IT Project Management Communication Plan: MITS5001 Assignment 2

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MITS5001
IT PROJECT MANAGEMENT
Assignment 2
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Table of Contents
Current communication plan............................................................................................................. 3
Comparison of current plan with proper management practices......................................................3
Recommended communication plan................................................................................................. 4
Justification for the recommendation................................................................................................5
References..........................................................................................................................................6

Current communication plan
The current communication plan is based on the collaborative methodology. With this methodology, the
stakeholders are involved in the process of the development of an information system with regular updates
being provided to them. The plan was aimed to ensure that there was a presence of proper
correspondence among all the stakeholders involved in the project. The current communication plan helps
the stakeholders to understand how the information system is being developed by providing them regular
updates. Most of the stakeholders involved in the process have a common issue which is that they are not
provided continuous and relevant information about the progress of the development. Any stakeholder
would want to know the progress of the development as they are directly or indirectly involved in the
process. The information to all the stakeholders is provided via emails, phone calls, and even
teleconferencing. If possible, meetings are arranged with them in order to provide them detailed
information. All information is delivered in a formal manner to ensure high-quality data is delivered. To
deliver the same information to a large group of people such as to a community, townhall meetings and
conferences are arranged.
Comparison of the current plan with proper management practices
Proper communication with the stakeholders is an essential part of the project management process. A
large number of projects tend to fail because of a lack of information to the stakeholders. In this section,
comparison of the current management plan is done with how it should actually be done.
The current plan ensures delivery of information to the stakeholders but there are some flaws associated
with it and some of them have been discussed below.
 The current plan has no mention of a risk response team who would take over the management
process in case things go wrong. In any project, things tend to go wrong and it is best to consider all
the risks associated with the project and create a team of experienced members who can save the
projects in case of mishappenings.
 A proper breakdown for measuring the quality standards in the project should be created in order
to maintain the overall quality of the developed product. Projects tend to fail if the quality of all the
deliverables is not up to the mark. A set of objectives and quality of deliverables must be laid
emphasis upon.
 Currently, the stakeholders are provided with information on the achieved milestones in the
project. Along with this information, they should also be told how achieving this milestone would
help them and will enable them to establish better ties with the project.
 Throughout the project’s lifecycle, it must be made sure that the delivery standards are acceptable
to all the stakeholders as making up to their needs might get difficult in the future.

Recommended communication plan
Below is a chart that describes a new communication plan suited to the needs of the project as understood
by the case study.
Information
Type
Prepared by Participants Purpose of
communication
Frequency Method of
communication
Healthcare
information
system-
Project
development
Project
manager
Project team,
PMO
To provide
information
about project
goals, scope,
associated risks,
deliverables,
modules to be
developed
At the start of
the project
Meeting
Schedule Project
manager
All stakeholders To deliver the
task schedule to
all stakeholders
in order to
provide them a
project overview
As needed Email
Kick off
meeting
Project
manager
Project team,
subcontractors,
suppliers,
employees
To clarify the
goals and
objectives of
each stakeholder
and help them
understand their
responsibilities
Once at the
start of the
project
Meeting
Milestones
achieved
Project
manager
Clients,
sponsors,
community
To provide
information
about the status
of the project
Monthly Email, phone
calls, meetings if
needed
Sponsor
meeting
Project
manager
Sponsors, the
project team
Establish
communication
between the
working team
and the
sponsors. To
deliver
information on
the resource
concerns and
sponsor-related
risks
Monthly Emails
(recommended),
telephonic
meetings
Status report The project
manager or
Development
team head
Senior
management,
clients,
employees
To ensure that
the work being
done is according
to the quality
standards and to
discuss the
future plan
Weekly or
monthly (as
per the
requirements)
Emails. Meetings
if it is being
carried out
monthly
Benefits Project
manager
All stakeholders Help all the
stakeholders
Once or twice
throughout
Meetings
(recommended)

understand the
benefits they will
get with the
development of
this information
system.
the duration
of the project
or Emails
Overall
deliverables
and the
benefit to the
community
Project
manager
Government
agencies, news
media, unions,
communities
Enable the
stakeholders to
identify how they
are associated
with the project
and how it will
help them
Once or twice
throughout
the duration
of the project
Meetings
(recommended)
or Emails
Justification for the recommendation
The provided business communication plan is expected to turn out better than the previous one and the
reasons are stated below.
 The proposed business communication plan divides the communication schedule on the basis of
information being provided. It eliminates communication with stakeholders for whom the
information is not much relevant. This will help reduce time in establishing communication with
stakeholders and make the process of business communication plan faster.
 The goals for the meeting or the communication are precisely defined in the new plan. It eliminates
ambiguity in the communication process and helps to understand clearly the purpose of the
meeting.
 The newer plan establishes the best approaches to deliver information which avoids the possibility
of any stakeholder missing out on essential information. Proposal for meetings has been provided
where some very vital information is being provided to all the stakeholders.
 It involves the stakeholders on the basis of the information being provided which helps to create a
presentation specific for those stakeholders which ensures high-quality information being
delivered.

References
[1] S. Kernbach and M. Eppler, “The Use of Visualization in the Communication of Business Strategies:
An Experimental Evaluation The Science of Meetings: Understanding and improving knowledge-
intensive meetings in large organizations View project,” 2010.
[2] D. Curling, “Earned value project management Quentin W Fleming and Joel M Koppleman Project
Management Institute 2015 141 pp $24.95 (US) ISBN 1-880410-38-9,” Int. J. Proj. Manag., vol. 16,
no. 1, p. 66, 2015.
[3] C. Cobanoglu, “Proceedings of the Global Conference on Business and Economics Volume 1 Global
Conference on Business and Economics,” vol. 1.