Fundamentals of Project Management: Communication Plan Report

This report presents a communication plan designed for the successful management of a multi-story car park project. It begins by emphasizing the importance of effective communication in project management, particularly for ensuring the organized execution of project activities and the fulfillment of all necessary requirements. The report outlines the project's vision and objectives, which involve providing efficient parking solutions for residents. It identifies key stakeholders such as project managers, team members, and community representatives, recognizing their crucial roles in influencing project outcomes. Various communication channels, including face-to-face interactions, broadcast media, electronic channels, and written methods, are discussed to facilitate stakeholder engagement. The report includes a detailed communication plan with specific tasks, message details, responsible parties, and communication mediums for each project phase, from initiation to closure. This plan outlines goals and timeframes, ensuring the project's execution within the estimated schedule and budget. Finally, the benefits of the communication plan are highlighted, emphasizing its role in maintaining transparency, reducing risks, and ensuring project success.

Running head: FUNDAMENTALS OF PROJECT MANAGEMENT
FUNDAMENTALS OF PROJECT MANAGEMENT
- Communication plan
Name of the Student
Name of the University
Author Note

1FUNDAMENTALS OF PROJECT MANAGEMENT
Table of Contents
Importance of Communication........................................................................................................2
Vision and objective........................................................................................................................2
Stakeholder associated with the project...........................................................................................3
Communication channels.................................................................................................................4
Goals and timeframes......................................................................................................................5
Communication plan........................................................................................................................5
Benefits of communication plan....................................................................................................11
References......................................................................................................................................12

2FUNDAMENTALS OF PROJECT MANAGEMENT
Importance of Communication
Communication is considered as an essential component for developing a project
successfully. With the help of proper communication process it becomes easy to manage the
activities that are carried out within the project. An effective commutation helps in offering a
significant way of carrying out the project. This ensures that all the necessary requirements are
organized and planned effectively so that it becomes easy to have a control over the project.
The main objective behind carrying out the project is to ensure that an effective design is
offered towards the Woodland residence so that it becomes easy to manage the vehicles of the
residents (Yang et al. 2016). Multi Storey car parking is considered as an effective approach as
this will lead to increasing the efficiency and will ensure that a convenient parking area is offered
towards the people residing on the residential area. The main objective of this assessment is to
design an effective communication plan so that it becomes easy to communicate with the key
stakeholders that are essential for the project.
Vision and objective
The main objective behind designing the project is to ensure that proper car parking area
is offered towards the member residing in the residential complex Woodland. However for the
purpose of ensuring that the project has been planned and implemented successfully it becomes
essential to ensure that proper communication is carried out between the stakeholders. In order to
design a better communication plan it is essential to identify the stakeholders that has the
potential to influence the performance of the project (van Hove 2016). The key objectives are:
 To engage the stakeholders properly so that it becomes easy to enhance the performance.
 To communicate using effective channels.

3FUNDAMENTALS OF PROJECT MANAGEMENT
 To have proper update with the use of proper communication.
Stakeholder associated with the project
Stakeholder are referred to the key members that are essential for managing the business
performance. Stakeholder plays a major role in managing the performance of the project as they
are the individuals responsible for influencing the project performance. The stakeholders are
mainly divided into different types that are customers, employees, investors, suppliers and
vendors, communities and the government. With the help of this key stakeholders it becomes
easy to organize the different components associated with the project. The project that is
considered her is planning of the multi storey car parking in a residential complex. Stakeholder
are needed to be identified at the early stage so that it becomes easy to manage their presence
(Tate 2019). Each stakeholder plays a certain role and thus it is important to ensure that they are
communicated after each phase. Thus the list of stakeholders that are essential for managing and
developing the project are listed below:
1. Project manager
2. Team member
3. Facilities manager
4. Designer
5. Technician
6. Finance manager
7. Resource manager
8. Public administration
9. Subcontractors
10. Service suppliers

4FUNDAMENTALS OF PROJECT MANAGEMENT
11. Community members
12. Resident committee members
Communication channels
Communication plays a crucial role in the project development process. Before executing
each phase it becomes essential to ensure that proper communication has been carried out
between the key stakeholders so that it becomes easy to execute the process. In order to
communicate efficiently it becomes essential to manage the communication process. This will
ensure that key elements are being described before starting or at the time of execution so that
the project can meet all the necessary deliverables (Slater, Gilles and Coughlin 2019). Thus there
is a need to have proper communication channel that will help in circulating the messages and
will ensure that an efficient interaction is maintained so that it becomes easy to gain clarity
regarding the project requirements. The different types of communication channel that offers
better way of engaging the stakeholders are described below:
 Face to face communication: face to face recognition helps in communicating with the
only stakeholder who is responsible for the message that is going to be conveyed. This is
considered as a best channel as this helps in managing the complex interactions and
ensures that all the necessary data are made clear so that the audience can get a better
control over the project (Rossmann 2019).
 Broadcast media communications: broadcast media communication is the communication
process that involves announcing facts on large scale so that it becomes easy to reach
maximum members.
 Communication via electronic channel: Electronic channel are used widely so that it
becomes easy to manage the project deliverables (Rasubala and Matthews 2017). The

5FUNDAMENTALS OF PROJECT MANAGEMENT
project needs to be organized properly with the help of email, internet or through intranet.
With the help of this method it becomes easy to carry out formal communication process.
 Written methods for communication: written message are usually preferred when there is
no need of interaction between two parties. This is used for the purpose of informing the
individuals regarding a necessary requirements. This can be in form of message, notice or
memorandum. Thus it can be stated that with the help of this process it becomes easy to
inform the workers that are working onsite.
The appropriate communication channel that are most likely to be used while carrying out the
multi storey car parking project includes meeting, email and via group discussion (Nguyen
2018). With the help of this process it can be stated that the planning of the project will be
executed efficiently. This will ensure that the project development phase has been executed
effectively.
Goals and timeframes
The main goal is to ensure that the project of multi storey car parking is executed within the
estimated timeframe along with all the necessary requirements. The project will be
accomplished efficiently so that it becomes easy to manage the performance (Marino and resti
2016). At the time of execution it is essential to ensure that proper structure and processes are
followed so that it becomes easy to ensure that the project has been executed within the time
frame without exceeding the decided budget.
Communication plan
Task Name Message Message to From Medium Start Finish

6FUNDAMENTALS OF PROJECT MANAGEMENT
Phase 1:
Initiation phase
Tue
1/14/20
Thu
2/13/20
developing
business case
Designing the
business case for the
project with the help
of members
associated with the
project.
To all the
stakeholders
Project
manager
The message
is conveyed
Via meeting
Tue
1/14/20
Tue
1/21/20
feasibility
study
The designer and
subcontractors are
responsible for
reviewing the project
design so that it
becomes easy to
evaluate whether the
developed design is
feasible or not
(Joseph 2017).
Project
manager,
resident
committee
members
Designer
and
subcontracto
r
the
communicati
on can be
carried out
via meeting
or with the
help of group
discussion
Wed
1/22/20
Mon
1/27/20
designing
project team
The design of the
project will be
developed by the
designer and will be
shared with the
major stakeholders
for approval
Project
manager,
resident
committee
members
and
community
members
Designer Via email or
via meeting
Tue
1/28/20
Mon
2/3/20

7FUNDAMENTALS OF PROJECT MANAGEMENT
requirement
analysis
The requirements
essential for the
project are analyzed
so that it becomes
easy to execute the
project.
Project
manager and
subcontracto
r
Team
members
and facilities
manager
Via email or
by
conducting
meetings
Tue
2/4/20
Mon
2/10/20
Reviewing
the phase
The project phases
are reviewed so that
it becomes easy to
ensure that all
necessary data
related to project
design are processed
successfully. If
anything is missed
out it is important to
notify the team
members.
Team
members
Project
managers
Meeting Tue
2/11/20
Thu
2/13/20
Phase2:
Planning phase
Fri
2/14/20
Fri
3/13/20
project
planning
The project planning
is being done along
with necessary
requirements
Project
manager,
subcontracto
r
Designer
and team
members
Meeting Fri
2/14/20
Tue
2/25/20
resource
planning
The resource needs
to be planned so that
the development of
the multi storey
Project
manager,
public
administrati
Team
members,
facilities
manager,
Meeting Wed
2/26/20
Mon
3/2/20

8FUNDAMENTALS OF PROJECT MANAGEMENT
building can be
carried out
successfully
(Imamura and
Sumita 2018).
on and
subcontracto
r
service
suppliers
financial
planning
The finance and the
budget needs to be
identified by the
finance manager so
that it becomes easy
to estimate the key
budget for
developing the
project.
Project
manager and
subcontracto
rs
Finance
manager
Email or via
meeting
Tue
3/3/20
Mon
3/9/20
developing
communication
plan
With the help of
communication plan
all the key
stakeholders will be
informed
All the
stakeholders
Project
manager
Via email Tue
3/10/20
Fri
3/13/20
Phase 3: Blue
print
Mon
3/16/20
Thu
4/2/20
identifying
the location
The location and
area will be
identified where the
design can be
implemented. After
this the location
Project team
members
and resident
committee
members
Subcontract
or, project
manager
Via meeting Mon
3/16/20
Thu
3/19/20

9FUNDAMENTALS OF PROJECT MANAGEMENT
details will be shared
with the other
stakeholders for their
opinion.
developing
the design
The design is
prepared by keeping
in mind all the
necessary
constraints. The
challenges and risks
are needed to be
shared with the other
project members.
Project
manager and
resident
committee
members
Designer Via email and
meeting
Fri
3/20/20
Wed
3/25/20
sending
design for
approval
Design is being
analyzed properly
whether it is feasible
or not.
Public
administrati
on, resident
committee
members
Project
manager
Via email Thu
3/26/20
Mon
3/30/20
receiving
approval
The approval needs
to be gained from
the committee
members.
Project
manager
Public
administrati
on, resident
committee
members
Email Tue
3/31/20
Thu
4/2/20
Phase 4:
Construction
Fri
4/3/20
Mon
5/25/20
Area
selection
The area needs to be
selected and
Public
administrati
Project
manager
Meeting Fri
4/3/20
Fri
4/10/20

10FUNDAMENTALS OF PROJECT MANAGEMENT
analyzed. The
selected area further
needs proper
approval (Hoang
2016).
on, resident
committee
members
Constructing
the area for
parking
The construction
will be carried out
once the design is
developed
effectively.
Team
members
Designer,
Resource
manager
And
Subcontract
ors
Meeting or
by group
discussion
Mon
4/13/20
Fri
4/17/20
implementin
g LED lights
After installation the
equipment needs to
be analyzed properly
Project
manager
Designer
and
technician
Meetings or
via email
Mon
4/20/20
Tue
4/28/20
LCD at each
floor
LCD at each floor
installed for
providing indication
towards whether the
parking area is filled
or there is enough
space.
Project
manager and
subcontracto
r
Designer,
technician
and the
subcontracto
r
Meeting Wed
4/29/20
Mon
5/4/20
electric and
wiring
The electric work
needs to be executed
so that it becomes
easy to manage
electrician services
Project
manager and
subcontracto
r
Technician Meeting and
via email
Tue
5/5/20
Mon
5/18/20

11FUNDAMENTALS OF PROJECT MANAGEMENT
(Gagnon et al.
2016). After all the
wiring and electric
work is completed it
is essential to check
their performance.
installation
of CCTV
camera
The camera needs to
be installed and after
that the performance
should be evaluated.
Project team
members
and manager
Technician,
designer and
facilities
manager
Via meeting Tue
5/19/20
Mon
5/25/20
Phase 5:
closure
Tue
5/26/20
Mon
6/1/20
Reviewing
the project
The project is
thoroughly reviewed
for the purpose of
ensuring better
execution process
(Cross 2019).
All the
stakeholders
Project
manager
Meeting and
email
Tue
5/26/20
Thu
5/28/20
Signing off This involves
preparing the whole
documentation
project and ensures
that all requirements
are included within
the documents.
All the
stakeholders
Project team
members
Meeting Fri
5/29/20
Mon
6/1/20