Plan Communications Management

Plan Communications Management is a process in the Communications Management Knowledge Area and falls within the Planning Process Group. This process ensures that project communication is efficient, clear, and aligned with stakeholder needs. The key output is the Communications Management Plan, which defines how information will be distributed, received, and managed throughout the project lifecycle.

This article explores the inputs, tools and techniques, and outputs of the Plan Communications Managementprocess. It also provides practical examples and outlines the recommended content of the Communications Management Plan to help project managers, planners, and stakeholders.

Inputs to Plan Communications Management

1. Project Management Plan:
   • Definition: The overarching plan integrating all subsidiary plans, including those related to communication.
   • Purpose: Provides guidelines on how communication interacts with other project components such as scope and risk.
   • Example: A software development project’s management plan specifies that communication updates should align with risk management processes.
2. Stakeholder Register:
   • Definition: A document listing all project stakeholders, their roles, and their communication preferences.
   • Purpose: Helps tailor communication strategies to stakeholder needs.
   • Example: A construction project’s stakeholder register identifies key clients who prefer weekly progress updates via email.
3. Enterprise Environmental Factors (EEFs):
   • Definition: External conditions that influence communication, such as organizational culture, technology, and regulatory requirements.
   • Purpose: Ensures communication methods align with external constraints.
   • Example: A multinational project considers different time zones and cultural norms for stakeholder meetings.
4. Organizational Process Assets (OPAs):
   • Definition: Internal resources, policies, and historical data that guide communication planning.
   • Purpose: Provides templates, past project reports, and lessons learned.
   • Example: A consulting firm uses a standardized report format from previous projects to ensure consistency.

Tools and Techniques for Plan Communications Management

1. Communications Requirements Analysis:
   • Definition: Identifies the communication needs of stakeholders based on project requirements.
   • Purpose: Ensures that critical information reaches the right stakeholders at the right time.
   • Example: An IT project identifies that developers need daily updates, while executives prefer monthly summaries.
2. Communication Technology:
   • Definition: Evaluates tools and systems used for communication, such as email, messaging apps, and video conferencing.
   • Purpose: Ensures that the chosen technology meets project needs and stakeholder preferences.
   • Example: A remote project team uses Microsoft Teams for daily meetings and Slack for quick updates.
3. Communication Models:
   • Definition: Frameworks for understanding how information is transmitted, received, and interpreted.
   • Purpose: Helps ensure effective communication by addressing potential barriers.
   • Example: Using the sender-receiver model, a project manager confirms that team members understand instructions by soliciting feedback.
4. Communication Methods:
   • Definition: Defines how information will be shared (e.g., push, pull, or interactive communication).
   • Purpose: Tailors communication strategies to suit the context and audience.
   • Example: A marketing project uses push communication (email newsletters) for general updates and interactive communication (video calls) for brainstorming sessions.
5. Meetings:
   • Definition: Facilitates collaboration among team members and stakeholders to gather inputs for communication planning.
   • Purpose: Ensures consensus on communication strategies.
   • Example: A kickoff meeting defines how often progress reports will be sent to stakeholders.

Outputs of Plan Communications Management

1. Communications Management Plan:
   • Definition: A document that outlines how project communications will be managed and controlled.
   • Purpose: Serves as a roadmap for effective communication throughout the project.
   • Example: Specifies that weekly status reports will be sent via email every Monday to all stakeholders.
2. Project Documents Updates:
   • Definition: Updates to documents such as the stakeholder register or project schedule to reflect communication decisions.
   • Purpose: Ensures consistency across project documentation.
   • Example: Adding a column to the stakeholder register to capture preferred communication methods.

Recommended Content of the Communications Management Plan

1. Stakeholder Communication Requirements:
   • Identifies who needs what information, when, and how often.
   • Example: Weekly updates for the sponsor, daily stand-ups for the project team.
2. Communication Methods:
   • Defines methods such as email, meetings, reports, or dashboards.
   • Example: Interactive communication for workshops, push communication for general updates.
3. Technology and Tools:
   • Specifies tools like video conferencing platforms, project management software, or document sharing systems.
   • Example: Use of Google Drive for file sharing and Zoom for stakeholder presentations.
4. Frequency and Timing:
   • Establishes how often communication occurs and the timing of updates.
   • Example: Progress meetings every Tuesday at 10 AM.
5. Content and Format:
   • Outlines what information will be included and in what format.
   • Example: Status reports include progress, risks, and upcoming tasks, presented as a PowerPoint.
6. Escalation Procedures:
   • Details how to escalate communication issues or unresolved concerns.
   • Example: Unaddressed stakeholder queries are escalated to the project sponsor within 48 hours.
7. Performance Metrics:
   • Identifies how communication effectiveness will be measured.
   • Example: Stakeholder surveys to evaluate the clarity and timeliness of communication.
8. Roles and Responsibilities:
   • Assigns roles for managing communications.
   • Example: The project manager oversees status reporting; the communications lead handles stakeholder engagement.

Practical Examples of Plan Communications Management

1. Construction Project:
   • Scenario: Building a commercial complex.
   • Plan Content:
     • Weekly progress reports to stakeholders.
     • Real-time updates on delays via a project dashboard.
     • Monthly executive summaries in PDF format.
2. Software Development Project:
   • Scenario: Developing an enterprise application.
   • Plan Content:
     • Daily stand-up meetings via Microsoft Teams.
     • Bi-weekly sprint review presentations.
     • Bug status updates via Jira.
3. Event Management:
   • Scenario: Organizing a corporate conference.
   • Plan Content:
     • Interactive planning sessions with the organizing team.
     • Push communication for ticket sales updates via email.
     • Real-time event updates via a mobile app.

Summary Table: Plan Communications Management

Conclusion

Plan Communications Management ensures that the right information reaches the right people at the right time. By leveraging inputs like the stakeholder register and employing tools such as communication models and methods, project teams can create a robust Communications Management Plan. This structured approach fosters transparency, collaboration, and efficiency, ultimately contributing to project success.

Knowledge Area

Communications Management

Process Group

Planning

Plan Communications Management Inputs

• Project Management Plan
• Stakeholder Register
• Enterprise Environmental Factors
• Organizational Process Assets

Plan Communications Management Tools and Techniques

• Communications Requirements Analysis
• Communication Technology
• Communication Models
• Communication Methods
• Meetings

Plan Communications Management Outputs

• Communications Management Plan
• Project Documents Updates