Ebook Construction project scheduling and control (Second edition): Part 2

Ebook Construction project scheduling and control (Second edition): Part 2 include of the following contents: Chapter 9: reports and presentations, chapter 10: scheduling as part of the project management effort, chapter 11: other scheduling methods, chapter 12: dynamic minimum lag relationship, chapter 13: construction delay and other claims, chapter 14: schedule risk management.
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Ebook Construction project scheduling and control (Second edition): Part 2 C h a p t e r 9 Reports and Presentations Dubai Mall, Dubai, United Arab Emirates 221 222 Chapter 9 Reports and Presentations Little John was excited about his new pair of pants, but they were a bit too long for him. He asked his oldest sister, Dorothy, ‘‘Would you please take 4 inches off my new pants?’’ ‘‘I would, but I have to go out now,’’ she said. He asked his middle sister, Terry, ‘‘My beloved sister, would you please take 4 inches off my new pants?’’ With a sad smile, she replied, ‘‘I am so sorry I can’t. I am too busy with house chores.’’ He thought he would never ask his little sister, Lisa, but he had no choice. ‘‘I am really sorry, Johnny. I have tons of homework to do,’’ she said. Little John went to bed, upset that he would not be able to wear his new pants to school the next day. Dorothy came back home early that evening. She wanted to surprise her little brother. She quietly went to his room and took the pants to her room. She was good at alterations. She altered them in no time and put them back in their place. Terry finished her house chores and still had some energy. ‘‘I feel so guilty letting my little brother down,’’ she thought. Not knowing what her sister just did, she took 4 more inches off the pants. Lisa was sitting in her room doing homework and studying for an exam the next day. She was thinking of little John’s disappointment at not being able to wear his new pants to school. Despite her not-so-friendly relationship with him, she closed her book and went to his room, took the new pants, and shortened them by yet 4 more inches. Next morning, the family was having an early breakfast when angry John came in with his new pants reaching barely below his knees and asked, ‘‘Who is the idiot who took a foot off my new pants?’’ INTRODUCTION Without a doubt, good communication is an essential component of the successful management effort. This means conveying the right (or proper) information to the right party at the right time and in the right form. Ten characteristics of good communication are as follows: 1. Clarity: The information must be clear to the receiving party. Ambiguous and subjective terms such as ‘‘as soon as possible,’’ ‘‘good performance,’’ and ‘‘the changes must be authorized by a responsible person in the architect’s organization’’ must be avoided. Acronyms and abbreviations must not be used in the contract unless they are identified in the contract or they are standard in the industry. Future terms such as ‘‘tomorrow’’, ‘‘next Tuesday’’, or ‘‘four days later’’; should be accompanied by a date. The speaker or writer must make sure the listener or reader understands exactly what is meant. Technical terms can be used only with people who have compatible technical background and can understand them. Part of the clarity of communications is the clarity of title, especially when e-mail is used. E-mail has its own protocol and etiquette, however in this context, when a business e-mail is sent; it must have a clear title indicating the subject of the matter. 2. Simplicity: Simplicity helps improve understanding. If the information can be efficiently conveyed in one sentence, two sentences or a whole paragraph Introduction 223 should not be used. The contract may contain phrases written by lawyers that may not be easy for the layperson to understand. However, project team members should use simple language in their daily communications. Technical terms must be at the least common denominator. 3. Accuracy: Professional communications must be accurate, objective, and up to date. Personal opinion and subjective statements must be limited and clearly labeled so. For example, the project manager may not say ‘‘I don’t think the project is behind schedule although we have a negative float of 20 days on the critical path.’’ However, he may say ‘‘Despite the fact that the project is behind schedule by 20 days, I believe we can finish on time with a recovery plan.’’ When quoting information such as prices and professional opinion, the quote has to written with all relevant info mentioned (specific description, quantity, name of salesperson, date, length of validity of quote, etc.) Information quoted out of the Internet may not always be accurate or reliable. It depends on the specific source that has to be always mentioned. Communications have to be up to date in today’s business world. For example, ‘‘general conditions’’ of a company’s contracts may have been written years before and its technical specifications may have become obsolete. Timeliness is also important in internal communications. Many issues have deadlines and/or are time critical. If such information is not received in a timely manner, it will lead to negative consequences. 4. Preciseness and relevance to the subject: Providing too much or irrelevant information ...