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All lead project management team members
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Meeting (co-located if possible) Document routed via hardcopy or electronically May be posted on project team room or website PM templates: Project Scope Lite and Initiation Plan
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Gather information First for initiation plan Before project start date Before kick off meeting Before project start date
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All key stakeholders* Distribute plan to alert stakeholders of project scope and to gain buy in
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Table 10-2 Sample Communications Plan (continued)
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What
Project kickoff
Who/Target
Purpose
When/Frequency Type/Method(s)
At or near project start date Meeting
All key stakeholders* Communicate plans and stakeholder roles/ responsibilities Encourage communication among stakeholders Update stakeholders on progress of the project
Status reports All stakeholders and project office
Regularly scheduled Monthly is recommended for large/midsize projects Regularly scheduled Weekly is recommended for the entire team Weekly or biweekly for subteams, as appropriate
Distribute electronically and post in team room or via Web PM template: Status Report Meeting PM template: Detailed project plan and key project documents, as appropriate
Team meetings
Entire project team Individual meetings for subteams, technical teams, and functional teams, as appropriate Project advisory group (steering committee), PMO, and project manager
To review detailed plans (activities, resource assignments, and action items)
Project advisory group meetings (may apply only to larger projects)
Update project advisory group on status and discuss critical issues Work through issues and change requests here before escalating to the sponsor(s) Update sponsor(s) on status and discuss critical issues Seek approval for changes to the project plan
Regularly scheduled Meeting Monthly is recommended
Sponsor meetings
Sponsor(s) and project manager
Regularly scheduled Meeting Recommended biweekly or monthly, or as needed when issues cannot be resolved or changes need to be made to the project plan
Table 10-2
Sample Communications Plan
10: Project Communications Management
What
Executive sponsor meetings (may apply only to larger projects) PO audit/ reviews
Who/Target
Purpose
When/Frequency Type/Method(s)
Scheduled as needed when issues cannot be resolved or when changes need to be made to the project plan Monthly Scheduled by the project office Meeting
Executive sponsor(s) Update sponsor(s) and project manager on status and discuss critical issues Seek approval for changes to the project plan Project office, project manager, select stakeholders, and possibly sponsors, if necessary Review status reports, issues, and risks To identify and communicate potential risks and issues that may affect the project Identify improvement plans, lessons learned, what worked, and what could have gone better Review accomplishments Review the overall health of the project and highlight areas that need action General communications
Meeting/report The project office will produce the report using their (auditors) template
Post-project review
Project office, PM, and key stakeholders (including sponsors)
End of project or end of major phase
Meeting/report The PM or project office will produce the report
Quarterly project review
Project office, project manager, and key stakeholders
Quarterly, depending on size and criticality of the project Scheduled by the project office As needed
Meeting/report The project office will produce the report using an internal template Group meetings, Lunch-n-Learns, e-mails, webinars, webcasts, postings in project team room or website, and so on
Other
To be determined by the project manager and team
* A key stakeholder is defined as a person whose support is critical to the project if the support of a key stakeholder is withdrawn, the project may fail
Table 10-2 Sample Communications Plan
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Case Study: BEC Sample Communications Plan
For projects that are similar in nature and can be repeated, it is good to streamline the communications plan Take our BEC case study for example Weekly meetings are conducted to streamline the flow and frequency of communications from the director of events to the operations managers In these meetings, the director uses an Event Data Sheet showing all the key information needed dates, times, expected seating capacity, security and lighting for the event, and so on Based on the scope statement, here is a brief overview of the communications strategy, followed by a table showing when each communication should occur, who the assigned owner is, and a brief description of the communication activity
The event team will have weekly update/status meetings to review completed tasks and determine current work priorities Minutes will be produced from all meetings The event director will lead weekly meetings to review the previous event s lessons learned and the upcoming events for team awareness A customized Event Data Sheet will be used and distributed to the project team to show all pertinent information about the events with timelines, department assignments, key contacts, and other requirements for each event
For the purpose of this example, we will focus on our Rock On concert, introduced in 5 A streamlined communications plan for BEC is shown in Table 10-3 Frequency of Meeting
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