Project Communications Management Plan: EI 50th Anniversary Event

This document presents a Communications Management Plan designed for Electronics International's (EI) 50th-anniversary event. It outlines the communication framework, responsibilities, and methods to ensure effective information dissemination throughout the project lifecycle. The plan includes a communication matrix to map communication needs, guidelines for meetings, and communication standards. It addresses communication constraints, stakeholder requirements, and roles of key personnel like the project manager, HR manager, and suppliers. The plan details communication methods such as SharePoint and MS software, along with a communication escalation process to resolve issues. The document also includes a project team directory, communication standards, and meeting guidelines, ensuring a structured approach to managing communications and stakeholder engagement for the successful execution of the anniversary event.

COMMUNICATIONS MANAGEMENT PLAN TEMPLATE
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COMMUNICATIONS MANAGEMENT PLAN
<PROJECT NAME>
COMPANY NAME
STREET ADDRESS
CITY, STATE ZIP CODE
DATE

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Table of Contents
INTRODUCTION.................................................................................................................................2
COMMUNICATIONS MANAGEMENT APPROACH................................................................................2
COMMUNICATIONS MANAGEMENT CONSTRAINTS...........................................................................2
STAKEHOLDER COMMUNICATION REQUIREMENTS..........................................................................2
ROLES...............................................................................................................................................2
PROJECT TEAM DIRECTORY.............................................................................................................3
COMMUNICATION METHODS AND TECHNOLOGIES..........................................................................3
COMMUNICATIONS MATRIX.............................................................................................................4
GUIDELINES FOR MEETINGS.............................................................................................................5
COMMUNICATION STANDARDS........................................................................................................5
COMMUNICATION ESCALATION PROCESS........................................................................................5
BIBLIOGRAPHY.................................................................................................................................7
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INTRODUCTION
The communication management plan that is created generally helps in setting different types of
communication framework for arranging the 50th anniversary event for the organization
"Electronics International”. It will further act as one of the guides for communicating throughout
the project lifecycle and it will get updated from time to time. The plan that is developed for
managing communication helps in defining the responsibilities of the individuals who are
mainly associated with the project (Karuppiah, Marthandan & Shanmugam, 2018). Furthermore,
it includes a proper communication matrix that further helps in mapping various types of
communication needs within the entire project. Additionally, it provides a proper guide for
undertaking meetings in detail so that success can be achieved in the project.
COMMUNICATIONS MANAGEMENT APPROACH
The project manager of Electronics International generally takes the responsibility of ensuring
that proper communication is mainly undertaken in the project. The various types of
communication needs are generally documented within the communication matrix. It is found
that the communication matrix will further be utilized for guiding the workers with information
that they need while communicating during the arrangement of the 50th anniversary celebration
of the company “Electronics International” (Butt, Naaranoja & Savolainen, 2016). It is identified
that various types of changes, as well as updates, are generally needed in the personnel, budget
as well as the scope of the project. After the required amendments within the project gets
approved, the manager mainly updates the entire communication plan and further supports the
documents by distributing the information to all the stakeholders of the project team.
COMMUNICATIONS MANAGEMENT CONSTRAINTS
The different types of constraints which can occur while the project manager is organizing the
50th anniversary of the Electronic International Company are mainly illustrated below:
 It is found that if the project manager is incapable of following the timeline that is created
in order to communicate with the various team members of the project then it will be
quite difficult to communicate the problems or challenges effectively.
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 As the workforce of electronics International are diverse therefore language barrier is
one of the main constraints in communication and in order to mitigate such constraint, it
is necessary to have proper translation options for the employees so that they can be able
to understand.
STAKEHOLDER COMMUNICATION REQUIREMENTS
The project manager needs to identify all the project stakeholders so that they can be able to
communicate with all the stakeholders for determining the preferred frequency as well as the
method through which communication can be undertaken. In addition to this, it also necessary to
identify various types of communication preferences, stakeholder communication needs as well
as the communication channels that will be utilized. After the stakeholders get proper
communication needs, the entire team of the project will be able to properly maintain the
stakeholder register.
ROLES
Project Sponsor
The Electronics International acts as the sponsor of the project and it provides all the funds that
are mainly necessary for arranging the event of the 50th anniversary celebration. As the project
sponsor is present in the executive level therefore the communication with the sponsor must be
presented in a proper format.
Program Manager
The program manager takes the responsibility of overseeing the entire work of the project at
different portfolio level such that it generally owns all the project resources that are mainly
allocated within the entire project portfolio.
Key Stakeholders
The key stakeholders mainly include the entire different individual who generally gets impacted
by the entire project. It is found that in order to organize the event for the 50th anniversary, it is
needed to properly define the subnet of the stakeholders and the subnet of stakeholders include
the workers, financial manager, team leaders as well as organizers.
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Project Manager
The project manager generally helps in managing various day to day resources and further helps
in providing proper project guidance for successfully monitoring as well as reporting on the
different types of project metrics. In addition to this, the project manager provides guidance to
the team so that they can be able to organize the event of 50th anniversary for Electronics
International successfully.
Human resource manager
The HR manager generally helps in overseeing different types of functions as well as for
managing the employees quite effectively. The various function of HR includes proper strategic
management, helps in communication as well as formulates various types of policies and
procedure which are required for the 50th anniversary celebration of the company.
Operational manager
The operational manager generally helps in arranging the 50th anniversary celebration properly so
that the work activities can be performed quite effectively. They are generally the key part for
the management team for successfully overseeing different types of HR duties.
Suppliers
The suppliers help in delivering all the resources as well as materials which are mainly needed in
order to successfully organize the 50th anniversary for the Electronics International Company
quite successfully.
PROJECT TEAM DIRECTORY
Role Name Organization/
Department
Email Phone
Project sponsor <Please fill> Management <Please fill> <Please fill>
Program
manager
<Please fill> PMO <Please fill> <Please fill>
Project
stakeholder
<Please fill> PMO <Please fill> <Please fill>
Human resource
manager
<Please fill> Hr. manager <Please fill> <Please fill>
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Operational
manager
<Please fill> Management <Please fill> <Please fill>
Project manager <Please fill> PMO <Please fill> <Please fill>
COMMUNICATION METHODS AND TECHNOLOGIES
Electronics International helps in maintaining a proper SharePoint platform with the help of a
PM team which is utilized by the project for providing updates and for successfully conducting
different types of project communications. This platform generally helps in enabling the senior
management and the different stakeholders for accessing the data as well as communication at
any particular time (Nicholas & Steyn, 2017). In addition to this, the SharePoint helps in
providing the proper ability to the project team members for successfully collaborating with the
work of the project. Furthermore, the Electronics communication maintains MS software license
such that the team members can be able to maintain as well as communicate the schedule of the
project by using the particular software.
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COMMUNICATIONS MATRIX
The following table identifies the communications requirements for this project.
Communica
tion Type
Objective of
Communication
Medium Freque
ncy
Audience Owner Deliverable Format
Kick-off
meeting
The information that is
associated with the event
is shared with the team
members so that they can
work properly for the
arrangement of the 50th
anniversary event and the
event can be conducted
successfully.
 Face to face Once  Project team
members
Project manager  Meeting
minutes
 Agenda
 Soft copy
Project team
meetings
The issues that the team
leaders face in making
arrangement for the event
are discussed so that such
issues get resolved and
the team can be able to
complete the arrangement
 Face to face
 Email
When
occurred
 Project
manager
Team leaders  Meeting
minutes
 Soft copy
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for the event on time.
Monthly
meeting
The different types of
financial challenges
which the project team
faces while organizing
the event are discussed
for keeping track on the
progress of the project.
 Email Monthly  Financial
manager
Team leaders  Agenda  Soft copy
Meeting with
the suppliers
The HR manager
generally provides the list
of items that are generally
needed for making proper
arrangements for the 50th
anniversary of the
Electronics International.
 Email When
needed
 Suppliers HR manager  Meeting
minutes
 Agenda
 Hard copy
Monthly status
meetings
The project status is
discussed with the project
manager so that proper
track on the project can
be kept.
 Face to face
 Email
Monthly  Project
manager
Team leader  Meeting
minutes
 Agenda
 Soft copy
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GUIDELINES FOR MEETINGS
Meeting Agenda
The meeting agenda will be properly distributed among the stakeholders in 7 business days for
advancing the project meeting. It is found that it helps in determining the presenter of each of the
particular topics along with the proper time limit for each specific topic. The first specific item
within the agenda must be effectively reviewed for various activities that is undertaken
previously (Taleb et al., 2017).
Meeting Minutes
It is found that meeting minutes must be distributed in 2 working days of the business. It will
generally incorporate proper status about all the project meetings which will be undertaken
during the progress of the 50th anniversary event of Electronics International.
Action Items
It is found that different types of action items are generally recorded with the help of meeting
agenda as well as meeting minutes (Muszyńska & Marx, 2019). Furthermore, meetings will
generally get started after reviewing the status of different types of items during the progress of
the entire project.
Time Keeper
The Timekeeper is the person who generally takes proper responsibility for properly helping the
project facilitator so that they can be able to adhere the time limits that are generally set within
the meeting agenda. It is found that the timekeeper generally gets the presenter for knowing what
is approaching at the end of the allocated time. Moreover, proper quick hand signal to the
different anchor is helpful in representing minutes.
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COMMUNICATION STANDARDS
It is found that for organizing the 50th anniversary event for Electronics International, different
types of communication strategies are generally discussed. The communication strategies are
listed below:
Kickoff Meeting: The team of the 50th anniversary event will generally use a proper
template for meeting minutes as well as meeting agenda.
Event arrangement meetings: It is found that the templates of the meeting agenda, as
well as various types of meeting minutes, it should be utilized by the Electronics International
team for making arrangements for the event successfully.
Project status reports: The status based document will be present on the shared drive
that is utilized as communication standards in order to reflect the status of the project.
COMMUNICATION ESCALATION PROCESS
Priority Definition Decision
Authority
Timeframe for Resolution
Priority 1 The financial issue that occurs
while making arrangements for
the event of the 50th anniversary
must be resolved effectively so
that the event progress does not
get obstructed.
Project
manager
15 days
Priority 2 The issue that occurs due to the
late delivery of the suppliers
must get resolved effectively so
that items are needed for 50th
anniversary in Electronics
International.
Project sponsor 10days
Priority 3 It is found that slight changes
within the project can create a
Program
manager
12days
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number of scheduling issues that
generally can create an impact
on the operations of the business
effectively.
Priority 4 The issue that occurs due to
inexperienced team members can
generally get resolved by
providing proper facility of
training to the team members so
that they can be able to work
effectively.
Trainer 15days
SPONSOR ACCEPTANCE
Approved by the Project Sponsor:
___________________________________________ Date:____________________
<Project Sponsor>
<Project Sponsor Title>
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BIBLIOGRAPHY
Abu-Hussein, R., Hyassat, M., Sweis, R., Alawneh, A., & Al-Debei, M. (2016). Project
management factors affecting the enterprise resource planning projects’ performance in
Jordan. Journal of Systems and Information Technology.
Butt, A., Naaranoja, M., & Savolainen, J. (2016). Project change stakeholder
communication. International Journal of Project Management, 34(8), 1579-1595.
Forcada, N., Serrat, C., Rodríguez, S., & Bortolini, R. (2017). Communication key performance
indicators for selecting construction project bidders. Journal of Management in
Engineering, 33(6), 04017033.
Ishaq, I. M., Omar, R., Yahya, M. Y., & Sarpin, N. (2019). Improving Communication between
Client and Contractor during Construction Project in Nigerian Construction
Industry. Journal of Technology Management and Business, 6(3).
Karuppiah, S. D., Marthandan, G., & Shanmugam, M. (2018). An explanatory investigation on
the role of communication antecedents in project management. Journal of Theoretical
and Applied Information Technology, 96(23), 7904-7916.
Muszyńska, K., & Marx, S. (2019). Communication management practices in international
projects in Polish and German higher education institutions. Procedia Computer
Science, 164, 329-336.
Nicholas, J. M., & Steyn, H. (2017). Project management for engineering, business and
technology. Routledge.
Santalova, M. S., Lesnikova, E. P., Nechaeva, S. N., Borshcheva, A. V., & Charykova, O. G.
(2018, April). Information hindrances and communication barriers in project interactions.
In International Conference Project “The future of the Global Financial System:
Downfall of Harmony” (pp. 273-281). Springer, Cham.
Taleb, H., Ismail, S., Wahab, M. H., Mardiah, W. N., Rani, W. M., & Amat, R. C. (2017). An
overview of project communication management in construction industry
projects. Journal of Management, Economics, and Industrial Organization, 1(1), 1-8.
Tonchia, S. (2018). Project Communication. In Industrial Project Management (pp. 143-152).
Springer, Berlin, Heidelberg.
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Vercic, D., & Zerfass, A. (2016). A comparative excellence framework for communication
management. Journal of Communication Management.
Yap, J. B. H., Abdul-Rahman, H., & Chen, W. (2017). Collaborative model: Managing design
changes with reusable project experiences through project learning and effective
communication. International Journal of Project Management, 35(7), 1253-1271.
Zerfass, A., & Viertmann, C. (2017). Creating business value through corporate
communication. Journal of Communication Management.
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