Communication Plan for Office Renovation Project - [University Name]

This report outlines a communication plan for an office renovation project, emphasizing the importance of keeping all stakeholders informed. It identifies key stakeholders, including design teams, contractors, and employees, and details how to manage their expectations through open communication channels, regular updates, and meetings. The plan addresses potential impacts on productivity, such as noise and lighting, and suggests mitigation strategies like noise-canceling headphones or flexible work arrangements. It also emphasizes the need for employee training on new spaces and technologies, suggesting the use of supervisors, IT specialists, and video training to ensure a smooth transition and a comfortable, productive work environment. The report references several academic sources to support its recommendations.

Communication Plan
[Name of the University]
[Name of the Student]
[Author note]

Introduction:
Managing the communications generally refers to the process of including everyone in a
loop. Communication planning generally refers to the process which is mainly concerned about
providing definitions of the type of information which are to be delivered, who is going to
receive the information, the format that is to be used for communicating the information, and
lastly the timing of its release and its distribution (Heldman, 2018). One of the major job as a
project manager in the office renovation project would be putting efforts as well as time on the
communication plan so as to make sure that everyone is getting the right information at the right
time.
Communication plan:
Identification of the key stakeholders
Peoples who are needed to be involved in the renovation project mainly includes the team
associated with design, the general contractor, stakeholders and office employees. It is always
recommended to create a brief communication plan so as to keep everyone updated regarding the
plans along with the working schedule and management of the expectations of the employees.
By keeping the entire process of communication open and by having a well skilled design
team or HR personnel it would become possible to send out a copy of the work which has been
proposed along with the schedule to everyone (Badewi, 2016). Besides this regularly update is
also to be provided so as to inform about any date changes that might occur. Besides this
meetings are also to be held where the main plans would be discussed and in this meetings the
vision of the renovation plan would also be communicate so as to make sure that any of the

concerns which might arise are being eliminated (Bourne, 2016). Besides this another good idea
is letting the employees to get involved in the process of renovation planning before starting of
the project so as to ask them about the design ideas and the idea designs that they would like to
have implemented.
After the project is initiated the employees should be provided with periodic tours along
with the updates so as to keep then in the loop and make them feel appreciated.
Identification of the expectations.
One of the major reason behind the plan of renovating the office is the improvement of
the productivity of the workplace along with making sure that each and every one in the office is
getting the right information at the right time (Schwalbe, 2015). However it is to be kept in mind
during the renovation the productivity might get affected or in some cases might be severely
associated with dropping the productivity unless and until few things are taken care of.
The plans should be kept ahead along with keeping the productivity at higher levels all
throughout the project of renovation. This is to be done by keeping the minimum amount of
clutter along with keeping eth communication open and by maintaining the right amount of
lighting as well as the noise levels (Kerzner, 2019). Lightning acts as one of the key factors
which is associated with impacting the productivity of the organization so it is to be made sure
that the windows are kept open and are not covered. Besides this it is also to be made sure that
the right amount of artificial lightning is available for the purpose of providing enough amount
of energy and good moods amongst the employees of various departments. Besides the light
noise is another factor which is likely to have a severe effect upon the employees by making
them distracted and it is seen that women’s are much more affected due to noise than the men’s

(Uhl & Gollenia, 2016). so certain precautions should be taken in order to counter the problems
arising due to noise by providing the employees with noise-cancelling headphones, or by
scheduling the renovation work after the working hours or by providing the employees with a
facility of doing work from their home for a while.
Identification of the communication that is necessary
Perhaps it can be considered that one of the major factor associated with determining if
the office renovation project is achieving success is by looking into the fact that the employees
are felling happy along with felling comfortable while working inside their own new digs.
Besides this it is also to be made sure that the renovation project is associated with creation of
space so as to have better accommodation of the employees (Heldman, 2018). There is usually
need of some time by the employees so as to get used to the new changes. This is the only thing
which needs to be informed to the employees along with which trained is also to be regarding the
new spaces as well as the technology which are to be used in the new office environment.
There is a need of appointing the supervisors or team leads so as to provide tours to the
employees throughout the entire new renovated office premise so as to oversee, and by having
availability of IT specialists so as to provide the employees with new technology (Heagney,
2016). In case when the number of employees is too many and the number of IT personnel’s is
not enough then video trainings can be provided to the employees so as to help then in working
through on their own time.

References:
Badewi, A. (2016). The impact of project management (PM) and benefits management (BM)
practices on project success: Towards developing a project benefits governance
framework. International Journal of Project Management, 34(4), 761-778.
Bourne, L. (2016). Stakeholder relationship management: a maturity model for organisational
implementation. Routledge.
Heagney, J. (2016). Fundamentals of project management. Amacom.
Heldman, K. (2018). PMP: project management professional exam study guide. John Wiley &
Sons.
Heldman, K. (2018). Project management jumpstart. John Wiley & Sons.
Kerzner, H. (2019). Using the project management maturity model: strategic planning for project
management. Wiley.
Schwalbe, K. (2015). Information technology project management. Cengage Learning.
Uhl, A., & Gollenia, L. A. (Eds.). (2016). A handbook of business transformation management
methodology. Routledge.