Communications management is about keeping everybody in the loop throughout the project lifecycle. A project manager spends approximately 90% on their time on communication so it is important to make sure everybody gets the correct message at the appropriate time and as expected.
The Communication Plan is developed as a component of the overall project management plan and outlines the types of information that will be delivered, who will receive it, the format in which it is to be communicated. and the timing/frequency of its release and distribution. Additionally, the Communications Plan may include additional information such as resources, time, and budgets associated the communications activities identified.
The first step in developing your communication plan is figuring out what kind of communication your stakeholders need from the project so they can make good decisions. This information can be drawn from the stakeholder register and also by interviewing each stakeholder. Methods of communication can take on many forms, such as written reports, conversations, email, formal status reports, meetings, and online resources; hence, there is no such thing as a “one size fits all” approach especially when there may be time zone differences.
All projects require a sound communication plan, but not all projects will have the same types of communication nor the same methods for distributing project information. The types of information that is typically communicated include project status, project scope statements and updates, project baseline information, risks, action items, performance measures, project acceptance, and RAG ratings. The inputs to the Plan should be determined as early in the planning phase of the project management life cycle as possible in order minimize confusion and to ensure that all communications are controlled. Again, another component that can have a major impact on the project’s success.
The Communications Plan is created during the Planning Phase of the project and is considered a component of the Project Management Plan. A Communications Plan template has been provided. Feel free to modify as required. Complete this template in its entirety and submit via the assignment link.
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