Project Communications Management Processes Communications planning: determining the information and communications needs of the stakeholders Information distribution: making needed information available in a timely manner a Performance reporting collecting and disseminating performance information Administrative closure: generating gathering, and disseminating information to formalize phase or project completion 2021/2/21 IP
2021/2/21 6 Project Communications Management Processes ◼ Communications planning: determining the information and communications needs of the stakeholders ◼ Information distribution: making needed information available in a timely manner ◼ Performance reporting: collecting and disseminating performance information ◼ Administrative closure: generating, gathering, and disseminating information to formalize phase or project completion
9.2 Communications Planning 2021/2/21 IP
2021/2/21 7 9.2 Communications Planning
Communications Planning Every project should include some type of communications management plan, a document that guides project communications creating a stakeholder analysis for project communications also aids in communications planning 2021/2/21 s△|P
2021/2/21 8 Communications Planning ◼ Every project should include some type of communications management plan, a document that guides project communications ◼ Creating a stakeholder analysis for project communications also aids in communications planning
Communications Management Plan Contents a description of a collection and filing structure for gathering and storing various types of information a distribution structure describing what information goes to whom, when and how A format for communicating key project information A project schedule for producing the information Access methods for obtaining the information A method for updating the communications management plans as the project progresses and develops A stakeholder communications analysis 2021/2/21 △|P
2021/2/21 9 Communications Management Plan Contents ◼ A description of a collection and filing structure for gathering and storing various types of information ◼ A distribution structure describing what information goes to whom, when, and how ◼ A format for communicating key project information ◼ A project schedule for producing the information ◼ Access methods for obtaining the information ◼ A method for updating the communications management plans as the project progresses and develops ◼ A stakeholder communications analysis
Sample stakeholder Analysis for Project Communications Stakeholders Document Name Document Contact Person Due Format Customer Monthly Status Hard copy Gail Feldman, First of month Management Report Tony Silv Customer Monthly Status Hard copy Julie Grant First of month Business Staff Report Jeff martin Customer Monthly status E-mail Evan Dodge First of month Technical Staff Report Nancy michaels Internal Monthly Status Hard copy Bob Thomson First of month Management Report Monthly s Intranet First of month B Report Technical Staff Training Training Plan Hard Copy Jonathan Kraus 11/1/1999 Subcontract Software Software E-mail Barbara Gates 6/1/2000 Subcontractor Implementation PI 2021/2/21 sOAP
2021/2/21 10 Sample Stakeholder Analysis for Project Communications Stakeholders Document Name Document Format Contact Person Due Customer Management Monthly Status Report Hard copy Gail Feldman, Tony Silva First of month Customer Business Staff Monthly Status Report Hard copy Julie Grant, Jeff Martin First of month Customer Technical Staff Monthly Status Report E-mail Evan Dodge, Nancy Michaels First of month Internal Management Monthly Status Report Hard copy Bob Thomson First of month Internal Business and Technical Staff Monthly Status Report Intranet Angie Liu First of month Training Subcontractor Training Plan Hard Copy Jonathan Kraus 11/1/1999 Software Subcontractor Software Implementation Plan E-mail Barbara Gates 6/1/2000