Analysis and Design of a Communication Plan for Project Management

This report analyzes the design of a communication plan within a project management context. The student assesses an existing communication plan, evaluating its effectiveness in informing stakeholders and ensuring project progress. The report highlights the importance of stakeholder profiles, frequency of communication, and clear assignment of communication responsibilities. It then compares the existing plan against standard project management practices, identifying areas for improvement such as the lack of a defined communication sequence and feedback mechanisms. The student proposes a revised communication plan, detailing audience, document type, frequency, content, and responsible parties. This revised plan aims to enhance stakeholder coordination and project execution. The report justifies the proposed modifications, emphasizing the inclusion of crucial elements like communication frequency and responsible parties, which were absent in the original plan. The conclusion stresses the significance of a structured communication approach to reduce interference and improve the overall effectiveness of project communication.

Running head: DESIGN OF COMMUNICATION PLAN
DESIGN OF COMMUNICATION PLAN
Name of the Student
Name of the University
Author Note

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DESIGN OF COMMUNICATION PLAN
Table of Contents
Introduction:.........................................................................................................................................2
Assessment of the current project communication plan:......................................................................2
Communication Plan assessment Vs project management practice:....................................................3
Recommendation of communication plan for future project involving stakeholders from different
sectors:..................................................................................................................................................4
Justification for proposed communication plan:..................................................................................5

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DESIGN OF COMMUNICATION PLAN
Introduction:
The main aim for communication in project is to keep stakeholders informed about project
progress. Type of information provided in the communication depends on stakeholder’s profile [1].
While some stakeholders only need to informed about project progress, some stakeholders are
required to provide detailed feedback as it decides progress of the project.
 Stakeholders with low interest and high power in the project needs to be keep satisfied
 Stakeholders with high interest and low power in the project needs to be kept informed
 Stakeholders with low interest and low power in the project needs to be monitored
 Stakeholders with high interest and high power in the project needs to managed closely
It is seen that not every stakeholder has same requirement in the project. Hence, information
that is communicated with them also varies based on their profiles [2]. Hence, identification of
relation between stakeholder requirements and communication requirements is extremely essential
to design effective communication plan.
Assessment of the current project communication plan:
It is not required to define stakeholder profiles explicitly in the communication plan itself,
but when communication plan specifies order of communication, this is done concerning this
analysis. However, in this communication plan, there is no mention of sequence, which might be
considered while communicating with the stakeholders and as a result, this is not clear how to
properly communicate with the stakeholders [3]. Some stakeholders might be communicated at the
planning phase of a project, some stakeholders might be involved at the execution phase, and some
stakeholders might be engaged throughout the project. Hence communicating right information at
the right time is the first step towards implanting communication plan in the project.

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DESIGN OF COMMUNICATION PLAN
However, it is not possible to deliver the required information without identifying the
information and this has been identified in detail and provided in the communication plan. Once
information is identified communication medium is required, otherwise it is not possible to share
that information. Communication plan that is analyzed in this context clearly describes this feature
too.
According to project management knowledge, frequency in communication plays a
significant role in making communication successful and provide the desired result that is expected
from the communication process [4]. When communication plan does not defines proper
communication frequency, information sharing is not consistent with project progress which leads
to lack of coordination between different stakeholders and project authority leading to conflict with
stakeholders for lack of coordination.
In project communication, information about responsible authority who manage the
communication process is extremely important [5]. Otherwise, there is chances of confusion within
project team that who should be contacted if there is issues in communication process with the
stakeholders. Along with that, it becomes extremely difficult to share important project related
information in timely and accurate manner.
Communication Plan assessment with standard communication process:
Project management recommendations Communication plan of case study
Detailed identification of project
stakeholders
Included in the communication plan
Key message to be communicated has
clarity
Defined, but lacks adequate details and
hence improvement required
Communication medium properly defined Clearly identified and defined

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DESIGN OF COMMUNICATION PLAN
Frequency in communication is integrated
with plan
Not described in the communication plan
Format of communication is properly
described
This features is incorporated in the
communication plan
Scope for feedback is there in the
communication plan
There is no scope for feedback in the
communication plan, hence improvement
required in this context
Recommended communication plan:
Audience Document Frequency Content Responsible party
Senior
executives
PM status
reports
Monthly Project status,
project plan,
issues, and risks
updates.
Project manager
Steering
committee
PM status
reports
Monthly Project status,
project plan,
issues, and risks
updates.
Project manager
Executive
sponsors
PM status report,
steering
committee report
Quarterly, or
as needed
Project status,
project plan,
issues, and risks
updates.
Project manager or
steering committee
Alliance
partners
PM status
reports
Project manager
Chief
Information
Officer of the
state
PM status report Quarterly Project status,
plan, issues, and
risks updates.
Project manager
Legislative
Fiscal Office
(LFO)
Executive
briefing
As needed Project status
and plan.
Executive sponsor chair
and vice-chair, and
steering committee co-
chairs

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DESIGN OF COMMUNICATION PLAN
Audience Document Frequency Content Responsible
party
Collaborating
agencies,
monitoring
agencies
Email/
newsletter
Monthly Project status Project manager,
other project
leaders as needed
Trades
associations
Email/
newsletter
As required Project status Project manager
Justification:
It is evident from the analysis that this communication plan has some required features that
should be there in standard communication plan. Features like stakeholder identification, key
messages, communication channel, and message format are included in the communication outline.
However, proposed communication plan not only identifies this issue, but also provides proper
measures to resolve these issues and develop an efficient communication approach, which has the
potential to ensure proper stakeholder coordination and improve project execution as well. This
communication plan defines important features like frequency of communication, responsible
persons to manage this communication process, which was not present in the provided
communication plan. Hence, it is justified to make modification in the communication plan to
provide an improved and effective communication plan.

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DESIGN OF COMMUNICATION PLAN
Conclusion:
In communication, it is important to shortlist communication audiences to reduce chances of
interference in communication. Hence, when communication does not follows an ordered approach
while restricting audience as it is required, it is highly possible that communication is not effective.
There is chance of this kind of issue in this communication plan. However, communication plan
provided here recognize this issues and provide a communication plan that improves this process.

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DESIGN OF COMMUNICATION PLAN
References:
[1]H. Frank Cervone, "Effective communication for project success", OCLC Systems & Services:
International digital library perspectives, vol. 30, no. 2, pp. 74-77, 2014. Available: 10.1108/oclc-
02-2014-0014.
[2]A. Butt, M. Naaranoja and J. Savolainen, "Project change stakeholder communication",
International Journal of Project Management, vol. 34, no. 8, pp. 1579-1595, 2016. Available:
10.1016/j.ijproman.2016.08.010.
[3]K. Muszyńska, "Towards project communication management patterns", Zeszyty Naukowe
Uniwersytetu Szczecińskiego. Studia Informatica, vol. 40, pp. 113-121, 2016. Available:
10.18276/si.2016.40-10.
[4]P. Eskerod and A. Vaagaasar, "Stakeholder Management Strategies and Practices during a
Project Course", Project Management Journal, vol. 45, no. 5, pp. 71-85, 2014. Available:
10.1002/pmj.21447.
[5]P. Kodukula, "Reinventing Communication: How to Design, Lead and Manage High Performing
Projects", Project Management Journal, vol. 46, no. 2, pp. e3-e3, 2015. Available:
10.1002/pmj.21487.