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Research Division of the Innovation, Technology, and Research Hub in the USAID Bureau for Development, Democracy, and Innovation A robust and realistic project management communication plan is essential for project success. This informative and easy-to-read article looks at basic concepts of a project management communication plan, and provides examples, strategies and best practices. There are several paths to project glory. However, one characteristic that all successful projects have in common is effective and efficient communications. Or, to put things more bluntly yet perhaps more memorably: while there are many reasons for project failure, a lack of quality communication is often the biggest factor. Indeed, a survey of more than 700 project professionals in large enterprises around the world found that poor communication was the biggest barrier to project success — even ahead of organizational change and budget. That is why a project management communication plan is so vital, and often makes the difference between triumph vs. tragedy. What is a Communication Management Plan?In project management, a communication management plan captures the framework for how communications will be handled during a project. Key functions and benefits of the plan include:
Project Communication Management Plan ProcessesIn its Project Management Body of Knowledge (PMBOK – 7th Edition), the Project Management Institute (PMI) identifies three fundamental processes of project communication management:
What is Included in a Project Communication Plan?Generally speaking, a project management communication plan should answer the following key questions:
Please keep in mind that this is not meant as a definitive list. Each organization — and in some cases, each project within an organization — must develop a communication plan that aligns with specific needs, goals and expectations. Project Communication Plan ExampleBelow are four highly-simplified project communication plan examples. The first is organized by the type of communication. The second is organized by the method of communication. The third is organized by stakeholders. The fourth is organized by frequency. Communication Management Plan Example: Type of CommunicationTypeMethodFrequencyPurposeLeadAudienceProject updateMeetingDailyDiscuss project status and any immediate issues.Project managerInternal project teamProject reviewMeetingAt scheduled milestonesEvaluate deliverables, discuss next steps.Project managerInternal project team, PMO, and project sponsorProject statusProject management softwareWeeklyProvide updates on project status and highlight any issues, challenges, problems, decisions and/or changes.Project managerInternal project team, PMO, and project sponsorTask updateProject management softwareDailyProvide daily progress on assigned tasks.Project managerInternal project team.Project evaluation.MeetingAt the conclusion of the projectReflect on project performance and identify lessons learned.Project managerInternal project team, PMO, and project sponsor
Communication Management Plan Example: Method of Communication
Communication Management Plan Example: AudienceTypeMethodFrequencyPurposeLeadAudienceAudience: Internal Project Team OnlyProject updateMeetingDailyDiscuss project status and any immediate issues.Project managerInternal project teamTask updateProject management softwareDailyProvide daily progress on assigned tasks.Project managerInternal project teamAudience: Internal Project Team, PMO and Project SponsorProject reviewMeetingAt scheduled milestonesEvaluate deliverables, discuss next steps.Project managerInternal project team, PMO, and project sponsorProject evaluation.MeetingAt the conclusion of the projectReflect on project performance and identify lessons learned.Project managerInternal project team, PMO, and project sponsorProject statusProject management softwareWeeklyProvide updates on project status and highlight any issues, challenges, problems, decisions and/or changes.Project managerInternal project team, PMO, and project sponsor
Communication Management Plan Example: Frequency of Communication
We can see from these (again highly-simplified) project management communication plan examples, each is built with the same data. However, they are organized differently. There is no definitive standard that says one type of approach is superior while another is inferior. The approach that works best is the one that meets the needs of the project stakeholders — those who are sending communications, and those who are receiving communications. Some organizations and/or projects also provide multiple versions of a project management communication plan (e.g. one plan organized by audience, and another organized by type). Using a RACIVS-Matrix to Enhance Project Communication ManagementAs noted earlier, one of the most important aspects of a project management communication plan is identifying the roles, responsibilities and requirements of different stakeholders. This objective may seem fairly straightforward, but as experienced project managers know (and new project managers quickly discover!) it can be difficult and stressful — essentially because some stakeholders may not appreciate or tolerate being “out of the loop” on some types of communications. A popular — and for some project managers, also a beloved — tool that can help in this effort is RACIVS, which is an acronym that stands for:
RACIVS is a versatile model that can help identify who should be informed, of what, and when. Just as usefully, RACIVS can help stakeholders objectively grasp why they should not necessarily be informed of all project-related communications. For example, a project sponsor who is adamant about being invited to all meetings and receiving all updates may realize, with the help of RACIVS, that this level of involvement is neither necessary nor justified. Conversely, RACIVS can help identify stakeholders who should be added to certain meetings or communications, but were left out of the initial distribution plan. Project Management Communication StrategiesHere are some strategies to help make project management communication planning smoother and more successful:
The Final Word on Project Management Communication PlanningEffective communication in project management is both an art and a science: the latter because it is rooted in concepts, standards and strategies, and the former because it can be improved through practice and experience. A robust project management communication plan plays a pivotal role in making connections — and avoiding chaos! Which of the following is not a characteristics of the project management plan?Answer:D. Traditional process management functions of planning , organizing , and controlling do not apply to project management .
Which of the following is not part of the project management plan?Explanation. The Budget Management Plan is not mentioned in the PMBOK.
What are the following characteristics of a project management?The distinctive characteristics of a project are as follows.. Objectives – Every project is started with some objective or goal viz. ... . Single entity – A project is one whole thing. ... . Life Span – No project can be ceaseless and indefinite. ... . Require funds – ... . Life Cycle – ... . Team Spirit – ... . Risk and Uncertainty –. What are the characteristics of a project plan?Elements of a project plan you shouldn't overlook. Outline business justification and stakeholder needs. ... . List of requirements and project objectives. ... . Project scope statement. ... . List of deliverables and estimated due dates. ... . Detailed project schedule. ... . Risk assessment and management plan. ... . Defined roles and responsibilities.. |