Wk 5 - Project Management Plan
Running head: COMMUNICATION MEDIA
Communication Media Paper
Qiana Reynolds
University of Phoenix
Project Management/CPMGT-301
December 21, 2020
Instructor: Gary Denney
COMMUNICATION MEDIA
Communication Media
Communication is the basis and central aspect in the cost management, scope
definition, trade-off achievement, management of risks, integration of procurement,
management of safety and health, finance, and environmental aspects of a project.
Everyone within the project deserves to receive information for them to collaborate in a
team. The sharing, integration, collation, and sharing of information about a project or the
project objective rely on the sender, the media, and the communication channel.
Communication should allow sending information, giving instructions, networking,
asking questions, requesting information, and building a team. Failure to communicate
effectively results in management flaws, the impossibility of managing costs, having a
cost effective project, and timely accomplishment of the project (Zulch, 2014). The project
manager, the project teams, and the other key stakeholders must pay attention to each
form of communication's role and effectiveness. In line with the already set plan, there will
be about three media of communication: written, electronic communication in the form of
emails, and oral communication.
Written communication is ranked as the most crucial communication method to
use during the execution of a project. Written communication is indicated to be accurate,
concise, free of ambiguity, discreet, and works towards enhancing effective
communication during the management of a project. Written communication is a sturdy
and reliable proof of whatever was done during the direction of a project.
Electronic communication stands in the second position of the communication
process. The project management process serves in real-time communications that have
to reach the stakeholders very fast for immediate action. As shown below, when
presenting the summary on the project status and reporting an outline of the weekly
progress and issues. In case they need information on what costs are incurred in the
COMMUNICATION MEDIA
level of the project execution or the budget information for confirmation, an email will be
the best media of communication. In the current times where meetings might not be
considered safe, or the managers have many tasks or are in different places that make
them far apart to hold meetings, emails would be the best way of having every
stakeholder receive information about the project. In fact, an email allows both a short
message and an attachment of either scanned or types information about a project to be
sent to all parties.
At times, it will be inevitable and essential to have oral communication. A meeting
is held between whoever is passing the message or reporting and who is receiving it. A
project has many phases that require a detailed analysis and a brainstorming moment
among the participants. Such times require that everyone be present at a central place
where they receive communication (Zulchi, 2014). If not on the phone, virtual meetings or
video calls are essential to telephonic communication.
Also, the project gate reviews in which there will be a presentation of the closeout
of the project phases and kickoff new phase and finally the technical design review in
which there will be a review of any technical designs or work associated with the project,
the use of in-person meetings will be necessary meaning oral presentations as a media of
delivery of information will be in use. Even a technical language can be explained when
face-to-face communication is embraced, and everyone talks or seeks explanations or
brainstorming of plans with the focus on the available information.
COMMUNICATION MEDIA
Communication Type
Description Frequency Format Participants/ Distribution
Deliverable Owner
Weekly Status Report
Email summary of project
status Weekly Email
Project Sponsor, Team, and
Stakeholders Status Report ProjectManager
Weekly Project Team Meeting
Meeting to review the
action register and status
Weekly In-Person Project Team Updated Action
Register
Project Manager
Monthly Project Review
Present metrics and
status to team and sponsor
Monthly In-Person Project Sponsor,
Team, and Stakeholders
Status and Metric
Presentation
Project Manager
Weekly Status
Report outlining weekly
progress and issues
Weekly Email Project Team Machine Upgrade
Status Update Team Lead
Project Gate Reviews
Present closeout of
project phases and kickoff next phase
As Needed In-Person Project Sponsor,
Team, and Stakeholders
Phase completion report and
phase kickoff
Project Manager
Technical Design Review
Review of any technical
designs or work
associated with the project
As Needed In-Person Project Team Technical
Design Package
Project Manager
References
Zulch, B. ( 2014). Communication: The foundation of project management. Procedia
Technology. DOI: 10.1016/j.protcy.2014.10.054