Communications

Perhaps the most important section of the project book is the communications section. In it you detail the following components:

Management notices Perhaps a better term for this would be management notifications. This section stipulates how and when management will be notified with regard to the project: "Management will be notified weekly by e-mail," for example, or "Managers will receive a verbal report weekly and a written report monthly. "

Minutes of project meetings A designated recorder will take down the minutes of each project meeting. The details of how the minutes are kept, where they ' re posted, and the information they' l l contain is a part of a good communications document. Project progress reports The communications document also details how project progress reports are written: what they' l l contain, their frequency, and who they' l l go to. You might consider supplying a copy of the format that you' l l use when creating progress reports, and even instructions for reading a progress report that might otherwise be difficult to decipher.

E-mail communications Although written communications are certainly helpful and of long-term usage to projects, e-mail communications can greatly facilitate speedy communications. It should be stipulated in the communications document what kinds of communication will be allowed via e-mail and how they will be tracked. Issues log The issues log sets up a forum where problems that crop up as the project is being implemented can be noted, worked on, and dealt with.

Printouts of all relevant communications should be kept in the communications section of the project book.

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