Luton Town Residences: PRINCE2 Communication Strategy Report

This report outlines a PRINCE2 communication management strategy, detailing the importance of effective communication within a project, specifically for Luton Town Residences. It covers the purpose of the communication plan, ensuring information flow among stakeholders. The report describes communication procedures, tools, and techniques, including direct conversations, daily reports, and personal communication methods. It addresses record-keeping through minutes of meetings and progress reports, along with reporting frequency and recipient details. The strategy includes timing of communication activities, roles, and responsibilities. The stakeholder analysis identifies interested parties, their current and desired relationships, interfaces, and key messages. Information needs are defined, including the type of information, distribution, collection, and frequency. The report emphasizes the importance of establishing a controlled and bi-directional flow of information to facilitate stakeholder engagement and ensure project success. The provided analysis offers a practical approach to managing communications, emphasizing the need for clear and consistent information sharing.

<Insert Project Name> Created/updated 01/09/24
PRINCE2™- Communication
Management Strategy
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Date: Release: Draft/Final
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Communication Management Strategy Created/updated 01/09/24
<Insert Project Name>
Overview
Purpose A Communication Management Strategy contains a description of the
means and frequency of communication to parties both internal and
external to the project. It facilitates engagement with stakeholders
through the establishment of a controlled and bi-directional flow of
information.
Contents The Communication Management Strategy should cover the following
topics.
Introduction...............................................................................................................3
Communications Procedure......................................................................................3
Tools and Techniques...............................................................................................3
Records..................................................................................................................... 3
Reporting...................................................................................................................4
Timing of Communication Activities........................................................................4
Roles and Responsibilities........................................................................................4
Stakeholder Analysis.................................................................................................5
Information Needs.....................................................................................................6
Advice The Communication Management Strategy is derived from the: Corporate
communications policies (e.g. rules for disclosure for publicly listed
companies); The programme’s information management strategy; Other
components of the Project Initiation Documentation (in particular the
project management team structure, the Risk Management Strategy, Quality
Management Strategy and Configuration Management
Strategy); Facilitated workshops/informal discussions with stakeholders; and
Stakeholder analysis.
A Communication Management Strategy can take a number of formats,
including: Stand-alone product or a section in the Project Initiation
Documentation; Document, spreadsheet or mindmap; Entry in a project
management tool.
The following quality criteria should be observed:
 All stakeholders have been identified and consulted for their
communication requirements
 There is agreement from all stakeholders about the content, frequency
and method of communication
 A common standard for communication has been considered
 The time, effort and resources required to carry out the identified
communications have been allowed for in Stage Plans
 The formality and frequency of communication is reasonable for the
project’s importance and complexity
 For projects that are part of a programme, the lines of communication,
and the reporting structure between the project and programme, have
been made clear in the Communication Management Strategy
 The Communication Management Strategy incorporates corporate
communications facilities where appropriate (e.g. using the marketing
communications department for distributing project bulletins)
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Communication Management Strategy Created/updated 01/09/24
<Insert Project Name>
Introduction
The primary purpose behind the project communication plan was to set a good
communication between the stakeholders in the project so that the flow of information would
be easy and flexible between all the stakeholders.
The objective of the communication management is to make sure that every business
information during the project is specifically shared between all the stakeholders and no
information is left to be shared between the project team members.
With communication management strategy established between the stakeholders in the
project, there would be feasible flow of Information and none of the team members would be
at a state where they would not have any idea about the task they are about to perform.
The primary purpose behind the project communication plan was to set a good
communication between the stakeholders in the project so that the flow of information would
be easy and flexible between all the stakeholders.
The objective of the communication management is to make sure that every business
information during the project is specifically shared between all the stakeholders and no
information is left to be shared between the project team members.
With communication management strategy established between the stakeholders in the
project, there would be feasible flow of Information and none of the team members would be
at a state where they would not have any idea about the task they are about to perform.
Communications Procedure
The methods to be used by the Communications proceed your plan would there be direct face
to face conversation with the help of meetings arranged from time to time , daily reports
mailed and even with the help of the transfer of information with the help of personal
communication method.
Tools and Techniques
The Tools and techniques would be email, personal telephone, and mobile devices or even
with the help of the utilisation of basic human conversations.
Records
All the communication records that would be transferred for the Information sharing to all the
stakeholders would be done with the help of minutes of meeting and progress reports that
would be shared with the help of emails to the business executive and the all will be logged
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Communication Management Strategy Created/updated 01/09/24
<Insert Project Name>
into an external soft copy correspondence that would be under the responsibility of the
business decision makers and the project managers.
Reporting
The communication process with the purpose, timing and recipient would be e provided
with the help of progress reports and they would be for the evaluated with the help of
performance indicators.
Timing of Communication Activities
The meeting should be held after every major project phase all might even be called for at the
time of emergency, scheduled randomly in the project. The progress report should be send
weekly to the business executives. All the auditing should be performed at the end of every
project phase.
Roles and Responsibilities
The aspects of communication process for initial Information sharing would be
dependent on hierarchical basis where the junior project team members
would report to the seniors and in the end the progress report would be sent
to the business executive and project manager for further evaluation.
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Communication Management Strategy <Insert Project Name> Created/updated 01/09/24
Stakeholder Analysis
Interested Party1 Current
Relationship
Desired
Relationship
Interfaces Key Messages
Finance Team Active Member Active Member Electronic and
standard interphases
Involved into the financial outlook
Facilities Maintenance Team Active Member Active Member Electronic and
standard interphases
Maintaining the amenities for the
housing areas
Customer Service Team Passive Member Active Member Electronic and
standard interphases
Dedicated to communicate with the
customers
Supported Housing Personal
Coaches
Passive Member Active Member Electronic and
standard interphases
Communication with the customers
General Administration Staff Active Member Active Member Electronic and
standard interphases
Support admins to the project
Senior Management Team Active Member Active Member Electronic and
standard interphases
Handling the entire project through
communication within the team
1 This may include accounts staff, user forum, internal audit, corporate or programme quality assurance, competitors etc.
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Communication Management Strategy <Insert Project Name> Created/updated 01/09/24
Information Needs
Interested Party Information for
Distribution
Information
for Collection
Information
Provider and
Recipient
Frequency of
Communication
Means of
Communication
Format of
Communication
Finance Team Financial
information
Financial
information
Project Manager Weekly Emails and
documented reports
Emails and
documented reports
Facilities Maintenance
Team
Amenities
availability
information
Amenities
availability
information
Project Manager Daily Emails and
documented reports
Emails and
documented reports
Customer Service
Team
Customer support
information
Customer
support
information
Project Manager Daily Emails and
documented reports
Emails and
documented reports
Supported Housing
Personal Coaches
Customer
information
Customer
information
Project Manager Weekly Emails and
documented reports
Emails and
documented reports
General Administration
Staff
Management
information
Management
information
Project Manager Weekly Emails and
documented reports
Emails and
documented reports
Senior Management
Team
Project
information
Project
information
Project Manager Monthly Face to face
meetings, email,
general telephone
communication
Face to face
meetings, email,
general telephone
communication
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Communication Management Strategy <Insert Project Name> Created/updated 01/09/24
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PRINCE2™ is a Trade Mark of the Office of Government Commerce
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