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Communications Management Plan
Communications Management Plan
Prepared by: Deraya Team Date: 9/3/2020
1. Introduction
1. Introduction
Deraya Communications Management Plan sets the communications framework for this initiative. It will serve as a dynamic communications guide over the course of the initiative and will be updated as required. This plan identifies the roles of the key stakeholders involved in this project. An in-depth guide for conducting meetings details both the communications rules and how the meetings will be conducted, to ensure productivity and efficiency. A project team directory is included to provide contact information for all stakeholders directly involved in the project.
2. Collection and filing structure for gathering and storing project information
2. Collection and filing structure for gathering and storing project information
The project manager needs to do a list of tasks for gathering and storing information on the activities and processes. In order to collect project data, it would be through team meetings, status reports, progress reports, Ad-Hoc discussions, templates.
For storing project information, it will be stored on the dropbox business which will increase the efficiency and make data accessibility much easier.
3. Distribution structure (what information goes to whom, when, and how)
3. Distribution structure (what information goes to whom, when, and how)
This involves developing a procedure that allows relevant information to be distributed among the project stakeholders and project team, as planned. Effective distribution of information relies on the selection of methods, ensure the right people receive and send information about the project which will help in evaluating and making decisions.
The project manager ensures that team members understand their roles and work, communications channels are clear and nothing prevents information flows. An effective update process to ensure team synchronicity will also fall under the purview of the project manager, to carry out or delegate, as seen fit.
4. Format, content, and level of detail of key project information
4. Format, content, and level of detail of key project information
The team members should share and store their progress in the project and gather feedback, and make a report for the team and stakeholders as reference.
5. Production schedule and resources for producing key project information
5. Production schedule and resources for producing key project information
Project manager makes a schedule for tasks with dates and roles of team members by: Identifying all of the tasks to be performed given the scope of the project, the effort and cost of completing each task, assigning resources to project tasks, completion dates and the availability of the appropriate resources, dependencies between tasks.
By doing so it helps in ensuring that the project is actively progressing, be easy to control all the activities and problems of the project, and by using different tools such as Gantt chart and network diagram.
6. Technologies, access methods, and frequency of communications
6. Technologies, access methods, and frequency of communications
The project team members will determine communication methods in accordance with organizational policy, it will be based on factors including stakeholder communication requirements, available technological tools, and organizational policies and standards.
All project teams are responsible to transfer a copy of the information to be up to date to the project management team. The stakeholder is also responsible to make sure that the management team had received the information as required.
Additional information and updates will be exchanged and distributed periodically to all the project stakeholders via email, or through video conferencing, Project dashboards and Collaboration apps, such as Trello. It will depend on the information needed to be delivered.
Communication Methods:
7. Method for updating the communications management plan
7. Method for updating the communications management plan
Most often, it will be the responsibility of the project manager to submit a change report, or the owner of a specific update. Also, the project manager makes a meeting with the team members and ensure that they understand their work and review the progress of all tasks and activities.
8. Escalation procedures
8. Escalation procedures
To ensure that project remain in the system and issues are resolved, Deraya will use its standard incremental model to provide a framework for emerging communication problems. The table describes the priority levels, decision-making authorities, and time of resolution.
9. Stakeholder communications analysis
9. Stakeholder communications analysis
10. Glossary of Terms
10. Glossary of Terms
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