代写代考 SWEN90016 Software Processes and Project Management - 2 - IT ALL STARTS HER

School of Computing and Information Systems The University of Melbourne
Copyright University of Melbourne 2020-2022
2022 – Semester 1 Week 4

Software Processes & Project Management

Intended Learning Objectives
Module 8 – Project Management Plan. Module 9 – Stakeholder Management.
Communication Management.
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Intended Learning Objectives
Communication Management.
1. The communication challenge.
2. The importance of listening.
3. Communication key skills & importance.
4. Communication plans.
5. Virtual teams & communication.
6. Key communication considerations.
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Communication Management
Communication Challenges
Individual
• Semantics [meaning]
• Perception [interpretation] • Communication Channel • Feedback
• Information Overload
• Lack of Communication • Protocol [rules]
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Communication Management.
Module 6. 1 – Communication Challenges
The Communication Model
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Communication Management
Module 6. 1 – Communication Challenges
The Communication Model
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Communication Management
Communication Challenges
The Communication Model
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The importance of Listening
Hearing is the act of perceiving sound by the ear.
Listening requires concentration and is the process of taking in what you hear and mentally organising it so it makes sense.
The Act of Listening Demands Real Effort
Listening is An Essential Life Skill
Truly Effective Listeners are Rare
Few People Practice Listening and Even Fewer Have Been Trained to Listen
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The importance of Listening
Why Do We Listen?
• Promotes problem-solving abilities
• Demonstrates acceptance of others
• Builds and retains trust in relationships
• Increase speaker’s receptiveness to thoughts and ideas of others
• Increases self-esteem of the speaker helps you evaluate messages
• Helps you understand and retain information
• Allows you to help others
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The importance of Listening
The Process of Listening
• Predicting [some expected outcome] • Receiving
• Assigning meaning
• Assess / Validate
• Remembering
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The importance of Listening
• Types of Listening
– Passive Listening – Lectures
• Taking in the information without processing or reacting – Active or Empathetic Listening – Tutorials
• Show interest
• Asks questions
• Avoid distractions
• Use direct eye contact
• Do not interrupt
• Read both verbal and nonverbal messages
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The importance of Listening
Challenges to Listening
• Physiological limitations
• Inadequate background information
• Selective memory or expectations
• Fear of being influenced / persuaded
• Bias and being judgemental
• Boredom or interference from emotions
• Partial listening and distractions e.g. mobile phones / background noise
• Physical barrier e.g. environment, lighting, uncomfortable seating
• Cultural differences [understanding the spoken words]
• Past experiences
• Jargon & Acronyms
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The importance of Listening
The Importance of Active Listening
• Shows the speaker you are concerned or interested
• Leads to getting better information
• Encourages further communication
• Has the potential to enhance relationships
• Can calm down someone who is upset
• Invites others to listen to you
• Leads to better co-operation and problem solving
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The importance of Listening
TED Talk: 5 ways to listen better
7 min video
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Communication key skills & importance
Communication Skills are critical in Project Management
• Conveying your point of view
• Motivating and influencing others
• Delegating
• Recognising, defining and solving problems
• Delivering presentations / updates
• Setting goals & articulating a vision
• Managing conflict
• Networking
• Negotiating
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Communication key skills & importance
Why Is This Important?
Because successful Project Managers MUST have the ability to:
• Read / understand the client
• Run a meeting
• Communicate (written & orally) thoughts accurately
• Manage the team
• Influence your environment
• Ensure alignment and buy-in to the purpose / outcome
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Communication Plan
• A large proportion of a Project Managers time is spent on communication
• Project Managers often use a Communications Plan to assist in managing and coordinating key communication messages
• A good project Communication Plan:
– Ensures communications is effective and efficient
– Allows the Project Manager to be pro-active
– Sets a common understand of what will be done and when
– Clarifies who is responsible for key items, what will be delivered and by who
http://www.projectmanagementdocs.com/project-planning-templates/communications-management-plan.html#ixzz5A9VcGljd
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Communication Plan
A Communications Plan defines:
• What information will be communicated – detail and format
• Communication Channel – meetings, email, telephone, web portal, etc.
• When information will be distributed – frequency of formal and informal comms
• Who is responsible
• Communication needs of stakeholders
• Resources the project will allocate for communication
• How sensitive or confidential information will be communicated & who will authorise this
• The flow of project communications
• Any constraints (internal or external) which affect project communications
• Any standard templates, formats, or documents the project must use
• Escalation process for resolving any communication-based conflicts or issues
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Communication Plan
Is underpinned by a Communications Matrix
Stakeholder
Communication Objective
Importance
Provide updates on project progress, key issues, success and support required
Regular Meeting – face to face
Formal Report
Weekly Monthly
Project Manager
Business Expert
Gather requirements, sign-off all scope, approve prototype and final acceptance
Formal Report / documentation
Fortnightly
Project Manager
Future funding approval
Project Finances
Bi-monthly
Finance rep
Human Resources
Identify staff required for project and deal with all staff related items
Resource plans
Project Support
Risk Department
Identify risks and mitigation strategies and ensure they are being followed
Risk Management Plan
Project Support
Internal IT Staff
Identify resources for all phases including Design, Requirements Gathering, Development and Production Implementation
Regular Meeting – face to face
Formal Report
Weekly Monthly
Project Manager
External IT Staff / Supplier
To ensure they can execute on their Testing Services contract
Formal Report
Project Manager
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Pandemic Programming
H1: Developers will have lower wellbeing while working from home due to COVID- 19
H2: Developers will have lower perceived productivity while working from home due to COVID-19
H3: Change in wellbeing and change in perceived productivity are directly related H4: Disaster preparedness is directly related to change in wellbeing
H5: Disaster preparedness is directly related to change in perceived productivity H6: Fear (of the pandemic) is inversely related to change in wellbeing
H7: Fear (of the pandemic) is inversely related to change in perceived productivity H8: Home office ergonomics is directly related to change in wellbeing
H9: Home office ergonomics is directly related to change in perceived productivity H10: Disaster preparedness is inversely related to fear (of the pandemic)
https://arxiv.org/abs/2005.01127 (2000+ responses)
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Virtual Teams & Communication
What is a virtual team?
• A virtual team (also known as a geographically dispersed
team, distributed team, or remote team) usually refers to a group of individuals who work together from different geographic locations and rely on communication technology. (Wikipedia)
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Virtual Teams & Communication
In 2014 survey 1,700 knowledge workers, 79% reported working always or frequently in dispersed teams. Armed with laptops, Wi-Fi, and mobile phones, i.e. technology most professionals can do their jobs from anywhere.
Why does it appeal to employees?
• Employees can be more flexible with work and home commitments
Why does it appeal to organisations?
• Organisations can access the best GLOBAL talent
• Save on real estate costs
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Virtual Teams & Communication
What does this mean for communication
• Communication is less rich and less frequent than face-to-face
interaction
• Less visual and behavioural cues
• Less or no informal interactions
BUT not all bad
• Those less inclined to speak in groups, may feel more comfortable
• Less importance on interpersonal skills and physical appearance may
benefit certain members of the tea
• Still need to be mindful of unconscious bias (virtual unconscious bias)
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Virtual Teams & Communication
Create a Communication charter.
• Discipline about how the team should communicate
• Norms of behaviour when participating in virtual meetings (background noise, side conversations, talking clearly and at a reasonable pace, listening attentively, not dominating the conversation)
• Guidelines on communication modes – in which circumstances, which mode should be used e.g. email should be used for formal correspondence, a WhatsApp group for chatting informally, documents
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Virtual Teams & Communication
Leverage communication technologies
• How can you use technology to function effectively as a team?
• Who has access to which technologies – bandwidth, free vs cost.
Team building
• Virtual water cooler
• Formal and informal team building activities
• For instance we have a random channel in our slack group where we post funny jokes, memes, celebrations e.g. birthdays, milestones. An intentional place to strengthen the group
• Think of how you can use social networking tools and features to create a connected team.
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Virtual Teams & Communication
Factors that contribute to a good virtual team
• Good communication skills
• High emotional intelligence
• Ability to work independently
• Resilience
• Awareness and sensitivity to other cultures is important especially in global groups
Guess what – They are very similar to factors that contribute to any successful team!
References:
https://hbr.org/2013/06/making-virtual-teams-work-ten https://hbr.org/2014/12/getting-virtual-teams-right https://hbr.org/2018/02/how-to-collaborate-effectively-if-your-team-is-remote
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Key Communication Consideration Importance of Face to Face meetings
• 58% of communication is through body language
• 35% of communication is through how the words are said
• 7% of communication is through content or words that are spoken
• Pay attention to more than just the actual words
• A person’s tone or voice and body language can say a lot about how they really feel
• Non verbal comms govern how other people feel about us and also how we feel about ourselves
Body Language – Spend some time looking at Ted Talk https://www.youtube.com/watch?v=Ks-_Mh1QhMc
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Key Communication Consideration Items to remember
• Rarely does the receiver interpret a message exactly as the sender intended
• Geographical location and cultural background affect the complexity of communications
– Different working hours – Language barriers
– Different cultural norms
Communication helps manage conflicts effectively
Spend time developing communication skills – practice & feedback Choose the channel appropriately
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Key Communication Consideration Commination Channels – some examples
Choose carefully as it will make a difference
How well medium is Suited to:
Telephone Call
Voice Mail
Meeting / f2f
Confirming commitments
Building consensus
Mediating conflict
Resolving misunderstanding
Addressing negative behaviour
Expressing support / appreciation
Encouraging creative thinking
1 = Most suited, 2 = Less suited and 3 = Least Suited
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Key Communication Consideration Conflict
Conflict is the single most undermanaged activity in projects and if left unresolved will destroy a project. Key causes include:
– Schedule
– Intellectual disagreements – Personalities
– Project Priorities
– Manpower
– Technical
– Administration
– Personality
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Key Communication Consideration Conflict
Deal with it quickly and succinctly and BEFORE it becomes a major issue
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