Creating a Communications Plan

PM Milestone Project Management Templates

PM Milestone 7000 Project Management Templates

Get Instant Access

To complete some of these questions, it might help to create a matrix such as the following exa Remember, your answers may be very different, depending on how you see the needs of these groups.

What

Why

Who

When

How

Where

(purpose)

(Storage)

Executive

To gather and

Heath

Biweekly

Meetings

Website and

status

check

America

and written

network

progress and

(HA)

com

drive under

discuss

executives

munication

Status/

corrective

and lead

Executive

actions.

functional

managers

Team

Same as

Team

Weekly

Meetings

Website and

status

Executive

and written

network

Status but at

communicati

drive under

detailed level.

on

Status/Team

Status

To commun

HA

As

Via e-mail

Website and

escalations

icate critical

executives

needed

with follow-

network

status

up voicemail

drive under

changes and

if needed;

Status/

to get help

enter on

Executive/

with corrective

escalation

Escalations

actions

log. Might

outside of

need special

normal status

meetings.

time frame.

Client

Same as

Health and

Monthly

Meetings

Network

status

escalation

Welfare

and written

drive under

status but

department

commu

Status/Client

emphasize

nication

budget and

schedule.

Press

To send

Print media

As

Written in

Website and

information to

needed

press

network

news

release

drive under

agencies

format

Press

Releases

Change

To commun

Team

Weekly

Written,

Website and

request

icate

change

reviewed in

network

changes.

board

meetings,

drive under

enter in

Change

change log

Requests

Project

To ensure

Team and

Initially,

Written, e-

Website,

processes

consistent

stakeholders

and

mail,

log, and

and

and

when

changes via

network

standards

organized PM

updates

log

drive under

processes.

are

Project

made

Standards

Hospital

To provide

Health and

Quarterly

Written

Website for

quality

status to

Welfare

hospitals

reports

Health and

department

only;

Welfare

network

department of

drive under

hospital

Quarterly

improvements

Reports

based on

team

research.

1. What should Bill's strategy be for communication on this project? Should it be formal or infor mostly written or verbal? How much time should he spend on communication?

2. Will there be issues if Bill does not receive status updates from his team regularly? Why or w not?

3. Should Bill share the executive and client status reports with his team? Why or why not?

4. What is the purpose of the communication matrix?

5. Will meetings and written status be enough communication for your team members? Why or not?

6. What kind of data would you include on your status report form? Why is it important to create form?

Answers

1. Bill's strategy, due to the high visibility, should support a very formal and well-documente communication methodology. He will need to allot quite a bit of his time to communicatio not mean that he needs to do it himself. He might hire a communication manager, or del distribute some of the work. Bill might indicate the percentage of time he will spend on communication, such as 85 percent. He should also state that he will need some help fro media relations department regularly.

2. Status to the Health and Welfare department and to the HA executives depends on regu accurate updates from the project team. Bill must be sure he has team updates prior to t must provide to the executives and Health and Welfare department. Also, Bill does not w rushing around trying to get status just before the high-level statuses. If he does not get r from his team, he may miss issues or escalations that his executives may need to help h project roadblocks. If he reinforces behavior that requires updated status from his team i sets up a status form, he probably will just need to plug in the information regularly.

3. Yes, Bill should share the status reports with his team. If his team members see this infor will understand the importance of their updates for their project manager and also know information that their executives want. They may also be able to see issues that the execi about and communicate them more efficiently. Bill might even want to review the executi status format with the team to make sure team members understand it so they can help input.

4. The communication matrix helps the project manager and his team understand what mu communicated in a standardized, consistent form according to regularly scheduled com! The matrix helps systemize communication, so that the project manager can focus on is: exceptions rather than gathering the information each time someone asks for it. It will he manager see dependencies of the communication, so he or she can plan when informat collected so it can be fed into follow-up processes and communications.

5. Meetings and written status will probably not be enough communication for your team m Team members will also need one-on-one time to understand your project status needs communicate possible project issues. Some people will not feel comfortable communica a public forum. So besides the formal, regularly scheduled communication in group mee need to schedule regular one-on-one meetings with your team members. You will also p receive and need to send e-mails and make phone calls to team members.

6. The information you might include on a status report: date range of status, overall projec status (on time, behind schedule, ahead of schedule), upcoming milestone (deliverable) progress and accomplishments, issues and progress on solving them, budget status and and accepted changes to the project and how they are being integrated into the project. I to create a form so that you collect all the status you need and make sure you get update consistently. Without it, you may miss important items from status to status.

Team LiB

^ previous hext ^

Was this article helpful?

0 0
Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

Get My Free Ebook


Post a comment