A16. Focused Communication

This activity is part of the Cycle Planning. Each cycle is a month, and starts by detailing the high-level plan created in the Preparation for the upcoming month. This section shouldn't take more than 3 days.

Send a message to everyone, and tell them about the expected achievements in the upcoming month, and the risks involved, as well as planned responses to those risks. It’s important to let everyone know their role in the overall achievements of the project, and ensure they are aligned with the goals, rather than focused on isolated┬áspecialist activities.

 

Examples

  • Hi everyone,
    We’re going to start the next cycle for ProjectXYZ.
    First, I have to thank Mary for bringing up the risk of new regulation, and all of you for helping find the best response to it.
    Based on the planned response, and our project schedule, we really need to complete the three main features of the backend during this cycle, and submit it for approval; otherwise everything will be uncertain in the project.
    If you had any questions about those features, the best person who can help you is Michael.
  • Hi everyone,
    We’re starting a new cycle in ProjectABC. Unfortunately, we’re two months behind schedule, and it’s getting serious. What we need to do is to reduce this to about 6 weeks until the end of this month, and the best way to do it is to focus most of our effort on resolving the conflicts between utility and structural designs, and get their approval. So, I’d like to ask all team members involved in construction to give priority to helping their peers in the headquarter, especially by providing their hands-on experience in the project.

Preparing

  • A01. Appoint the Sponsor
  • A02. Prepare the Project Summary
  • A03. Appoint the Project Manager
  • A04. Set up the PMIS
  • A05. Appoint the rest of the team
  • A06. Populate the PMIS
  • A07. [Select suppliers and agree on the Supplier PMs]
  • A08. Preparation Audit
  • A09. Go/No-Go
  • A10. Project kick-off
  • A11. Focused Communication

Cycle Planning

  • A12. Update the PMIS
  • A13. [select suppliers and agree on the Supplier PMs]
  • A14. Go/No-Go
  • A15. Cycle kick-off
  • A16. Focused Communication

Weekly Activities

  • A17. Measure and report performance
  • A18. Manage deviations
  • A19. Weekly kick-off
  • A20. Weekly Audit
  • A21. Focused Communication

Daily Activities

  • A22. Capture RICs
  • A23. React to RICs, based on Delegation Limits
  • A24. Accept completed products from the Team Leaders and Supplier PMs

Cycle Closing

  • A25. Evaluate the customer and team satisfaction
  • A26. Plan for improvements
  • A27. Focused Communication

Closing

  • A28. Receive approval and hand over the product
  • A29. Handover the Business Case to the responsible person
  • A30. Evaluate the customer and team satisfaction
  • A31. Closing Audit
  • A32. Archive the PMIS
  • A33. Celebrate and announce closure
  • A34. Focused Communication

Post-Project

  • A35. Check the Business Case and evaluate the benefits
  • A36. Design additional activities if required
  • A37. Focused Communication

Shortcuts

About PMIS elements (documents)

  • A04. Set up the PMIS
  • A06. Populate the PMIS

About Roles (people)

  • A05. Appoint the rest of the team

About Planning

  • A06. Populate the PMIS
  • A12. Update the PMIS