Communications Management Plan Column Instructions For Compe ✓ Solved

COMMUNICATIONS MANAGEMENT PLAN Column Instructions For Comp

Complete the Project Name, Project Manager Name, and Project Description fields. For each identified communication, complete the following:

  • A ID: A unique ID number is used to identify the communication within the communication matrix.
  • B Communication Vehicle: A description of the type of communication that will be conducted.
  • C Target Audience: A description of the target audience for this communication vehicle.
  • D Description/Purpose: A description of the purpose of the communication.
  • E Frequency: The frequency of which the communication will be distributed.
  • F Owner: The name of the owner of the communication.
  • G Distribution Vehicle: The type of distribution vehicle that will be used to disseminate the communication.
  • H Internal/External: Indicates if the communication is for internal, external, or both internal and external distribution.
  • I Comments: Any additional comments.

A stakeholder management plan is a significant artifact to include in your project toolbox during the life cycle of complex projects. Identifying stakeholders is essential, as they can be internal or external to the organization with different needs and levels of involvement.

Categories of stakeholders include:

  • Primary stakeholders: Those directly impacted by the project.
  • Secondary stakeholders: Those indirectly impacted by the project.
  • Key stakeholders: Those who have significant influence or interest in the project.

Consider the following when identifying stakeholders:

  • Stakeholder category (primary, secondary, key stakeholder)
  • Interest and influence level (high/medium/low)
  • Support level (support, neutral, against)
  • Needs from the project
  • Preferred communication methods

Paper For Above Instructions

The Communications Management Plan (CMP) serves as a blueprint that outlines how information will be shared among stakeholders throughout the project lifecycle. Effective communication is crucial to ensure that all participants remain informed and engaged. This paper delineates how to develop a CMP while identifying stakeholders and establishing effective communication protocols.

1. Project Overview

The project name, manager name, and description should be clearly articulated. This foundational information sets the framework for the CMP and helps all stakeholders understand the project's objectives and scope.

2. Communication Matrix

A communication matrix is integral in the CMP, detailing various components such as:

  • A ID: This unique designation is essential for tracking and identifying each communication entry effectively.
  • B Communication Vehicle: Specify the method of communication, whether it be emails, meetings, or reports. This description informs the stakeholders of how information will be relayed.
  • C Target Audience: Setting a clear target audience allows tailored messages that meet specific needs and preferences, enhancing the overall effectiveness of communication.
  • D Description/Purpose: Clarifying the intent behind each communication fosters transparency and ensures stakeholders grasp the importance of the information shared.
  • E Frequency: Decide how often each communication should occur (e.g., weekly, monthly), establishing a predictable rhythm to the information flow.
  • F Owner: Assign ownership for each communication vehicle, ensuring accountability and clarity in delivery responsibilities.
  • G Distribution Vehicle: Identify the means through which the communication will be disseminated, including digital platforms, in-person gatherings, etc.
  • H Internal/External: Clarify the audience category to avoid miscommunication; some communications may need to be segmented for an internal versus external audience.
  • I Comments: This field may include notes that offer additional insights or remarks, reinforcing comprehension during project updates.

3. Stakeholder Management Plan

The successful implementation of a CMP requires identification and engagement of stakeholders. Stakeholder engagement starts with understanding their roles:

  • Primary Stakeholders: Those who are directly impacted and whose needs must be prioritized.
  • Secondary Stakeholders: Those whose interests may not be immediately affected but are still important.
  • Key Stakeholders: Individuals with high influence or interest, requiring effective management strategies to ensure satisfaction and support.

4. Communication Strategies

To engage stakeholders effectively, consider their interests and influence levels:

  • High Influence/High Interest: Manage - Fully involve these individuals and keep them engaged.
  • High Influence/Low Interest: Satisfy - Provide enough information to meet their needs without overwhelming them.
  • Low Influence/Low Interest: Monitor - Keep minor engagement; however, be prepared to increase communication if their interest or influence changes.
  • Low Influence/High Interest: Inform - Maintain regular updates to ensure they feel involved and attended to.

5. Project Charter and Misconceptions

Every CMP should begin with a project charter that captures essential items such as:

  • Mission or Purpose: Define what the project aims to achieve.
  • Objectives and Milestones: Specify measurable objectives and details of key milestones to track progress.
  • Budget Estimates: Provide an order of magnitude estimate for anticipated project costs.

6. Risk Management

Identify potential risks associated with the project delivery and develop a qualitative risk analysis plan:

  • Category and Name of Risk
  • Description and Reason/Cause
  • Probability and Impact Analysis

Conclusion

Establishing a communications management plan is essential for project success. By defining clear channels and methods of communication while acknowledging the role and influence of key stakeholders, organizations can enhance engagement, transparency, and project outcomes. The plan must evolve with the project to adapt to emerging needs and stakeholder concerns.

References

  • Kerzner, H. (2013). Project Management: A Systems Approach to Planning, Scheduling, and Controlling. Wiley.
  • Pinto, J. K. (2016). Project Management: Achieving Competitive Advantage. Pearson.
  • Schmidt, C. J., & Jones, W. M. (2019). Effective Stakeholder Communication: A Project Manager's Guide. Routledge.
  • Project Management Institute. (2021). A Guide to the Project Management Body of Knowledge (PMBOK Guide). PMI.
  • Gido, J., & Clements, J. P. (2018). Successful Project Management. Cengage Learning.
  • Freeman, R. E. (2010). Strategic Management: A Stakeholder Approach. Cambridge University Press.
  • Bourne, L. (2016). Stakeholder Relationship Management: A Maturity Model for Stakeholder Management. Gower Publishing.
  • Hillson, D. (2016). Practical Project Risk Management: The ATOM Methodology. Berrett-Koehler Publishers.
  • Meredith, J. R., & Mantel, S. J. (2017). Project Management: A Managerial Approach. Wiley.
  • Turner, J. R. (2014). The Handbook of Project-Based Management. McGraw-Hill.

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