project. In addition, discussion
was made about working in a virtual team
environment and some activities, tools, and techniques used to help benefit
virtual teams. These tools and techniques were telephone, conference calling,
and online meeting software.
As I continue my journey through PM courses and hopefully, employment
in some capacity utilizing these skills, I will post some interesting tidbits
of information. Interesting to me at least! Please feel free to leave a comment
or feedback. Until next time!
Damien
References
Air Force Occupational Measurement Squadron. (2007). Professional
development guide- AF pamphlet 36-2241. Randolph AFB TX: US Air Force.
Dow, W., & Taylor, B. (2015). Project management
communication tools. Renton, WA: Dow Publishing LLC.
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