Manage Project Information and Communication BSBPMG535

This document provides guidance on managing project information and communication processes. It covers topics such as planning project information and communication, communication constraints, specific communication requirements from stakeholders, communication methods and technologies, monitoring and control mechanisms, stakeholder communication matrices, and project meeting requirements. The document also includes a case study for further understanding. BSBPMG535

Task 2- Manage project information and
communication BSBPMG535

Contents
Task 2 – Plan information and communication processes...............................................................1
Task 2.1 Plan project information and communication.........................................................1
Task 2.2 Case Study........................................................................................................................6
REFERENCES..............................................................................................................................10

Task 2 – Plan information and communication processes
Task 2.1 Plan project information and communication
Project Information and Communication Management Approach
Development
Outline all the following:
o Outline the significant input into the plan
(3-4).
o Mention what stakeholders were
consulted in the development of the plan
and why. (3-4 stakeholders)
o Outline what communication constraint
were considered when developing the
plan. (2-3)
o Outline what specific communication
requirements from stakeholders were
considered in the development of the
plan. Consider the project sponsor, the
steering committee, the project manager,
the project team and two additional
stakeholders.
Resources, messages, channels, internet budgets,
communication flowcharts many others.
Finance team, management team, clients, and
others.
When developing the plan some communication
constraints are considered such as cultures,
languages and many more.
Project sponsor: Scheduling meetings,
information about changes in project
environment and summary of project expenses.
Steering Committee: Communication
preference, status reports and information about
entire working.
Project team: Circumstances about lat minute
project assignment and sharing whole plan fro
upcoming project.
Project manager: Collaboration apps, discussion
boards, surveys and status reports
Resource managers: Good understanding of all
1

Project Information and Communication Management Approach
relevant factors, planning and allocation of
resources and budget of project.
Investors: Invested money and their returns.
Communication methods, processes and
technology
Outline all the following:
o Outline communication methods,
processes and technologies are used in the
project (4-5)
o Specify what PMIS is in use
o Outline communication standards used in
the project (4-5)
The various communication menthods used into
the project are verbal, non-verbal, visual and
others. In addition to this, the process are
initially the communication management plan
are developed, manage communication and
control communication. Additionally, the
technologies utilised in this are e-mails, MS-
Office, visual design, video conferencing, and
many more (Kwofie, Aigbavboa and Thwala,
2020.
Project management information system is
utilised through lower as well as upper
management for communicating with one
anothers, it also helps to plan, implement and
close project management objectives. It is also
utilised for budget framework like anticipating
cost.
Communication standards which are used in the
project are centralised project updates, automate
flows, services creating opportunities and time
2

Project Information and Communication Management Approach
bound.
Monitoring and Control
Describe the monitoring and control
mechanisms that are adopted in the project to
control the validity of the information flow
and the effectiveness of the communication
network. (30-50 words)
Monitoring along with control mechanisms
which are adopted in the project for controlling
information flow together with effectiveness of
communication network are benchmarking
addition to KPI. Herein, benchmark helps in
comparison of operations, processes and
working with other projects. KPI measures the
ways well a project performs against strategic
objectives.
Project Team Directory
Develop a Project Team Directory (4-6 roles).
Name Role Email Phone Availability
Jacob
Graham
Academic
manager
[e-mail] +125 124
1269
London, UK
Kimberley
Pound
Resource
manager
[e-mail] +998 458
4598
Oxfordshire, UK
Dashia
Abdulnor
Investor [e-mail] +874 569
4561
London, UK
Taylor Varin Project
sponsor
[e-mail] +456 896
2547
Hampshire, Uk
Communication Matrix
Develop a Stakeholder Communication Matrix for 4-6 stakeholders.
3

Stakeholder Communica
tion needs
Format Responsibility Media or
Channel
Frequency
Steering
manager
To make bid
decision
about project
and resolving
issues fast.
Meetings
and
reports
Supporting the project,
making rational
decisions, resolving
issues and receiving
status updates (Heeks,
2017).
.
Verbal and
written
communicat
ion channels
During and
end of
project
Project
sponsor
To plan and
provide
feedback as
necessary.
Schedule
s and
report
To negotiate funding of
project, participation in
p[roject planning,
evaluation of project
success.
Analog and
digital
channels
Iniatial
stages of
project
planning
Resource
manager
To arrange
resources
required in
completion
of project.
Report
and
meeting.
Assigning resources,
monitoring utilisation
and mitigation concerns
about resources.
Written and
visual
channel.
All stages
of project.
Project
manager
To keep
conflict
along with
confusion
from bodding
project.
Minutes
and
report.
Successful completion
of project, controlling
time management,
resource planning and
ensuring customer
satisfaction.
Face to face
communicat
ion channel
and formal
communicat
ion channel.
Initial to
last stages
of project
completion.
Project Meeting Requirements
Develop a Project Meeting Requirements matrix for 2 types of meetings.
4

Meeting Frequency
and duration
Agenda
items
Attendees Chairperson Location
Project
planning
meeting
May 05, 2021
and for 5
hours.
To plan
schedules
and
workflow of
project.
Project
Steering
Committee
and project
sponsor.
Academic
manager
Physical
meeting
Team
Building
meeting
May 15, 2021
and for 2
hours.
To build
strong team
having
similar
interest.
Project
sponsor,
academic
manager and
project
steering
committee.
Project
manager
Video
conferencing
Communication escalation process
Priority Definition Decision Authority Timeframe for
resolution
1 Defining decision categories that
comprises of areas like finance,
tool, technical functionality and
staffing.
Project manager 2 months
2 Determing appropriate escalation
procedure in which working from
lowest level in project are
undertaken and parallel
communicatiosn are applied.
Academic manager 3 months
3 Key organisational contributors that
uses dual communication paths for
ensuring rapid decision making.
Resource manager 4 Months
5

Priority Definition Decision Authority Timeframe for
resolution
4 Reviews with other management
with the purpose of getting
agreement on categories, escalation
procedure and decision authority.
Project manager 3 months
Task 2.2 Case Study
Project Information and Communication Management Approach
Development
Outline all the following:
o Outline the significant inputs into the plan
(2-3).
o Outline what communication constraints
were considered when developing the plan.
(1-2)
o Outline what specific communication
requirements from stakeholders were
considered in the development of the plan.
(1-2)
Team composition, technologies, efforts and
Funds.
Use of jargons and differences in perception
are seen as communication constraints at the
time of developing the plan.
Clear and concise reporting, and
communication plan are specific
communication requirements that are taken
into consideration in developing plan.
Communication methods, processes and
technology
Outline all the following:
o Outline communication methods, processes
and technologies are used in the project (2-
3)
Communication methods: Verbal methods and
written communication methods.
6

Project Information and Communication Management Approach
o Outline communication standards used in
the project (1-2)
Communication processes: Sender,
transmission, noise, receiver and feedback.
Communication technologies: Short messaging
services and visual mochup software.
Monitoring and Control
Describe the monitoring and control
mechanisms that are adopted in the project to
control the validity of the information flow and
the effectiveness of the communication
network.
Rules approach and reporting culture are some
mechnanisms of monitoring and control that
validates information flow along with
effectiveness of communication network in the
project. With this, the whole communication
network of the project controlled to reach set
success.
Communication Matrix
Develop a Stakeholder Communication Matrix for 3-5 stakeholders.
Stakeholder Communication
needs
Format Responsibility Media or
Channel
Frequency
Marketing
manager
For maintaining
effective
relationships and
bringing
everyone a same
level.
Meetings Marketing team
is responsible
for meeting and
marketing
manager
conducts it.
Verbal
communication
channel
Planning
stage of
project.
Education
agents
Support the team
to organise
successful event.
Reports Academic
manager
conducts the
meeting and is
responsible for
communication
Non verbal
communication
channel
Mid and
end of
project
completion
7

Stakeholder Communication
needs
Format Responsibility Media or
Channel
Frequency
Investors Return on
investment and
status of project
Meeting
and
minutes
(Ustundag
and
Cevikcan,
2017).
CEO is
responsible for
conducting
meeting and
CFO to approve
it.
Verbal and non
verbal
communication
method
In project
iniation
stages.
Project Meeting Requirements
Develop a Project Meeting Requirements matrix for 2 types of meetings.
Meeting Frequency
and duration
Agenda
items
Attendees Chairperson Location
Information
sharing
meeting
20/6/20XX
and 1 hour
Sharing
information
with
attendees
along with
using smart
devices for
making
meeting more
productive
for all.
Academic
manager and
Education
agents
Marketing
manager
facilitates the
meeting.
Video
conferencing
Innovation
meeting
20/6/20XX
and for 1 hour
Thnking out
of box,
sharing ideas
in wider
Marketing
team,
education
agents, CFO
CEO and
CFO
Physical
conferencing
8

Meeting Frequency
and duration
Agenda
items
Attendees Chairperson Location
scope and
making
rational
decisions for
suitable
ideas.
and CEO.
Communication escalation process
Priority Definition Decision Authority Timeframe for
resolution
1 Describing kinds of decisions for
required equipments and resources.
CEO and CFO 5 days
2 Regulating steps for managing
event as communication flows from
top to bottom which creates
barriers (Bresciani, Ferraris and Del
Giudice, 2018).
Marketing manager 10 days
3 Recognising contribution in
success of event
CEO 2 days
4 Reviewing decisions and entire
procedure for raising escalation that
is signed by managing authority.
Marketing manager 5 days
9

REFERENCES
Books and Journal
Bresciani, S., Ferraris, A. and Del Giudice, M., 2018. The management of organizational
ambidexterity through alliances in a new context of analysis: Internet of Things (IoT)
smart city projects. Technological Forecasting and Social Change, 136, pp.331-338.
Heeks, R., 2017. Information and communication technology for development (ICT4D).
Routledge.
Kwofie, T. E., Aigbavboa, C. and Thwala, W., 2020. Critical Factors for Managing Non-
traditional Procurement Communication. In Effective Construction Project Delivery (pp.
105-117). Springer, Cham.
Ustundag, A. and Cevikcan, E., 2017. Industry 4.0: managing the digital transformation.
Springer.
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