Analysis of Communication Plan in County Health Department Project

This report examines the communication plan within the context of a County Health Department project aimed at replacing an existing information system. The study highlights the importance of effective communication between stakeholders, including clients, sponsors, media, and government agencies, to prevent scope creep and ensure project success. The analysis identifies flaws in the current communication strategy, such as a lack of proper communication flow between project team members and the government, and inadequate media engagement. These deficiencies can lead to resource wastage and delays. The report recommends improvements to the communication plan, including enhanced communication channels and documentation of requirements to mitigate scope creep. It emphasizes the importance of knowledge sharing among stakeholders and proper government and media involvement to keep the public informed. The recommendations aim to improve the project management plan and ensure a successful implementation of the new information system.

Running head: IMPORTNACE OF THE COMMUNICATION PLAN
IMPORTNACE OF THE COMMUNICATION PLAN
Name of the Student:
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IMPORTNACE OF THE COMMUNICATION PLAN
Table of Contents
Introduction.................................................................................................................................................2
Discussion....................................................................................................................................................2
Present communication plan in the organization:...................................................................................2
Evaluation of the mentioned communication plan in the organization:..................................................2
Recommendations...................................................................................................................................3
Conclusion...................................................................................................................................................4
References...................................................................................................................................................5

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Introduction
The case study tells about the existing information system at County Health Department. The
existing system is capable of maintaining the records in a proper way. However, there is a lack of
flexibility in the system of the organization. The users and the patients have to enter the same data for
making appointment at different department of the health centre2. This process is time consuming.
Apart from that there is a chance of error in the manual process. In order to mitigate this problem the
proposal has been taken to replace the old system with the newly modified information system which
will allow the centralization of the data. In order to implement the project certain communication plan
has to be made5. The main objective of this system is to evaluate the existing communication system in
the organization and identification of the flaws in the communication system. The identified flaws in the
communication system will help to find out the solutions to mitigate the problems and will help to
develop a proper project management plan.
Discussion
Present communication plan in the organization:
Communication plan is an important process for maintaining the analysis of the stakeholders
and managing of the stakeholders1. There are different stages in the project management. During the
different stages of the project management the flow of the communication between the different
stakeholders are needed to be maintained2. In this case the stakeholders present in the communication
plan are clients, sponsors, media and the government , project team members3. With the lack of proper
flow of the communication between the different stakeholders the scope creep in the project can be
happened. The scope creep can lead to the wastage of the resources during the development of the
project.
In the current business situation it can be seen that there is a lack of communication between
the project team members and the government which is not desirable.
Evaluation of the mentioned communication plan in the organization:
The proper management of the project can be achieved by maintaining certain methodology.
There are different stages of the life cycle of the project4. Generally the life cycle of the project consists
of the five stages- initialization, planning and designing , execution, monitoring and control and closing

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of the project. The progress of these different stages can be achieved through the proper
communication plan between the stakeholders in the project. The flow of the communication helps in
the synchronization of the processes between the different modules.
The evaluation of the communication plan is important as it helps to maintain the flow of
communication during the development of the project. The flow of the communication is important as it
helps all the stakeholders to keep updated about the progress of the project 5. Apart from that proper
sharing of the knowledge will help to mitigate the constraints in the development of the project.
In this case, it can be seen that the communication plan mentioned in the case study has lack of
proper flow of the communication between different stakeholders in the project. The entities who are
associated during the development phase of the project directly or indirectly are the stakeholders of the
project. In this case it has been seen that the communication plan is not present in a proper way
between the project management team and the government. In a government owned project this
feature in the communication plan is not desirable6. Apart from that it can be seen that there is no
proper way of communication between the project team members and the government. Apart from
that there is no specific way mentioned for the communication between the project team members and
media which is not desirable. Without the proper communication between the media and the project
management team the people cannot get update regarding the progress of the project.
There are certain consequences of the lack of the flow of the communication in the project
regarding the County Health Management project. The lack of communication can lead to the scope
creep in the development of the project. The scope creep in the project can lead to the wastage of the
resources. The resources can be both human resource of the time and money7. The wastage of the
resources is not desirable for the project. In order to mitigate the scope creep in the project proper
communication plan is required. Another flaw of the improper communication plan is the lack of the
sharing of the knowledge. The constraint in the sharing of the knowledge will lead to the issues in the
solutions of the problem. This can cause the delay in the delivery time of the outcome of the project.
Recommendations
There are certain recommendations those can be made in order to improvise the existing
communication plan in the County Health Care Department. The communication flow between the
different stakeholders can be improved in the communication plan. In this case, the communication and
the medium of the communication between the client and the project team members can be improved.

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This will help in the gathering of the requirements of the project. The proper documentation of the
requirements will help to mitigate the possibility of the scope creep during the development of the
project. Apart from that all the stakeholders present in the development of the project can share the
proper knowledge during the course of the development8. The government should be aware about the
progress of the project. In this context, the communication between the project team members and the
government agencies are needed to be maintained in a proper way. The media is needed to be
concerned about the progress of the project so that the common people can be aware about the
happening regarding the project through media.
Conclusion
The discussion is regarding the project implementation which will replace the existing
information system in the County Health department. In order to carry out the project in a proper way,
certain project management plan is needed to be implemented. In order to implement the successful
project management plan the flow of the communication between the different stakeholders are
needed to be maintained in a proper way. It has been seen that there is a lack of communication
between different stakeholders present in the project. The recommendations is made to mitigate the
communication gap between the different stakeholders so that the development of the proposed
project can be done in a proper way.

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References
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