6 more steps to take when developing Communication Management Plans

Here are the three types of communication management plans for projects…. 

Communication methods are techniques that are used to share and manage information among stakeholders in a Project. When we talk about stakeholders, we are referring to individuals that will be affect positively or negatively by your project. You need to ensure that you carry them along in your project. The only way to do this is to know what they want and see how you can add it to your project.
#1 Project performance communication
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 management plans

 

When you are communicating about project performance with your stakeholders, you want them to know the challenges that you are facing as well as the successes that you have on the project. I must be sincere with you , no project is 100 percent perfect but most at times , it is always difficult to admit errors. You need to let your stakeholders know all this challenges. Nobody will spank you for voicing out.


Communication methods ensures that the concerned people in the issue resolution process are aware of the impending severity of the issue at hand, which enables them to take immediate action. When you communicate with your stakeholders, you are trying to table the issue before those that have powers to solve it. If you let your stakeholders no what has gone wrong or what are likely to go wrong, they will be able to assist you when the need arose.


Image result for image of two people people solving a problem
Communication methods are always specified in the communication management plan which is one of the vital documents for project success.


 

We have three types of communication types that we can talk about for projects. Follow me as we look at this together.


#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 involve a process whereby two people or more have to discuss until the time that a particular issue is been resolved completely. As the saying goes, nobody has monopoly of knowledge. You need to allow communication in this form so that other can have input into the riddle at hand.
communication methods
#3 Push communication
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.



 Action Point
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.
Communication management plans are set of documents that you have for your project that determines how you are going to communicate with stakeholders concerning the progress made so far on your project. You want to know the preferred communication methods of your stakeholders as well as the frequency at which you need to communicate with them. 
 

developing communication management

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 are some key elements that must be present in your communications management plan. One of such is that it must have a detailed description of the type of information required from each stakeholder. You have to know those stakeholders that need business information, financial or technical information. This will help you ensure that each of your stakeholders are getting the right information as at when due.


 

#2 Filing structure….
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.


Image result for image of a delivery van


#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.


Image result for image of a printing press


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.


 

Image result for image of security at a door


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.


Image result for image of a system update
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.



#5 Integration

After you might have develop your communications management plan, you need to integrate it to other project management plans that you have created for your project. They are all refer as project management plans. They are refer to as process groups or knowledge area. They are meant to assist project managers to achieve project success.


#6 Distribute
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.


Image result for image of file distribution


 Action Point
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.

Be the first to comment

Leave a Reply

Your email address will not be published.


*


CommentLuv badge