Communicate Project Status To Stakeholders—distribute Information

By Author: Adam Donald
Total Articles: 16
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Information Distribution is information collecting, sharing, and distribution during the project life cycle. It makes information available to project stakeholders in a timely manner. PMP Exam Preparation courses will include templates explaining information distribution processes and procedures.

Tools & Techniques used to Distribute Information:

As part of the distribution of information within the communications process, The sender is responsible for making information clear and complete so the receiver can receive it correctly. The receiver is responsible for ensuring the information is received in its entirety and correctly understood. PMP Prep courses will explain the tools and techniques in detail.

Communications can be:

Internal - communication which is within the project
Horizontal - communication which is among peers
Informal - communication in the form of memos or conversations
External - communications with customers, the public, or media
Internal - communication which is within the project
Vertical – communication which is top-down

Information ...
... may be gathered and retrieved through a variety of media including:

Manual and electronic filing systems and databases
Project management software
Systems that allow access to technical documentation

Project information may be distributed by almost any method that is credible. Project meetings, video, and web conferencing, hard-copy document distribution, manual filing systems and shared access e-databases, email, fax, voice mail, telephone, and web publishing, and interface scheduling, are only a few of the available distribution methods and channels.

Lessons learned focus on identifying project successes and failures and recommendations for improvements for future performance.

Lessons learned, which are identified during the project life cycle include managerial, technical and process aspects of the project. They are compiled, formalized, stored throughout the project's duration and life cycle.

If the project yields less than desirable results, the project manager has a professional obligation to hold a lessons learned session. All key stakeholders should attend the session, especially if the project is currently showing failing results or has already “failed”. PMP Exam Preparation courses will include lessons learned examples.

Specific results gained from lessons learned include updates to:

The lessons learned knowledge base
Corporate policies, procedures and processes
The risk management plan

Input is added to the knowledge management system and improvements are made to business skills and to the overall project and service. PMP prep courses will include templates for risk management plans.

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