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Posted: March 23rd, 2021
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
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What information will be communicated
How the information will be communicated
When will information be distributed
Who does the communication
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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
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Communication planning
Information distribution
Performance reporting
Managing Stakeholders
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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
Phone
Project Sponsor
Program Manager
Project Manager
Project Stakeholders
Customer
Project Team
Madhur Trived
Narendra anand
Dharmveer
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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
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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?
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When?
How?
Responsible
Project case study
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meeting
Team member
Project Charter
Start & Upon Updates
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document
Team member
The Baseline Plan
Start & Upon Updates
Can I Update Instructions Mid-Order?
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Meeting
Team member
Risk plan
Start & Upon Updates
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document
Narendra anand
The Quality and Change Plan
Start & Upon Updates
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document
Madhur
Project Status Reports
Monthly
Report sent via e-mail
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Dharmveer
Team Meetings
Weekly
Document minutes in Project Library
Madhur
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Project Close Out Report
End of Project
document
Dharmveer
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Stakeholder’s analysis
Stakeholder Name
Contact Details
Document Name
Document format
Contact person
Due
Sonyo India
6499-2212
Monthly Status Report
Can You Suggest Paper Topics?
Sure! Need ideas? We’ll pitch topics based on your subject and interests—catchy and doable. Pick one, and we’ll run with it, or tweak it together.
Names of person in charge
First of month
Aircellular
06112-2576854
Monthly Status Report
Names of person in charge
First of month
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Yes! If you need quick edits, our team can turn it around fast—hours, not days—tightening up your paper for last-minute perfection.
Bharat Forge
0180-2568445
Monthly Status Report
Names of person in charge
First of month
Ahuja Equipments
011-251232
Can You Provide Outlines First?
Absolutely! We’ll draft an outline based on your topic so you can approve the plan before we write—keeps everything aligned from the start.
Monthly Status Report
Hard Copy
Names of person in charge
Minda Huff
011-243211
Monthly Status Report
Names of person in charge
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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
How Do You Handle Long-Term Projects?
We break it down—delivering each part on time with consistent quality. From proposals to final drafts, we’re with you all the way.
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.
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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
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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.
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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.
Monthly
Project Sponsor
Project Team
Stakeholders
PM
Project Manager
Project Status Report
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