When you're on a large project it is difficult to keep everyone in the loop with what's going on. Yes, you can send out emails to everyone on your mailing list but certain people are only interested in certain things and most of the time your emailed updates may be left unread. I wondered what techniques other people used to keep everyone in the loop without bombarding people with stuff they don't need. I wondered about setting up RSS feeds so people can chose what they want to recieve but I'm not sure as to whether it would work or not. What do you guys think? Saving Changes...
Vivekanandan - how do you ensure that the relevant stakeholders actively review the material in the PIS?
I often hear of PMs who complain their stakeholders don't read emails and attachments and would suspect that there are also many who wouldn't take the time to regularly check into a PIS to review updates. I've also used similar repositories in the past but don't find it is necessarily a solution for all.
Do you perhaps have any useful tips on how to encourage stakeholders to review this material? Also, what is the process to inform them when particular items are updated to ensure that they are checking the most up-to-date info? Similarly, how do you control the PIS to ensure that it is being subject to effective configuration management?
If this is working well for you, it would be great to hear about what you feel contributes to its success! Saving Changes...
>> I often hear of PMs who complain their stakeholders don't
>> read emails and attachments
Ya, that's true, one cannot expect stakeholders to read email attachments, as they have so many important things to be done!
>> how do you ensure that the relevant stakeholders actively review
>> the material in the PIS?
You should force the stake holders to actively review the materials and send feedback!! You should know how to force the senior management/stake holders! (If you need the technique, drop me an email).
>> Also, what is the process to inform them when particular
>> items are updated to ensure that they are checking the
>> most up-to-date info?
Latest Information System tools is capable of sending email alert or SMS alerts. Use which ever is convenient!
>> Similarly, how do you control the PIS to ensure that it is
>> being subject to effective configuration management?
PIS should have a database, which should be periodically updated by the project team and PM through web interface, it cannot be in configuration management.
Best Regards,
Vivekanandan M Saving Changes...
Rakesh TrivediSenior Project Manager| IT CompanyIndore, Mp, India
Great thread and probably major risk in any project of non-involvement of business .
Generally , there are different ideas as suggested by other members but one point i think is to have toll gate review meeting set up with business and apprise them of recent updates and action items and other major events. Most of the time Business guys does not avoid such kind of meetings . Saving Changes...
Steven Kiam Hua LooSenior Manager| Infineon Technologies Asia Pacific Pte LtdSingapore, Singapore
For my project, I sent out a monthly Newsletter with the current and upcoming status. I found that in this case, beside those direct stakeholders of the project, others like the Team Member's Legal or Functional reporting bosses will have an understanding/ideas how their resources are being used in the project. This is another way of show-case the project and the expertise of the Team Members.
Some other method I had seen could be a Poster highlighting the project status like "count-down date to go-alive", participating Departments etc. This helps to market the project. Saving Changes...
