Chapter 4: Planning for Communications 105 folks that (Multiple domain web hosting)
Chapter 4: Planning for Communications 105 folks that are IT-savvy and will rely heavily on e-mail. If you re presenting formal communications through e-mail, write it just as you d put it in a letter. Leave out the emoticons, jokes, and asides. And then save your e-mail, attachments, and any responses. Modalities for informal communication If you re communicating to stakeholders in an informal setting, here are the types of communication modes you should employ: E-mail. Yep. E-mail can be either formal or informal, depending on the context. You have quick questions for project team members so you zip off an e-mail and they reply. Done. No need for fancy reports, faxes, or detailed discussions. It s always a good idea to keep all project communications, though, even if it s just a quick e-mail. Ad-hoc meetings. Quick hallway meetings, stop-and-chats, quick phone calls, and lunch discussions can be some of the most effective communications you have. The trouble with these meetings is that they can pop up unexpectedly and suck your time away. The other problem with ad- hoc meetings is that the folks you re communicating with may not follow through with the promises made during the discussion. Take care to document the discussion and then follow up with everyone involved if promises were made during ad-hoc meetings. Instant messaging and text messaging: If you have a dispersed team, this mode of communication can be especially useful. It s quick and efficient to communicate through IM or by sending text messages. The only thing you have to be concerned with is the many time zones your stakeholders may reside in. You may not want to text message someone when it s the middle of the night in his or her time zone. Some popular instant messaging programs include AIM (AOL Instant Messenger), Yahoo! Messenger, and Windows Messenger. Coffee talk. Sometimes you need to get your team together for some camaraderie. It doesn t have to be over coffee, of course, but coffee and donuts, pizza, whatever, can help ease the tension of a software project, let the team vent a little about the project if they want, or just let everyone know how much you appreciate their hard work. This is about motivation and team development. Automating communications So much of project management is redundant work. Your project team fills out a form and e-mails it to you. You review the form and plug results into your project management information system (PMIS). From there, you may need to generate more reports, more e-mails, and more communication. And
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