Communication Plan Report for Talent Contest Project Analysis

This report presents a detailed communication plan designed for a talent contest project. It begins with an introduction emphasizing the importance of communication plans in project management, followed by an overview of the communication management approach, constraints, and stakeholder communication requirements. The report includes a project team directory with contact information and a communication matrix outlining communication types, objectives, methods, frequency, and responsible parties. A communication flowchart illustrates the flow of information, and guidelines are provided for meetings and standards. The escalation process is defined, and a communication glossary is included. The plan is designed to facilitate effective information sharing and stakeholder engagement throughout the project lifecycle, culminating in the project sponsor's approval. The report references key project management literature and provides practical tools for communication management.

Running head: Communication planning 1
TALENT CONTEST PROJECT COMMUNICATION PLAN
Submitted by
Affiliation
Supervisor’s name
Date of submission

Running head: Communication planning 2
1.0. Introduction
A communication plan is a critical component in managing information needs for projects
(Bryde, Broquetas & Volm , 2013). The communication plan will be for the talent contest
competition providing information for various stakeholders who will be engaged in the
competition. The plan is created to specify the period and nature of information to be
communicated.
1.2. Communication management approach
The project manager of the talent contest competition is expected to develop a
communication matrix, flow charts, standards and escalations process. The approach
employed is to ensure that there is full participation of various key stakeholders. The
communication plan is to ensure that information’s flows and ideas are shared (Blakeman,
2014). The communication plan matrix, change register and flow charts will be used as part
of methodology.
1.3. Communication management constraints
The communication plan is developed on the constraints of budgets and time. The
communication modes and techniques used will depend on the budget and time available.
1.4. Stakeholder communication requirements
The following are list of stakeholder and their roles in the talent contest competition:
i. Publicity and promotion manager- responsible to managing resources required for the
competitions.
ii. Coordinator of catering facilities- managing catering facilities for the contest
competition
iii. Stage and performance manager- involved with scheduling activities of competition
and decorating the stage.
iv. Admission and ticketing officer- Participates fully in ensuring clients’ needs are met
v. Human resource manager- they provide a clear responsibility to volunteers
vi. Project manager- ensures that executing and scheduling of the event takes place.
vii. Project coordinator- coordinator and managing change in projects.
viii. Project sponsor- responsible for allocating funds for scoping and running the project.

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ix. Project control manager- The person is to ensure that standards are achieved or
developed
x. Project designer- the job holder is expected to design the requirements of the project.
1.5. Project team directory
The section of project team directory is important component in communication plan
showing contact information for various stakeholders of the project (Bourne, 2015). Table 1
shows the project team directory.
Table 1 Project team directory
Name Role Organization Email phone
John
Wright
Publicity and
promotion
manager
PMO [e-mail] 44444444
K. Mooley Coordinator of
the catering
facilities
PMO [e-mail] 55555555
S. Liu Stage and
performance
manager
PMO [e-mail] 33333333
Warren
Hasting
Admission and
ticketing officer
PMO [e-mail] 22222222
W. Wuest Human resource
manager
PMO [e-mail] 11111111
L. Xiang Project manager PMO [e-mail] 2223333
S. Perkins Project
coordinator
PMO [e-mail] 4444333
G. Gujer Project sponsor PMO [e-mail] 4444333
D. Rolle Project control
manager
PMO [e-mail] 3333444
F. Hussain Project Designer PMO [e-mail] 3333444

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1.6. Communication methods technology
Based on several sources of information both internal and external the project manager will
be guided by project tools and techniques. Scheduling and sequencing of the project is
important but it will need to take consideration of stakeholder needs (Team, Schori,
MacLean, Shipe, Wickenkamp, & Wehr, 2014). Suitable methodologies, mode of
communication, and timing will need to be considered when planning for the project. A
communication matrix plan is appropriate method to use because it comprehensively
provides information in relation to the stakeholders. Table 2 presents a communication matrix
plan for the project.

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Table 2 Communication plan matrix
Communicati
on Type
Objective of
Communication
Medium Frequency Audience Owner Deliverable Format
Initiation
meetings
Planning of the Event:
Event Organization
Number of event
activities, types of
performance activities
 Direct
contact
method
Often  Project
Sponsor,
teams and
stakeholders
Project leader Reports,
meetings
 Electronic mail
and distributed
via social
media
Meetings of
project team
Development of
conceptual design
Direct
meetings and
conferencing
Periodically  Project
manager and
teams
Project leader  Agenda,
minutes and
plans
 Electronic
mailed and
distributed via
social media
Technical &
operative
meetings
Open forum of
operational and technical
solutions
 Direct
contacts
Occasion  Technical &
operative
project staff
Technical &
operative staff
 Meetings and
reports
 Electronic mail
and distributed
via social
media
Periodic
progress
meetings
Measurement of expense
associated with activities
 Face to face
impromptu
meetings
Periodic  PMO Project Manager  Progress
reports
 Soft copy
emailed and
distributed via
social media
Project Status
Reports
Evaluation, reviews and
reporting’s
 Electronic
mails
Often  Project
teams,
sponsors and
stakeholders
Project leader  Review reports  Soft copy
emailed and
distributed via
social media

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1.7. Communication flow chart
The communication flow chart is an important component used in project to define the line of
authority and channel of communication (Ye, Chen, Sanjeev Jha, and Kevin, Desouza.,
2015). The tool aids communication flow within the project. In the talent contest project the
manager can use it to make decisional choice based on a model (Burke, 2013). Figure 1
presents a communication flow chart of the talent contest project.
Figure 1 Communication flow chart
1.8. Guidelines for meetings and standards
The project manager will utilize templates created for executing the different types of
meetings. The templates were created on the basis of the needs and information created by
different stakeholders (Hedman, 2013). The different meetings will be managed as follows:
Initiation meetings-Open forums organized for all stakeholders’ attendance and checklists
followed to provide guidance for communication.
Project team meetings- impromptu and formal meetings will be done with project team
members with minutes being taken.
Share openly with other
stakeholders
No
Private meeting with
stakeholders
YesSpecial confidential
information
No
To stakeholders aided
by communication
plan
YesRegular information
sent

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Project progress reporting- the meetings will be done on specific days aimed at giving
reports. The project reports will provided to relevant stakeholders.
1.9. Communication escalation process
It defines the process in which complains and queries originate from the project (Gido &
Clements, 2014). Table 3 shows the talent contest escalation process summary.
Table 3 Escalation table summary
Level of
Priority
Description of escalation Responsible
Authority
Timeline for resolution
Priority 1 Problem related to scope items Project
manager &
sponsor
With 6 hours
Priority 2 Problem related to risks and
changes in plans
Project
manager
Within a week
Priority 3 Items related to emerging issues Project team Within 14 weeks
Priority 4 General problems with no
impact to project
Project team Within a month
1.10. Summary of communication glossary
Communication-means of spreading and distributing information
Escalation- a challenge, complain, query or problem emanating
Baseline information- original information stored
Communication channel- means of communicating
Stakeholders- individuals affected or influenced by projects
1.11. Project sponsor acceptance
Once created the communication plan is created under approval of the project sponsor:
Approved/accepted by
Project sponsor………………………..sign…………………date

Running head: Communication planning 8
References
Blakeman, R. (2014). Intergrated marketing communication: creative strategy idea to
implementation. New Delhi: Rowman & Littlefield.
Bourne, L. (2015). Making projects work:effective stakeholder and communication
management. New Delhi: CRC press.
Bryde, Broquetas & Volm . (2013). The project benefits of building information modelling.
International Journal of project management, 31(7), 971-980.
Burke, R. (2013). Project management: planning and control tecniques. New Jersey: Wiley
publishers.
Gido & Clements. (2014). Successful project management. Chicago: Nelson Education.
Hedman, K. (2013). Project management professional exam study guide. Indianapolis:
Wiley.
Team, B., Schori, A., MacLean, M., Shipe, J., Wickenkamp, A., & Wehr, A. (2014).
Intergrated marketing communication plan. Bahmuda : Cengage publishers.
Ye, Chen, Sanjeev Jha, and Kevin, Desouza. (2015). Communicating the business value of
innovation. International Journal of Innovation Science, 1-12.