CEM-802: CONSTRUCTION PLANNING,

SCHEDULING AND CONTROL

Presented by
Engr. Zia Ud Din
Lecturer

Department of Construction Engineering and Managemnet

National University of Sciences and Technology,
H-12, Islamabad- Pakistan
Reports and presentations

April 19, 2012 2

INTRODUCTION

Without a doubt, good communication

is an essential component of the
successful management effort. This
means conveying the right
information to the right party at
the right time and in the right
form.

April 19, 2012 3

 Characteristics of good
communication
1- clarity
The information must be clear to the receiving party.

2- simplicity
Helps improve understanding. Butting information in
briefed sentence/s using a simple language .

April 19, 2012 4

3- Accuracy
Professional communications must be accurate, objective, and
up to date.

4- preciseness and relevance to the subject

Providing too much or irrelevant information May be confusing
and counterproductive. (example: LDS)

5- legibility
People whose handwriting illegible or difficult to read, should
type their communications using the computer.

April 19, 2012 5

6- proper support tools
Pictures, tables, charts, statistics, etc.
They are more helpful and unilingual.

7- proper level of detail

The communicator must balance the amount of information
in an intelligent way.

8- good organization and formality

sorting and organizing the info. to make it easy for the viewer
to read, follow and retrieve.

Formality means following the companys procedures,

including the use of standard forms.
April 19, 2012 6
9- Retrievable and transformable
Retrieving info. for live (current) projects may be performed
easily by Using the computer commands.
The ability to convert and open electronic files and to read the
info is extremely important ,so using unknown software should
be prohibited .

10- Conformance to industry standards

Using common language when determining specifications and
standards such as ISO,IAI.

April 19, 2012 7

 Reports and Presentations
-Both are types of communications that aim at conveying
information

-Report should be clear and complete because its printed

materials are the only vehicle for conveying information
between the person preparing the report and the person
receiving it.

- Presentations focus on speakers persuasive skills, And the

speaker focuses on certain points using oral, visual and written
(or printed) tools. Audiences have the opportunity to ask for
explanation any point unclear to them.

April 19, 2012 8

 Types of presentations
1- contract candidate presentations
The main focus of this presentation is to convince the owner
(or the decision maker) that the presenter not only can do the
job but also can do it better than other candidates, Answering
the owners question why should I hire you?

2- sales and demonstration presentations

a presentation to demonstrate a product given by a
representative of a manufacturing or vendor.

April 19, 2012 9

3- project status presentations
a presentation to upper management about a particular project
and its status given by the PM or a team member.

4- management presentations
a presentation conducted by the management of a company to
its staff to inform them about a new work plan, a new system, a
new organization, or something else.

April 19, 2012 10

Presenters skills for good
presentation

1- Focus on the clients needs

Presenting the product or service in the best way that
serves the client /audience.

2- honesty
the presenter should be honest and objective at all
times, especially with regard to facts and numbers.

April 19, 2012 11

5- eye contact
The presenter should speak to the audience not to himself
or to his notes.

6- body language
Body language and hand and arm gestures are important.

8- Manage time wisely

Presentations almost always have time limits. Besides,
human beings have limited attention span.

9- have a backup plan

April 19, 2012 12

The power of presentation

To create a good report we should ask ourselves the following

questions:

1- does the report include all the information

the report user needs?

2- does the report include any un needed information ?

3- is the information clear and well organized?

April 19, 2012 13

 4- is the information presented in the required format?

5- can the look of the report be enhanced ?

Remember:
1)Computer is still a tool .
2)There is no one size fits all .

April 19, 2012 14

The power of presentation

Any report (text or graphic) should contain the following

information:

1- the name, the address and the logo of the company and
department or division.

2- the name of the person preparing the report and

supervisors approval (if needed).

3- the name and the location of the project.

April 19, 2012 15

4- date

5- title of the report

6- attachments if any.

7- page numbering.

8- legends.

9- definitions of terms, acronyms and abbreviations that

may not be known.

April 19, 2012 16

printing reports

After reviewing the final form of the report and before printing
it consider the following :

make sure that only the needed activities and information

are included .

margins may be slightly reduced to allow more information

per page.

April 19, 2012 17

 use the fit to one page function in the Print menu.

in limited cases you may print o both sides of the paper.

using a smaller or a different (narrower) font may help.

many reports may remain in electronic form and need not

be printed.

The scheduler must relate the schedule information to the

project manager not only as computer-generated colorful
charts ,but in clear language as well.

April 19, 2012 18

SUMMARY REPORTS
Summary report should contain :

The overall situation of the project.

The preceding information as compared with that in the last

update.

The new critical path, if it changed.

Cost information (if applicable).

April 19, 2012 19

 Any other information that may help the project manager
identify trouble spots or makeup for any lost time.

No unnecessary details.

The summary report should not exceed one page.

It should be written in the form of a memorandum.

April 19, 2012 20