Communication Management Plan

Stakeholder communications requirements: 

• Project team members are expected to check email daily and respond to communications in a timely manner, when necessary.

• Team members rely on the Project Manager to keep them updated on the status of project completion, upcoming task due dates, and coordinating collaboration with project sponsor and external stakeholders.

• Project manager relies on the project team members to provide regular updates on the status of their assigned tasks, and relies on project team members to alert team to issues that they face in the course of executing their tasks.

Communications summary:  

1. Communication name: Weekly status report
   Stakeholders: Project team
   Delivery method/format: Canvas group discussion board post
   Producer: Project manager
   Due/Frequency: At the start of each week

2. Communication name: Project sponsor feedback meeting
   Stakeholders: Project team & project sponsor
   Delivery method/format: Zoom
   Producer: All team members/project sponsor
   Due/Frequency: Before progress report #2 due date

3. Communication name: Weekly team check-in
   Stakeholders: Project team
   Delivery method/format: 30-60 minutes via Zoom 
   Producer: All team members
   Due/Frequency: Wednesdays @ 7 pm  

4. Communication name: Ad hoc meetings
   Stakeholders: Project team
   Delivery method/format: 30-60 minutes via Zoom 
   Producer: All team members
   Due/Frequency: As needed to address project milestones or issues that arise

5. Communication name: Meeting minutes
   Stakeholders: Project team
   Delivery method/format: Email and Canvas Group postings
   Producer: Project manager
   Due/Frequency: Within 24 hours following meeting

6. Communication name: Meeting agenda
   Stakeholders: Project team
   Delivery method/format: Word document attached to meeting invitation
   Producer: Project manager
   Due/Frequency: Prior to each scheduled meeting

7. Communication name: Ad hoc communications
   Stakeholders: Project team
   Delivery method/format: Email or text
   Producer: All team members
   Due/Frequency: As needed, multiple times per week

Team Meetings in PR #1 Report Period:  

• 2/22 Kick-off: (30 minutes) Team introductions and role assignments. Reviewed the WBS and Project charter. 

• 2/26 Check-in: (30 minutes) Made sure everyone was comfortable with the amount of work that they had/deliverables. 

• 3/16 Dividing Workload : (1 hour) Reviewed assignments that needed to be completed and divided up the workload. 

• 3/20 Progress Report #1: (1 hour) Reviewed status of our individual tasks for PR #1 and reviewed the drafted deliverables as a group. Made revisions and went over a list of tasks to complete before the next meeting. 

Comments/Guidelines: 

We all try to be very flexible when it comes to our daily lives and try to make times for meetings at least once a week. We also communicate via email and text I would say daily, just to ensure that everyone is on the same page. Team members agree to maintain professional and respectful communications with all team members and project stakeholders.

Escalation procedures for resolving issues: 

As we have a small team, any team member that spots a potential issue is responsible for alerting the other team members via email or text so that we can begin to resolve the issue. If the issue cannot be easily resolved by text or email, then the project manager can schedule an ad-hoc meeting to further discuss, at the earliest possible availability.

Revision procedures for this document: 

Revisions can be suggested by any team member and discussed and put into action at any of our weekly meetings.   

Glossary of common terminology: 

• CCB: Charlton College of Business – The target audience for the project.   

• Accessible PowerPoint Training: A resource designed to help create PowerPoint presentations that meet accessibility standards, ensuring content is usable for all individuals. 

• Accessible Presentation Checklist: A step-by-step guide to ensure presentations follow accessibility best practices, improving readability and engagement for diverse audiences. 

• Status Report: A summary highlighting the project’s progress, challenges, and next steps.