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Example of a communications management plan

The main purpose of the Communications Management plan is to define the Determining the information and communication needs of stakeholders. The Communications Management Plan defines the following:

Communication requirements based on roles

What information will be communicated

How the information will be communicated

When will information be distributed

Who does the communication

Who receives the communication

This Communications Management Plan sets the communications framework for this project. It will serve as a guide for communications throughout the life of the project and will be updated as communication needs change. This plan identifies and defines the roles of persons involved in this project. It also includes a communications matrix which maps the communication requirements of this project. An in-depth guide for conducting meetings details the communications rules and how the meetings will be conducted, ensuring successful meetings. A project team directory is included to provide contact information for all stakeholders directly involved in the project.

There are four major processes in communication management plan are

Communication planning

Information distribution

Performance reporting

Managing Stakeholders

Project Team Directory

The following table presents contact information for all persons identified in this communications management plan. The email addresses and phone numbers in this table will be used to communicate with these people.

Role

Name

Email

Phone

Project Sponsor

Program Manager

Project Manager

Project Stakeholders

Customer

Project Team

Madhur Trived

Narendra anand

Dharmveer

dharmveer.apiit@gmail.com

9992644540

Technical Lead

Communication Planning

In Communication planning developer determine the information and communication needs of stakeholders. Answers the following questions:

Who needs what information

When they will need it

How will the information be given to them

And also determine output of Comm. Planning is Communication Management Plan

COMMUNICATION MANAGEMENT PLAN

Information Details

What?

When?

How?

Responsible

Project case study

meeting

Team member

Project Charter

Start & Upon Updates

document

Team member

The Baseline Plan

Start & Upon Updates

Meeting

Team member

Risk plan

Start & Upon Updates

document

Narendra anand

The Quality and Change Plan

Start & Upon Updates

document

Madhur

Project Status Reports

Monthly

Report sent via e-mail

Dharmveer

Team Meetings

Weekly

Document minutes in Project Library

Madhur

Project Close Out Report

End of Project

document

Dharmveer

Stakeholder’s analysis

Stakeholder Name

Contact Details

Document Name

Document format

Contact person

Due

Sonyo India

6499-2212

sonyo@sonyaindia.org

Monthly Status Report

Email

Names of person in charge

First of month

Aircellular

06112-2576854

cellular@aircellur.org

Monthly Status Report

Names of person in charge

First of month

Bharat Forge

0180-2568445

bharat@bharatforge.org

Monthly Status Report

Names of person in charge

First of month

Ahuja Equipments

011-251232

ahuja@ahujaequipment.org

Monthly Status Report

Hard Copy

Names of person in charge

Minda Huff

011-243211

minda@mindahuff.org

Monthly Status Report

Names of person in charge

Every Friday

Information Distribution

Information Distribution is about assuring the right information is available to the right people at the right time. Information Distribution executes the communication plan and responds to the unexpected requests for information.

The only input to information distribution is:

The Communications Management Plan – The Communications Management plan deals with the methods of obtaining and distributing the project information. The communication management plan provides:

Stakeholder communication requirements

Information to be communicated, including format, content, and level of detail

Individual accountable for communications

Recipients of the information

Communication Methodology or Technology

Frequency of Communication

Escalation process with associated time frames

Change control process for the communication plan

After reviewing the communications management plan, there are certain tools and techniques which can be employed to distribute information. The four tools and techniques are:

Communications skills – communication skills help the project manager to take the advantage of the dimension of communication.

Information Gathering and Retrieval Systems – Information Gathering and Retrieval systems are all of the various ways to collect and share project documentation. Possible mechanisms are a manual filing system, electronic databases, collaboration software, and a project management information system.

Information Distribution Methods – Information distribution is the timely collection, sharing and distribution of information to the project team. Methods can be portals, collaborative work management tools, web conferencing, web publishing, and when all technology is not available, manual filing systems and hard copy distribution.

Lessons Learned Process – lesion learned process is process by which developer determine whether the project success or failure from which knowledge can be gathered to make recommendations to improve future performance on projects. Lesion learn includes:

Update of the lessons learned knowledge base

Input to knowledge management systems

Updated corporate policies, procedures, and processes

Improved business skills

Overall product and service improvements

Updates to the risk management plan

Performance Reporting

Performance reporting is the process of collecting and disseminating performance information to stakeholders and the project. It helps the stakeholders to know how much work has been completed. It is done through status reports, progress report, and forecasts.

Status report

it describe where the project stands at a specific point in the time and it also address where the project stands in term of meeting the scope, time, and cost goals.

How much money had been spent?

How long did it take to do a certain task?

Is work being accomplished as planned?

Status Report

Prepared By: _______________ Date:__________

PROJECT ACTIVITIES

Planned Start Date

Actual Start Date

Planned Complete Date

Actual Complete Date

Percent complete

Status or

Comments

Project Charter

The Baseline Plan

Cost and Budget Estimation

The Risk Plan

The Quality and Change Plan

The Human Resource Management Plan

The Communication Plan

The Procurement Plan

Approved by

Project manager----------------- Date------------------------

Above table show the status report at what task which activity is how much task is complete at what time duration.

Progress report

Progress report describes the the project team has accomplish during certain period. For doing that team members prepares weekly progress report on their activity and team leader prepare consolidated process report. It will mainly help the project team how much process has been accomplished.

ITC

Progress Report

Prepared By: _______________ Date:__________

Report Period:

Project Period:

Principal Investigator/Project Director:

Progress Achieve in Accomplishing Project Goals & Objectives

Goal/Objective #:

Planned:

Actual:

Unit Cost:

Goal/Objective #:

Planned:

Actual:

Unit Cost:

Difficulties Encountered

Goal/Objective #:

Problem(s):

Resolution/Corrective Action Plan and Schedule:

Activity Anticipated Next Reporting Period

Goal/Objective #:

Goal/Objective #:

Approved by:

Project Manager________________

Date: ________________

Managing stakeholder

It is much more important that manage the stakeholders because without manage the stakeholders communication plan can’t be completed. First thing is that first identify the stakeholder (see stakeholder analysis) after that analysis the stakeholder need and expectation after that resolve the need of and expectation of stakeholder.

Communication matrix

Below table identifies the communication requirement for the project.

Communication Type

Objective of Communication

Medium

Frequency

Audience

Owner

Deliverable

Kickoff Meeting

Introduce the project team and the project. Review project objectives and management approach.

Face to Face

Once

Project Sponsor

Project Team

Stakeholders

Project Manager

Agenda

Meeting Minutes

Project Team Meetings

Review status of the project with the team.

Face to Face

Conference Call

Weekly

Project Team

Project Manager

Agenda

Meeting Minutes

Technical Design Meetings

Discuss and develop technical design solutions for the project.

Face to Face

As Needed

Project Technical Staff

Technical Lead

Agenda

Meeting Minutes

Monthly Project Status Meetings

Report on the status of the project to management.

Face to Face

Conference Call

Monthly

PM

Project Manager

Project Status Reports

Report the status of the project including activities, progress, costs and issues.

Email

Monthly

Project Sponsor

Project Team

Stakeholders

PM

Project Manager

Project Status Report

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