10.2.1 Inputs to Information Distribution

.1 Work results. Work results are described in Section 4.2.3.1.

.2 Communications management plan. The communications management plan is described in Section 10.1.3.1.

.3 Project plan. The project plan is described in Section 4.1.3.1.

10.2.2 Tools and Techniques for Information Distributon

.1 Communications skills. Communications skills are used to exchange information. The sender is responsible for making the information clear, unambiguous, and complete so that the receiver can receive it correctly, and for confirming that it is properly understood. The receiver is responsible for making sure that the information is received in its entirety and understood correctly. Communicating has many dimensions:

   Written and oral, listening and speaking.

   Internal (within the project) and external (to the customer, the media, the public, etc.).

   Formal (reports, briefings, etc.) and informal (memos, ad hoc conversations, etc.).

   Vertical (up and down the organization) and horizontal (with peers).

.2 Information retrieval systems. Information can be shared by team members and stakeholders through a variety of methods including manual filing systems, electronic databases, project management software, and systems that allow access to technical documentation such as engineering drawings, design specifications, test plans, etc..

.3 Information distribution methods. Project information may be distributed using a variety of methods including project meetings, hard-copy document distribution, shared access to networked electronic databases, fax, electronic mail, voice mail, videoconferencing, and project intranet.

10.2.3 Outputs from Information Distribution

.1 Project records. Project records may include correspondence, memos, and documents describing the project. This information should, to the extent possible and appropriate, be maintained in an organized fashion. Project team members may often maintain personal records in a project notebook.

.2 Project reports. Formal project reports on project status and/or issues.

.3 Project presentations. The project team provides information formally, or informally , to any or all of the project stakeholders. The information is relevant to the needs of the audience, and the method of presentation is appropriate.