Communications Management Plan

Communications Management Plan

Communications Management PlanThe Communication Management Plan aims to indicate all the communication needs and how it will be disseminated to all the project’s stakeholders (Senaratne & Ruwanpura, 2016). For the project at hand, the Communication Management Plan will aim to meet all the project deliverables, distribute information through a chain of command, and communicate all project changes in timelines and schedules in meetings that will be held every Friday. The project manager will be responsible for communicating all important information to all stakeholders. Besides the meetings, communication will also be disseminated through emails to all stakeholders about the way forward. All the daily updates stakeholders in the respective departments will be needed to understand. The line of communication command that has been established is to ensure that there are smooth distribution and dissemination of the information to all project team members. To ensure that all the stakeholders have the right information, everyone stakeholders need to be aware and mindful of all the meeting days. The exact time of the meetings as what will be communicated in the meetings will be critical to the project’s success. All the stakeholders will also be provided with an emergency number that will go directly to the project manager to report any escalations that may occur.

Communication Management Strategies

For this project to be successful, all the project areas should be covered one at a time. Instead of holding a meeting that will include all the divisions and departments, there will be separate departmental meetings that aim to pass specific information aimed at improving and maintaining such a department’s performance. This is because the project will comprise of many divisions and departments that will serve different purposes. The regularity of holding the departmental meetings should always depend on how the department’s assigned part of the project is progressing. Although formal communication will not be done every day, informal communication will be accomplished almost every day as the team members of the department try to update each other

Communications Management Controls

Our project’s departments are located in different locations, and this means that to complete the project, several communication areas need to be established. There is a need to provide effective and accurate time-sensitive information, discriminate any critical data, and communicate any changes to the objectives of the project. The project manager and other managers in each department should correct any errors in the project’s objectives and immediately communicate those changes and corrections to all team members. Addressing the time constraints will be the most important communication avenue to maintain the flow of information to all the stakeholders. The communication management controls of the project will include:

• The project manager will handle all the escalations in all departments, which will mitigate the time constraints.
• Emergency Response Team will be established to handle all important issues that will be facing the project.
• All the meetings involving different departments will be held from 5:00 PM to 6:30 Central Standard Time.
• A general meeting to be conducted every three months to communicate the project progress and any changes and updates that may have been made.
• The emails will have a specific point of an audit before they are being disseminated to respective stakeholders.

Communication Approaches and Electronic Devices

The methods and devices of communication are significant factors that must be considered when passing information from one stakeholder to another and different project team members working in various departments located in various geographical areas. For efficiency purposes and ensure that the information reaches everyone, there should be a common method and technology that every member can afford and is available to all (Heagney, 2016). Therefore, the communication method and technologies available should be one of the stakeholders’ requirements that must be determined wisely. Emails will be used to distribute information to all stakeholders, but the vice project manager will audit the emails before they are distributed externally.

Communication Requirements for the Stakeholders

The first requirement is that both the program manager and project manager should be present during the general stakeholders’ meeting. All information about how the project will be accomplished will be shared through the use of emails. When attending meetings, the stakeholders will be required to use WEB Go to meeting communication media.

Shareholders’ Roles

The table below will present the contact information for all the stakeholders that were identified in this project. The phone numbers and email addresses provided will be used to communicate with all the stakeholders listed in the table.

Standardization of the Communication

Having standard communication in place helps in simplifying the complications that are experienced in project management communication. Many companies prefer to use standard templates and formats for the different communication tools used in a project (Heagney, 2016). For instance, in our case, we used Emails and Web Go to Meeting as a standard form of sharing information and communicating with different stakeholders. The stakeholders will also have the number of project managers to call directly in case of an emergency and inform the project manager. This is having a common point of communication. Since it is the project manager who can easily reach all the other stakeholders, informing him or her about any emergencies helps him, or her decide the best course of action to take to ensure the project is on track. Therefore, through the use of a standardized form of communication, the company can easily reach all its project teams and stakeholders, which makes both the project teams and stakeholders understand what is required of them to achieve the goals and objectives of the project. Through standardization, an organization attains simplicity in its communication platforms, and this improves the consistency, efficiency, and efficacy of the communication within the organization.

In conclusion, the Communication Management Plan in a project is vital as it helps in the distribution of information and reaching different project teams and stakeholders. The distribution of the information helps ensure that all the stakeholders understand any updates and changes that may have been done to improve the project teams’ performance.

References

Heagney, J. (2016). Fundamentals of project management. Amacom.

Senaratne, S., & Ruwanpura, M. (2016). Communication in construction: a management perspective through case studies in Sri Lanka. Architectural Engineering and Design Management, 12(1), 3-18.