Comprehensive Review and Recommendation for a Communication Plan

This report presents a comprehensive review of a project communication plan, evaluating its effectiveness in the context of project management principles. The analysis begins with an introduction to project communication and its importance, followed by an assessment of the current project communication plan. The report then examines the communication plan provided in a case study, identifying strengths and weaknesses related to stakeholder identification, information categorization, communication mediums, and frequency. A detailed recommendation section proposes an improved communication plan, justifying the need for changes based on the drawbacks of the existing plan, such as a lack of stakeholder prioritization and unclear communication frequency. The report concludes by summarizing the findings and emphasizing the need for a realistic and feasible communication plan to ensure project success, especially in complex projects where stakeholder involvement is crucial. The report references several academic sources to support its analysis and recommendations.

REVIEW OF COMMUNICATION PLAN
Name of the Student
Name of the University
Author Note

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REVIEW OF COMMUNICATION PLAN
Table of Contents
Introduction:.........................................................................................................................................2
Assessment of the current project communication plan:......................................................................2
Assessment of Communication Plan provided in the case study:........................................................3
Recommendation:.................................................................................................................................3
Justification for proposing new and improved communication plan:..................................................4
Conclusion:...........................................................................................................................................5
References:...........................................................................................................................................6

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REVIEW OF COMMUNICATION PLAN
Introduction:
Execution of project is a complex process, which needs proper integration of various aspects
of a project, which include project initiation, project planning, project execution and closure of
project [1]. In project planning, planning for proper communication is an important part to consider.
When communication in project is not proper, it affects coordination between project teams, project
manager and project stakeholders.
Assessment of the current project communication plan:
In order to ensure effective project performance, communication with stakeholders are
important. However, it requires a detailed plan to manage communication with various project
stakeholders [2]. Now it is simply not possible and effective too, to communicate with all
stakeholders in the same instance as it not only makes the communication process complex but also
often affects the aim of communication that is to deliver the correct message at the correct time to
the correct stakeholders. Now in almost every project, it does not require communicating with all of
the identified project stakeholders as their level of involvement, interest in the projects is different,
and each has their own purpose of communication [3]. While some stakeholders only need to be
informed about project progress, while some stakeholders are required to provide feedback based on
the information communicated to them. Hence, stakeholders’ prioritization is required to define
explicitly which stakeholders to be communicated first and what should be the frequency for that
communication [4]. Now, these two features are needed to be evaluated for an effective and feasible
communication plan that is possible to implement in a project [5]. It is important to note that a
project communication plan might seem effective theoretically, but it might not be suitable in
project execution.

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REVIEW OF COMMUNICATION PLAN
Assessment of Communication Plan provided in the case study:
suggested process for communication Features in communication plan
Proper identification of stakeholders who
have interest in the project
Stakeholders for the project are clearly
defined
Information categorization in terms of
content and importance
Key message for communications is defined
against each stakeholders, however
adequate details not provided
Proper analysis of communication medium
for delivering information
Communication medium for the project is
provided in the communication plan for
easy reference
Communication frequency is defined Frequency for communication is not defined
here
Format for communication should be
identified
This standard recommendation is
considered in the communication plan
Information regarding project are stored in
secured place for proper access
no such information is provided in the
communication plan
Recommendation:
Audience Document Frequency Content Responsible
party
Executive committee
recommended by the
government
status reports of
project
Monthly Project status,
project plan,
issues, and risks
updates.
Project manager
Steering committee status reports of
project
Monthly Project status,
project plan,
issues, and risks
updates.
Project manager

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REVIEW OF COMMUNICATION PLAN
Executive sponsors status report of
project, report
prepared by
steering committee
Quarterly, or
as needed
Project status,
project plan,
issues, and risks
updates.
Project manager
or steering
committee
Chief IS officer PM status report Quarterly Project status,
plan, issues, and
risks updates.
Project manager
Legislative and
financial authorities
Executive briefing As needed Project status
and plan.
Executive
sponsor
Audience Document Frequency Content Responsible
party
Cooperating
agencies,
observing
agencies
Email/
newsletter
Monthly Project status Project manager,
team leaders
Justification for proposing new and improved communication plan:
The communication plan that has been discussed here has some detailing about the stakeholders for
the project. Hence, this might seem that the communication is well planned. However, if properly
analysed, especially in the context of project knowledge and project principles, it is identified that
the communication plan has certain drawback, one of which is the detailing of communication
procedure. Although information has been provided for some aspects like what message should be
delivered, how this should be delivered and what are the communication medium available for the
project.
When this information about communication is available, the next question that comes is what are
the information that project needs to share, which stakeholders need to be communicated with what

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REVIEW OF COMMUNICATION PLAN
type of information, how often communication should take place, who should manage this
communication. When these questions are analysed, it is identified that for an effective
communication process, clarity about these information is necessary, which the communication
plan does not specifies, a significant drawback of this communication plan.
Hence an effective communication plan is required that not only identifies these issues, but also
propose an efficient and alternative communication plan to improve this process.
Conclusion:
Communication plan provided in this context lacks some important features. First of all the
communication plan has identified important stakeholders for the project. This is an important
feature of any communication plan because if audience for the communication is not defined, there
is no point in developing a communication plan. Medium of communication is also defined along
with key message that will be delivered. However, stakeholder prioritization as already discussed
has not been identified. Hence the communication plan does not define in which sequence
communication will be executed which might create confusion in the project. There are chances that
this communication will not be effective too. In addition to that, frequency for the communication is
not also defined which means that there is no definite plan when stakeholders will be involved and
how frequently they will be involved in the project. Now it is not possible to communicate with all
of the stakeholders in the project, which this communication plan implies as these important aspects
of stakeholder communication, is not with this communication plan. Hence, the provided
communication plan is not realistic and feasible for a practical project, especially of the project is
complex and involvement of stakeholders plays an important role for project success.

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References:
[1]J. Pollack and P. Matous, "Testing the impact of targeted team building on project team
communication using social network analysis", International Journal of Project Management, vol.
37, no. 3, pp. 473-484, 2019. Available: 10.1016/j.ijproman.2019.02.005.
[2]J. Davidson Frame, "Reconstructing Project Management", Project Management Journal, vol. 45,
no. 1, pp. e2-e2, 2014. Available: 10.1002/pmj.21387.j
[3]S. Rozenes and I. Kukliansky, "An Embedded Approach for Project Management Learning
Process", International Journal of Information Technology Project Management, vol. 4, no. 3, pp.
38-49, 2013. Available: 10.4018/jitpm.2013070103.
[4]S. Missonier and S. Loufrani-Fedida, "Stakeholder analysis and engagement in projects: From
stakeholder relational perspective to stakeholder relational ontology", International Journal of
Project Management, vol. 32, no. 7, pp. 1108-1122, 2014. Available:
10.1016/j.ijproman.2014.02.010.
[5]A. Tuffley, "Stakeholder Relationship Management20102Lynda Bourne. Stakeholder
Relationship Management. Farnham: Gower Publishing Limited 2009.", International Journal of
Managing Projects in Business, vol. 3, no. 3, pp. 546-547, 2010. Available:
10.1108/17538371011056147.

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