Effective Communication and Project Management

This assignment provides a comprehensive review of communication processes in project management, including identifying key stakeholders, their specific information needs, and addressing main communications issues. It also discusses required resources and potential pitfalls, such as maintaining data accuracy and quality. The assignment aims to enhance understanding of effective communication strategies for project success.

Running Head: Project Communication 1
Project Communication
Name:
Institution:
Course Code:

Project Communication 2
Part 1 - Plan information and communication processes
Communication Management Procedures
The communication management procedures will apply standards, policies, roles, and
responsibilities of various stakeholders and legislation Acts regarding the National archives of
Australia. It also applies advice and guidance necessary to impact on the information and
management of records responsible for most commonwealth entities (Hubbard, 2016). In this
case, there are several sources that need to be used so as to identify regulatory and appropriate
management practices.
Some of the sources used in this case include standing orders, legislation, and legislative
instruments. Again, whole-of-government policies and strategies are also applicable.
Communication management procedures also apply records and information management
standards and authorities. Finally, the procedure applies guidance and advice from relevant
stakeholders.
The first communication procedure applied in this case relates to Archives Act 1983. This is a
policy that empowers the National archives of Australia to oversee proper record keeping
practices (Jonasson, 2012). This procedure is monitored by the Australian government. It also
facilitates recordkeeping requirements for the purpose of Commonwealth records entities. The
agency responsible for this Act is National archives of Australia.
Again, these procedures involve the use of standards set by the Australian government. These
standards represent archive regulations so as to provide archives with specific documentation so
as to support various agencies dealing with management of records. The agency responsible for
these responsibilities is the National archives of Australia.
Communication management procedures also apply policy Act of 1988 (Kanungo & Manuel,
2014). The main responsibility of this Act includes a regulation that handles personal
information relating to individuals. This communication procedure relates to the collection of
information, use of information, data storage and disclosure. The agency responsible for this
procedure is a department of Attorney general and the office of the Australia Information
commission.

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Project Management information system
The project information system that needs to be considered in this case involves three main
functions. That is storage of information, searching for information and retrieval of
information.in that connection, storage of information relates to hosting process. Therefore,
connecting this process with the National archives of Australia, it is important to ensure that the
website application process must be created to host records from the archive externally. This
process incorporates the use of IT specialist and infrastructure so as to facilitate data sovereignty
and data protection control (Kotler, 2011). This process must comply with the Privacy Act.
For the case of retrieval of information from the project management information system.
The IT infrastructure needs to ensure that the website can support the formats provided in the
records. This process will guarantee the display of data including images and cloud-sourced
data. Again, the system must ensure that the process of retrieving data is record-user generated
so that relevant stakeholders can retrieve the data they want. The process of retrieving data must
also ensure that the administrative modules applied are secure so as to promote data security.
This process ensures that only authorized agencies are allowed to retrieved data.
Lastly, we consider the concept of data searching.in a project management information system,
the process of searching information incorporates search function. That is, the system should
have the ability to query search and return search results. Again, it should ensure that user-added
tags are on stories should be posted back via the most appropriate API (Marylene, 2014). On
images, the website must ensure that images are included in the most appropriate collection.
Develop a communication plan using the attached template as a basis
Communications Management Plan
Target
Audience
Communication
needs
Messenger Vehicle (How?) Frequency
This plan will be
received by
relevant
stakeholders
concerning the
project
This information
relates to the
language used,
content and entry
level.
<Person
responsible for
communicatin
g the
information>
<How will it be
sent? Format
and delivery
method
including any
technology
<Timeframes
and how often?>

Project Communication 4
Target
Audience
Communication
needs
Messenger Vehicle (How?) Frequency
communication
and information
management.
being used>
. 1. National
archives of
Australia.
The information is
encoded in
National archives
of Australia via
tender notice so
that the archive
can upgrade its
website.
The technical
officer in
National
archives of
Australia.
The information
will be
submitted
through media
channels via the
website of
National
archives of
Australia.
this is likely to
be initiated in
November 2018
and should be
completed
within three
years from that
time.
1. Tender
committee
This committee
will be involved in
the process of
designing tenders.
This will
ensure that the
most
appropriate
body receive
the tender so as
to ensure the
best value for
money and
functionality.
This process will
be initiated
through tender
application via
the website of
National
archives of
Australia.
This process
should be done
by November
2018 with no
further
extension.
2. Service
provider
This provider will
assess the purpose
of the website and
design the
necessary
This will
ensure that the
website will be
transferred
from a
This process will
be initiated
through review
of data from the
website so as to
This process will
be initiated in
December 2018
with an
extension of

Project Communication 5
Target
Audience
Communication
needs
Messenger Vehicle (How?) Frequency
requirements. proprietary
CMS to a
commonly
available
CMS.
be incorporated
in photographic
collection
featured on the
website.
three years.
3. Procurement
officer
These personnel
will be appropriate
in procuring the
most appropriate
website through
the procurement
process.
In the
procurement
list, the
National
archives of
Australia will
provide
desirable
features to be
included on the
website.
This will be
facilitated
through close
consideration of
quality offered
by service
providers in
procurement list.
This should be
initiated by
November 2018
with no
extension.
4. System
administrato
r
The expert will use
system
information to
review
procurement
process
This process
will have a
correlation
with system
administration
so as to assist
the National
archives of
Australia.
This will assist
the National
archives of
Australia to
preserve
commonwealth
records.
This process
should be
enabled all
through as long
as the members
are in
commonwealth
agreement.

Project Communication 6
Part 2: Implement project information and communication processes
Provide an example of a project communication about the status of the project including
scope, time and cost. This may be via status report, meeting (depending on your choice of
meeting you can use the one from the unit Manage Meetings) or newsletter or any other
appropriate communication method.
Using a status report on project communication
The project communication to be considered relate to the methodology applied by a given
organization to pass information from organization communication platform to all stakeholders.
Assuming that the organization is dealing with a development project, then a lot of information
needs to be stored, searched and retrieved by relevant stakeholders. In that connection, proper
planning needs to be initiated so as to ensure the credibility of information that needs to be
communicated from one point to another. Consider a project dealing with record keeping in an
investment firm (Henry, 2008). This implies that communication that needs to be applied in this
case relates to all transactions taking place in this investment. This information needs to be
communicated to relevant stakeholders using the most appropriate channels for encoding and
decoding information. The firm can set its own website where relevant information will be
posted.
Project communication time
In a project, the time factor is very important since all undertakings need to be scheduled.
Therefore, communication process should ensure that all requirements are completed within the
required timeframe. It is important to set targets on what needs to be achieved in the project.
Therefore, communication process will be set by considering goals and objectives of the plan
(Eric, 2012). Long-term goals should be implemented through long-term communication
strategy. Short term goals and objectives should be based on the short-term communication
process.
Costs
It is also very important to consider the cost associated with project communication process. The
cost charged in project communication needs to be reasonable and economical. The project team

Project Communication 7
should ensure that communication process applies the principle of economy and consistency. It is
important to consider communication process that is cost friendly.
Describe the validation process that you used to ensure quality and accuracy of data
reported
In order to ensure validity, quality, and accuracy of data, the process used involved data
collection, data analysis, data presentation, and interpretation.
Data collection
This is the first stage of gathering any data. This is the first phase that determines the quality and
accuracy of data. If poor data collection method is used, then it is obvious that the quality and
accuracy of data will be compromised. In my case, I applied appropriate data collection
approaches so as to initiate the process of compiling quality and accurate data. This process
involves identifying the type of data to be collected. It is also important to consider the most
reliable study area.
Data analysis
This process also contributes to data quality and accuracy. It is important to consider whether the
data is qualitative or quantitative (Dow & Taylor, 2015). Data analysis procedures will determine
the quality of data presented. Always apply the most appropriate data analysis tools.
Data presentation
When presenting data, accuracy, and quality depend on the platform used to present the data.
That is, the audience to be presented with the data need to interpret the data (Franco, 2015).
Thus, if they cannot interpret correctly, then there is a higher likelihood that the data was either
inaccurate or the quality was compromised.
Part 3 - Assess information and communication outcomes
How would you finalize and archive records? How would this reflect ownership of the
information and control requirements?

Project Communication 8
In order to finalize and archive records, it is important to understand the audience and relevant
policies and legislation governing the National Archive of Australia. This process provides roles
and responsibilities of relevant policies and procedures. Therefore, finalize and archive records
by considering the information contained in the record (Donald & James, 2005). Achieve records
with similar information and label the place of the archive so as to facilitate retrieval when the
need arises. This will able the process of controlling information in the records and place
together data that are owned by certain stakeholders such as commonwealth.
Review your project performance in terms of information and communication
management. Would your information and communication management processes and
procedures be considered effective? Why/why not?
The process used in my communication management is effective since the procedures used
determined the timeframe required for the project (Dann & Dann, 2007). It also incorporated all
costs incurred and a recommendation on how to reduce communication costs.
List all information and communication issues you may have experienced on the project (in
the table below) including a recommendation for future projects.
Date Description of
problem/opportunity
Recommended Action for next
time/project
Lesson Learnt
Raised By
12 Jan
2018
Failure to record all
transactions
All transactions that occur need
to be recorded appropriately
This need to be
done to enhance
data accuracy
and quality
14 Jan
2018
Problem to provide timeline
for goals and objectives
Schedule completion time for
the project
This enhances
smooth flow
18 Jan
2018
Use of costly
communication channel
Use cost friendly communication
process
Communication
process should
be economical
19 Jan
2018
Failure to record similar
information in one record
Record similar information in
one record
This facilitates
the process of

Project Communication 9
Date Description of
problem/opportunity
Recommended Action for next
time/project
Lesson Learnt
Raised By
retrieving
records
22 Jan
2018
Failure to date the records Always record dates This facilitates
the process of
retrieving
records
Part 4 – Issues Log
Based on your experience, provide an Issue Log of information and communication issues –
provide a resolution for these.
Issue log of information and communication
issue
Resolution
1. Lack of clear time schedule to prepare
information and communication
process.
Always set a clear timeframe based on goals
and objectives to be achieved.
2. Failure to incorporate audience in
communication process.
Make sure the audience is informed of the
information before presenting so as to enable
them to conduct prior research
Part 5 - Reviewing communications management processes
For the project review the communication processes by responding to the following questions:
Who were the key stakeholders in the project?
Investors, project execution team, project management team and legislation agencies.
What specific information needs did they have? Your answer should include any statutory
or legal requirements or competing interests.
Investors provide resources to be used in the project.

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Project execution team need to know their roles and responsibilities so as to clear the project in
time.
Project management team should have information on what each stakeholder needs so that they
can monitor and control.
Legislation agency determines whether the project complies with all legal procedures.
What were the main communications issues addressed?
The main communication issues in this project were projected communication plan to be adopted
in the project in a given timeframe.it also involved commination on data to be used so as to
enhance data accuracy and quality (Arnold, 2010). Again, communication on record keeping as
also addressed so as to enhance data storage, searching and retrieval.
What types of communication resources were required?
Resources are key to project communication. Some of these resources involved record books
where transitions were recorded before transmitted to electronic form. Again, resources were
also used to pay data clerks as well as paying communication costs in communication channels
used such as telephone charges and computer application.
What pitfalls were you aware of in communicating with stakeholders?
Stakeholders expected that data used was accurate and of high quality. In that connection,
maintaining data accuracy and quality was not easy due to data manipulation from data
collection, analysis, presentation, and interpretation.

Project Communication 11
References
Arnold, J. (2010). Coaching Skills for Leaders in the Workplace: How to Develop, Motivate and
Get the Best from Your Staff. How to Books. New York publishers
Dann, S., & Dann, S. (2007). Competitive marketing strategy. Pearson Education Australia.
Donald, C.H., & James W.F (2005). “Are You Sure You Have a Strategy?” Academy of
Management Executive 19, no. 4: 51–62.
Dow, W., & Taylor, B. (2015). Project Management Communication Tool. William Dow.
Eric, H.S. (2012). "Marketing strategy: From the origin of the concept to the development of a
conceptual framework", Journal of Historical Research in Marketing, 4(1), 30-55.
Franco, S.A. (2015). Fundamentals of Corporate Finance. McGraw-Hill Education.
Henry, A. (2008). Understanding Strategic Management. Oxford University Press.
Hubbard, G.R. (2016). Microeconomics. Pearson.
Jonasson, H. (2012). Determining Project Requirement. Averbach publication.
Kanungo, R.N., & Manuel, M. (2014). Work Motivation: Models for Developing Countries.
Sage Publication.
Kotler, P. (2011). Framework for Marketing Management. Pearson.
Marylene, G. (2014). The Oxford Handbook of Work Engagement, Motivation and Self-
Determination Theory. OUP USA.