Here are the three types of communication management plans for projects….
Communication methods help the team communicate project performance and progress with Stakeholders. It can take the form of face to face meetings, teleconferencing and email messages among others. They are effective for resolution of issues that may arose in the course of carrying out the project.
Communication methods are always specified in the communication management plan which is one of the vital documents for project success.
#2 Interactive communication
This involves communication between multiple people performing multi-directional information exchange. This can come in the form of communication among team members on a project. In interactive communication, you are talking and listening at the same time.
This type of communication involves sending information to a receiver. This type of communication ensures that the information has been distributed but does not guarantee that it has reached the receiver of the message. In this type of communication method, you are not expecting response from recipient, you just want them to be aware of what is happening within the project. This might also include giving instructions to your team members. Know also that response is allowed in this form of communication but it is not really necessary.
#4 Pull communication
This type of communication process allows the receiver the access information whenever it is required. This type of communication method also allow you to archive what is been communicated and access it at a future date. In this kind of communication, you are giving information to your stakeholders in a way that they can have access to such information in the future.
You will not want someone to be bothering you on what you have communicated in the past. You want to be sure that stakeholders can go to archive or organisational process assets to access information whenever it is needed in the future.
While I was discussing communication methods in my previous article, I have talked about some of the steps that you need to take when you are preparing communications management plan. In this article, I want to tell you three more steps that you need to take when you are preparing communications management plan. Follow me as we look at this together as well.
#1 Key elements
There is also the need for you to have a collection and filing structure that describes the methods the project team will use to collect and file project information. You may come with a numbering system that you can use to arrange project file according to order of precedence. You must have an archive or a project website where stakeholders can go to and have access to past records that you have for your project. This must be arranged in such a way that user can easily find what they are looking for.
#3 Distribution structure…..
There must also be a distribution structure describing to whom and by who project information such as status reports, data schedules, and meeting minutes should be provided. When I am talking of distribution structure for project documents or records, I am saying that you must have a way by which the reports get to intended users.
It can be manual or electronic format. You can also make use of project website. The main thing that the information must get to them as at when needed.
#4 Schedule for production…..
There must also be a schedule for production of each type of information. You need to know when you need to come up with weekly, monthly or quarterly reports as well as the time that you need to distribute this report and schedules to appropriate stakeholders.
The document also has to state the method of accessing information between scheduled communications. You need to know what each of the stakeholders need to do in order to have access to your reports as well as access levels so that confidential information does not fall into wrong hands.
It must also document methods for updating and refining the communications management plan throughout the project life cycle. This has to do with configuration management plan which has to do with the way you monitor changes made to your project document plans.
You also need to identify the functional or hierarchical barriers, language barriers, technology barriers and cultural differences in the project and document them in the communications management plan.
After you might have created your project management plans, you need to distribute it to appropriate project stakeholders. You need to let them know how they will be getting status updates from you. Distributing your communications management plan will allow your stakeholders to have their own input. This will also help you to get buy in from them.
If you enjoy our article, sign up to get our next article in your inbox. You need to confirm your subscription by clicking on the link sent to your email. You can check the spam folder for it.
Add us to your mailing list to receive directly from us. Thanks.