EPM5700 Project Communication Management Software Report

This report, focused on 'Communication Management in Industry,' examines the crucial role of effective communication in project success. It details the communication management process, emphasizing the importance of informing stakeholders and resolving conflicts. The report explores various software solutions, including RingCentral, Skype, 8x8 Solutions, and WhatsApp, providing an overview of their features and functionalities. It then narrows its focus to RingCentral, Skype, and 8x8 Solutions for a critical review, evaluating them based on criteria like traditional and agile project management features, cost, and support services. The evaluation employs methods such as weighted scoring, pros vs. cons analysis, and cost-benefit analysis, ultimately selecting the weighted scoring method. The report includes an evaluation matrix to compare the software, discussing the results, potential problems, and providing recommendations. The report concludes by highlighting how information systems support communication management processes, ensuring stakeholders are informed and conflicts are minimized, thus contributing to project success.

EPM5700 Project Management and
Information Technology
Project Communication
Management in Industry

Page 2 of 27
Executive Summary
The report will focus on the topic ‘Communication Management in industry’. Communication
management process is set of steps that are adopted by every project manager for every
project in the organisation. The communications management software helps to assure that
the project stakeholders are getting informed. Communication management thus assures
project’s success. Different organisations operate automated software tools. The report
explains about the following software - RingCentral, Skype, 8x8 Solutions and WhatsApp. In
the end, the usage of best software has been defined.

Page 3 of 27
Table of Contents
Executive Summary.........................................................................................................2
Aim.................................................................................................................................. 4
Introduction...................................................................................................................... 4
Significance of this Investigation......................................................................................5
Benefits of supporting Communication Process Management....................................................5
Available Software...........................................................................................................6
RingCentral................................................................................................................................. 7
8x8 Solutions.............................................................................................................................. 8
Ganttic........................................................................................................................................ 9
Skype........................................................................................................................................ 10
WhatsApp................................................................................................................................. 11
Selected Software for Evaluation...................................................................................12
Skype........................................................................................................................................ 12
8x8 Solutions............................................................................................................................ 12
RingCentral............................................................................................................................... 12
Critical Review............................................................................................................... 13
Skype........................................................................................................................................ 13
8x8 Solutions............................................................................................................................ 14
RingCentral............................................................................................................................... 14
Criteria for Evaluation....................................................................................................15
Evaluation Methods.................................................................................................................. 17
Pros vs. Cons Analysis.................................................................................................................17
Cost Benefit Analysis....................................................................................................................17
Weighted Scoring..........................................................................................................................18
Selected Method............................................................................................................................18
Weighting of each Criteria..............................................................................................18
Evaluation Matrix........................................................................................................... 19
Software Evaluation.......................................................................................................22
Discussion.....................................................................................................................23
Results...................................................................................................................................... 23
Problems and Pitfalls................................................................................................................ 23
Recommendations.........................................................................................................24
References.................................................................................................................... 25

Page 4 of 27
Aim
The report will mainly explain how the information systems support the Communication
Management processes.
Introduction
Communication management process involves the steps so that the information can be
identified that needs to be communicated. The communication process steps will help to
determine the target audience for the communication. The communication management is
important for ensuring the success of the project. Effective communication helps to resolve
any conflicts within the project. The software will help to prepare templates for project
communications.
The software has certain capabilities that can be used to manage the communication process
-Developing communication infrastructure

Page 5 of 27
The significance of this Investigation
The report elaborates the impact of the information system for the communication
management.
The enterprises with the help of the software can be able to communicate in an efficient
manner (Nicholas and Steyn 2017). The stakeholders will always stay informed about the
latest project updates. Effective communication can reduce the chance of conflicts as well.
The project manager will conduct research and will prepare a report that will provide the
significance of the software.
Benefits of supporting Communication Process Management
The software has several benefits to the organisation. They are-
i. Build templates for project communications
ii. Enhancing communication skills to resolve the conflicts (Mir and Pinnington 2014)
iii. Proposing proper plan so the gap between the supply and the demand can be bridged
iv. Proposing appropriate strategies so that the communication process can be enhanced
Available Software
The software that can be used to carry out the communication process of any enterprise are-
 RingCentral
 Skype
 8x8 Solutions

Page 6 of 27
RingCentral
RingCentral is the industry-leading software. RingCentral is the provider of the cloud unified
communications as well as the collaboration solutions. The software is delivered in the form of
Software as a Service (SaaS) system (Correa 2016). The software helps project stakeholders
to communicate with each other. The software also provides some important functionalities –
CRM integration.
Figure 1: RingCentral

Page 7 of 27

8x8 Solutions
8x8 Solutions deliver flexible, affordable and cloud-based communications. The employees
can communicate with each other through the integrated social network feature within the
software (Nicholas and Steyn 2017). The primary feature of the software is the
communication process management.
8x8 Solutions is known to provide VoIP solutions that will help them to serve the customers
anytime, anywhere.

Figure 2: 8x8 Solutions

Skype
Skype for Business facilitates effective collaboration among the professionals and the
stakeholders. Skype provides the facilities like the free online calls, affordable online calls,
messaging to the mobiles or the landlines.

Figure 3: Skype

WhatsApp
WhatsApp Messenger is freeware as well as cross-platform messaging VOIP service. The
application shows sending of text messages as well as the voice calls. The users can be
able to share other media as well. WhatsApp comes in the form of android and ios app.
Figure 4: WhatsApp

Selected Software for Evaluation
The three software have been chosen amongst the five, and those three will be analysed further
in the report. The software that will be used are –
 RingCentral
 Skype
 8x8 Solutions
Skype
Skype aids in communication management. The stakeholders can communicate with each other
through online calls and messages. Skype also gives facility for online calls. The stakeholders
can be able to communicate with each other from distant places.
8x8 Solutions
8x8 Solutions is a customer engagement solutions provider. The stakeholders can be able
to communicate with each other over the cloud platform from anywhere from any devices
and anytime. 8x8 Solutions provide cloud based communication services. The enterprise
also provides communication based solutions for the contact center and unified
communications solutions for small, medium enterprise.
RingCentral
RingCentral is the provider of the collaboration solutions and the cloud unified solutions.
RingCentral provides flexible and cost-effective solutions. RingCentral solutions enable today’s
mobile and the distributed workforces to stay connected with each other and on multiple devices
through contact center, fax, team messaging, SMS, conferencing collaboration and online
meeting.

Critical Review
Skype
Skype is a VOIP software application mainly used for video, voice, and instant messaging.
The users get the facility to make calls, make video calls, and engage in chat over the
internet. Skype gives the opportunity of files transfer and video conferencing to the users
Skype Pricing Plans:
Skype is free of charge.
8x8 Solutions
8x8 Solutions enables users to communicate in single, open and real-time cloud platform. 8x8
Solutions eliminate all the associated silos and expose real-time intelligence across the cloud
platform and devices. In this way, the productivity of any individual or team can be enhanced.
8x8 Solutions enhances customer experience as well as the business performance.
8x8 Solutions Pricing Plans:
The price of 8x8 Solutions is $25 per month per user
RingCentral
The RingCentral is known to provide cloud-based phone system. RingCentral offers
functionalities like the call control, video conferencing, fax, web conferencing, and the auto-
receptionist. RingCentral also offers facilities like rule-based call routing and answering.
RingCentral Pricing Plans:
The price of RingCentral is $22.99

Criteria for Evaluation
Evaluation Methods
The below methods have been utilised for the evaluation-
 Weighted Scoring
 Pros vs Cons Analysis
 Cost Benefit Analysis
Pros vs. Cons Analysis
Pros vs. Cons Analysis method helps to compare all the software and select the most
appropriate one.
Cost Benefit Analysis
Cost Benefit Analysis method helps to carry out the cost vs benefit analysis ( Binder 2015). The
project manager can estimate the cost and the benefits the software provides and on basis of
those, the project manager can take the best decision. They can select the most suitable
software for the business.

Weighted Scoring
The weighted scoring method is the process of choosing the option based on the criteria. The
method is ideal in those situations when many criteria are taken into consideration for the
evaluation. The most appropriate software option can be available.
Selected Method
The software is selected by Weighted Scoring method. The method is selected considering
several fields, and this is ideal for software comparisons.
Weighting of each criteria
The below table shows the list of software criteria-
Criteria Weighting
Traditional Project Management 16%
Project License 2.5%
Project Budget 12%
Support Services for Project 6%
Project Issue Tracking 4%
Project Communication Management 16%
Agile Project Management 16%
Project Reporting 16%
Notifications 6%
Training and Support 3%
Platform 5%

Evaluation Matrix
Table 3- Evaluation Matrix
Software Evaluation Matrix
1 3 4 5
Tradition Project
Management
Contain traditional
features to some
extent
Contain low
traditional
features
Contain traditional
project
management
features to a
medium extent
Contain
traditional project
management
features in high
amount
Contain
traditional project
management
features to a
relatively high
amount
License Needed License - - - Needed no
License
Cost Relatively
expensive Expensive
Medium Budget Low Budget Cheap
Support Support Service
is available to a
certain extent
Support Service
Available to a low
extent
Support Service
Available to a
Medium extent
Support Service
Available in High
Amount
Support Service
Available in
relatively high
amount
Issue Tracking Contain relatively
low issue tracking
features
Contain low issue
tracking features
Contain issue
tracking features
to moderate
amount
Contain high
issue tracking
features
Contain relatively
high issue
tracking features
Task
Management
Contain Task
Management
features to some
extent
Contain low Task
Management
features
Contain Task
Management
features to a
medium extent
medium extent
Contain Task
Management
features in high
amount
Contain Task
Management
features to a
relatively high
amount
Agile Project
Management
Contain Agile
Project
Management to
some extent
Contain low
Agile Project
Management
Contain Agile
Project
Management to a
medium extent
Contain Agile
Project
Management in
high amount
Contain Agile
Project
Management to
a relatively high
amount
Project Reporting
Contain Project
Reporting to some
extent
Contain Project
Reporting
Contain Project
Reporting to a
medium extent
Contain Project
Reporting in high
amount
Contain Project
Reporting to a
relatively high
amount
Notifications
Contain
Notifications
features to some
extent
Contain low
Notifications
features
Contain
Notifications
features to a
medium extent
Contain
Notifications
features in high
amount
Contain
Notifications
features to a
relatively high
amount
Operating
Systems
Operating
Systems is
available to
certain extent
Operating
Systems
Available to a low
extent
Operating
Systems
Available to a
Medium extent
Operating
Systems
Available in High
Amount
Operating
Systems
Available in
relatively high
amount
Training and
Support
Contain Training
and Support
features to some
extent
Contain low
Training and
Support features
Contain Training
and Support
features to a
medium extent
Contain Training
and Support
features in high
amount
Contain Training
and Support
features to a
relatively high
amount
Platform Platform is
available to
certain extent
Platform
Available to a low
extent
Platform
Available to a
Medium extent
Platform
Available in High
Amount
Platform
Available in
relatively high
amount

Software Evaluation
Communication
Software
Evaluation Skype
8x8
Solut
ions
Rin
gCe
ntral Total
Criteria
Weightin
g Score Rating Score Rating
Scor
e Rating Score
Ratin
g
Traditional
0.15 4 0.5 4 0.6 3 0.45 5 0.75Project
Managemen
t
Task 0.15 5 0.65 4 0.6 4 0.6 5 0.75Managemen
t
Agile Project 0.15 2 0.2 2 0.4 4 0.7 5 0.75Managemen
t
Project 0.15 4 0.5 5 0.65 2 0.4 5 0.75Reporting
Cost 0.10 3 0.4 1 0.1 4 0.4 5 0.5
Support 0.05 4 0.3 3 0.25 2 0.2 5 0.25
Services
Issue 0.05 2 0.2 2 0.1 3 0.15 5 0.25
Tracking
Notifications 0.05 3 0.35 2 0.1 3 0.15 5 0.25
Platform 0.05 4 0.3 5 0.15 3 0.15 5 0.25
Licence 0.025 1 0.035 1 0.025 1 0.025 5 0.125
Training and 0.025 4 0.2 3 0.075 2 0.05 5 0.125Support
Total 100% 38 3.5 35 3.25 34 3.130 60 5

Discussion
Results
The selected software evaluation ensures the proficiency of the software, and it is working well
and is working fine and providing service. The Software evaluation, as well as the Critical Review,
showcases the ranking of the software selected, and they are as follows-
1. RingCentral = 3.130/5
2. Skype = 3.50/5
3. 8x8 Solutions = 3.25/5
However, the project manager should keep in mind the main criteria for the project evaluation, the
characteristics of the project and adaptation of software packages may be incompatible with all
other projects.
The requirements of the individual project must be weighed against the criteria for the software
packages’ selection.
Problems and Pitfalls
There are several issues related to adoption of information system to assist the communication
management. Project Budget is the main area of concern when choosing the best software or the
suitable software. Communication related software must be affordable and must be cost effective.
It is essential to assess the benefits of the communication management software. The
communication software must be well integrated and the software must met the demands of the
customer, the software failure might prove to be very costly. Software adaptability and flexibility
can affect the project’s team members to fulfill the duties. The stakeholders face dilemmas while
choosing appropriate software. They get confused while choosing the server location, the
accessibility of cloud based software, application based software and desktop based software.
The organizations also face several restrictions from the several stakeholders while implementing
the software. The stakeholders may oppose some features of the software they do not like. They
may even find issue related to the software. In that case, the software will have to be rejected as a
whole. This can hurt organization’s interest. Thus the organization must be very careful while
implementing the software at their premises.
Recommendations
Considering the software evaluation and the critical review method, it can be concluded that
Skype is ahead of RingCentral and 8x8 Solutions. Skype can be used as the information system
to assist the Project-Based Management.
The report mainly focuses on the critical review and the evaluation review. The review assists in
acknowledging Skype’s ability to support communication process management. The software
shows significant capabilities of planning, allocating and monitoring stakeholders for any project.

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