Create A Simple Communication Plan For Your Execution

Create a simple communication plan for the execution of your project

Create a simple communication plan for the execution of your project. This plan should have the following information: contact information for all affected parties, major deliverables and how progress on the deliverables will be communicated to the affected parties (as well as who the affected parties are and when communication will take place), and any other miscellaneous information about communication on the project. Deliverables: Business memo summarizing the submission for the week Communication plan

Paper For Above instruction

Effective communication is a fundamental component of successful project management, serving as the backbone for coordination, stakeholder engagement, and progress tracking. Developing a clear and concise communication plan ensures that all affected parties are kept informed about project deliverables, milestones, and any issues that may arise during execution. This paper outlines a simple yet comprehensive communication plan tailored for project execution, emphasizing contact information management, communication channels, schedules, and responsibilities.

Stakeholder Identification and Contact Information

The foundation of any communication plan is accurate stakeholder identification. For this project, the affected parties include project team members, stakeholders, sponsors, clients, suppliers, and regulatory agencies. Each group requires specific contact details to facilitate effective communication. A centralized contact list will be maintained, including names, positions, email addresses, phone numbers, and preferred communication methods. For example, project managers and team leads will primarily be reachable via email and phone, while clients and suppliers may use email or designated communication portals.

Major Deliverables and Communication Methods

The key deliverables for this project include weekly progress reports, milestone updates, issue escalation notices, and final project summaries. To keep all parties informed, the following communication methods will be employed:

  • Email: The primary channel for sharing weekly summaries, milestone updates, and formal notices.
  • Project Management Software: Utilized for real-time updates, task assignments, and issue tracking accessible to all stakeholders with permissions.
  • Meetings: Regular scheduled meetings—weekly status meetings, milestone review sessions, and ad-hoc discussions—will be conducted either in person or via video conferencing platforms like Zoom or Teams.
  • Dashboards and Reports: Online dashboards providing real-time project status, upcoming tasks, and critical issues.

Communication Schedule

Communication will be scheduled at strategic points to ensure timely dissemination of information:

  • Weekly Updates: A comprehensive progress report will be distributed every Friday via email and uploaded to the project management software.
  • Milestone Communication: Prior to major deliverables or milestones, targeted meetings will be held to review progress and address concerns.
  • Issue Escalation: Any critical issues identified will be immediately reported via email and discussed in ad-hoc meetings or escalation protocol channels.
  • Final Reporting: At project completion, a detailed business memo summarizing all activities, accomplishments, and lessons learned will be prepared and shared with all stakeholders.

Roles and Responsibilities

The project manager assumes primary responsibility for communication management, ensuring that all relevant updates, issues, and decisions are communicated effectively. Additional responsibilities include:

  • Maintaining and updating the contact list.
  • Scheduling and facilitating meetings.
  • Distributing reports and memos.
  • Overseeing issue escalation and resolution processes.

Miscellaneous Information

To ensure communication effectiveness, all stakeholders will be encouraged to provide feedback and report issues promptly. Confidential or sensitive information will be shared through secure channels, and documented meeting minutes will be stored in a shared repository for transparency. The communication plan will be reviewed periodically and updated as necessary to adapt to project changes or stakeholder needs.

References

  • Project Management Institute. (2017). A Guide to the Project Management Body of Knowledge (PMBOK® Guide). 6th Edition.
  • Kerzner, H. (2013). Project Management: A Systems Approach to Planning, Scheduling, and Controlling. John Wiley & Sons.
  • Schwalbe, K. (2015). Information Technology Project Management. Cengage Learning.
  • Heldman, K. (2018). PMP Project Management Professional Exam Study Guide. Wiley.
  • Larson, E. W., & Gray, C. F. (2017). Project Management: The Managerial Process. McGraw-Hill Education.
  • Harrison, F. L., & Lock, D. (2017). Advanced Project Management: A Structured Approach. Gower Publishing.
  • Murphy, D. (2020). Effective Communication for Project Management. PMI Publication.
  • Heldman, B. (2018). PMP Exam Prep. Wiley.
  • Schwalbe, K. (2021). Information Technology Project Management. Cengage Learning.
  • PMI. (2021). Practice standards for project risk management. Project Management Institute.

```

Related Assignments