Plan Communications Management Explained
Plan Communications Management is a critical process in project management that involves determining the communication needs of all stakeholders. This process ensures that the right information is delivered to the right people at the right time, facilitating effective decision-making and project success.
Key Concepts
1. Communication Management Plan
The Communication Management Plan is a subsidiary plan of the project management plan. It outlines how project information will be generated, structured, and disseminated. This plan ensures that all stakeholders receive the information they need to support project objectives.
Example: For a software development project, the communication management plan might include regular status reports, meeting minutes, and progress updates to keep stakeholders informed about the project's progress.
2. Stakeholder Communication Needs
Stakeholder Communication Needs involve identifying and understanding the information requirements of each stakeholder. This includes determining what information they need, how often they need it, and the preferred communication methods.
Example: In a construction project, the project manager might identify that the client needs weekly progress reports, while the contractors require daily updates on site activities.
3. Communication Technology
Communication Technology refers to the tools and systems used to deliver project information. This includes email, video conferencing, project management software, and other communication platforms. Selecting the right technology ensures efficient and effective communication.
Example: For a global marketing campaign, the project team might use Slack for daily communication, Zoom for weekly meetings, and Asana for task management and progress tracking.
4. Communication Model
The Communication Model is a framework that describes the process of transmitting information from sender to receiver. It includes elements such as encoding, transmission, decoding, and feedback. Understanding this model helps in improving communication effectiveness.
Example: In a project meeting, the project manager (sender) presents the project status (encoding), the team members (receivers) listen and understand the information (decoding), and provide feedback (feedback loop) to clarify any doubts.
5. Communication Methods
Communication Methods are the techniques used to convey information. These include formal reports, informal meetings, emails, presentations, and other forms of communication. Selecting appropriate methods ensures that information is delivered clearly and effectively.
Example: For a financial audit project, the project manager might use formal reports for detailed findings, informal meetings for quick updates, and emails for routine communication.
6. Information Distribution
Information Distribution involves the process of delivering project information to stakeholders. This includes determining who receives what information, when, and through which channels. Effective distribution ensures that stakeholders are well-informed and engaged.
Example: In a healthcare project, the project manager might distribute monthly progress reports to the board of directors, weekly updates to the clinical team, and daily logs to the construction crew.
7. Performance Reporting
Performance Reporting involves documenting and communicating the performance of the project to stakeholders. This includes generating reports, dashboards, and other performance metrics to keep stakeholders informed about the project's status and progress.
Example: For a software development project, performance reporting might include weekly status reports, burn-down charts, and milestone achievement summaries to track progress and identify any deviations.