FPP

2

2

Communications Plan

#3

Communications Plan

What I will need to communicate

There are various things which I will need to communicate as the office relocation project continues. I will need to communicate the progress of the project which includes the milestones completed and any milestones yet to be completed. I will need to communicate on the budget; costs to be incurred in the office relocation and any changes in costs in the course of the project. There is need to communicate tasks, roles and responsibilities of the different stakeholders.

To whom I will need to communicate (stakeholders, contacts)

I will need to communicate with the office management and the finance manager of the organization on the expectations of the project and what they need to be done. I will also need to communicate to the suppliers of the materials to be used in the project (Souza et al., 2020). There is need to communicate with the contractor and the project team on the milestones completed in the project and what is yet to be completed.

When I will need to communicate (timing, frequency)

Frequency of communication for the project will be daily for the routine updates on the progress of the project. This communication will be done every day at 6pm. Weekly communications will also be done to update on the weekly progress of the project (Granizo et al., 2021). Communication should be done at the end of the project to handover the new office to the organization.

Where I will communicate

The recipients of the communication will be at the old office location, new office and outside the organization. The management of the organization including the finance management will be found in the old office whereas the project team and the people working on improving the office will be found in the new office location. Finally, some other stakeholders will be outside the organization such as the suppliers of the materials to be used in the project.

How I will communicate (media)

Communication will be done through emails for the communication which will be done to the management. For the communication to be done to the project team, suppliers and other stakeholders in the organization should be done through the use of phone calls to the people involved. Meetings will be used for face to face routine updates on the progress of the project.

Why I am communicating

Communication is vital for the success of the office relocation project. One of the reasons for the communication is to ensure that all the project milestones are completed on time and according to the expectations of the management of the organization. I will also communicate to ensure that materials get to the organization on time and the quality of the materials and additions and good (Ahmed, 2017). Communication is needed to ensure that the management is informed on the progress of the project.

How planned communications will close any gaps

The communications seal the gap between expectations of stakeholders and the project objectives by helping ensure that the management is involved in setting project objectives and is aware of any changes in the project scope (Tymchenko et al., 2020). The communication with the project team will make sure they know what the stakeholders expect and any deviations from expectations will be communicated on time. Through frequent communication the information gaps between the project team and the management will be sealed.

References

Ahmed, R. (2017, October). Significance of communication and project management processes

in public sector projects. In Proceedings of International Academic Conferences (No. 5808136). International Institute of Social and Economic Sciences.

Granizo, X., Sánchez, J., Naula, B., & Pazmiño, D. (2021). Communication Plan as a Tool for

Business Positioning. ESPOCH Congresses: The Ecuadorian Journal of STEAM, 608-628.

Souza, I., Tereso, A., & Mesquita, D. (2020, April). Communication in project management: an

action research approach in an automotive manufacturing company. In World Conference on Information Systems and Technologies (pp. 64-73). Springer, Cham.

Tymchenko, D., Korogod, N., & Novorodovska, T. (2020). Information model of project

management process of creating a technology transfer office. Science and Education a New Dimension. Natural and Technical Sciences, VIII (29), (238), 63-66.

Table: Communications Plan

Communications Plan
Who	· Office management · Finance manager · Project team · Suppliers
What	· Progress of project · Scope of project · Budgeting and costs · Roles and responsibilities
When	· Daily for routine communication. · Weekly for progress of the project · At the end of the project for handover
Where	· Old office · New office · Outside the organization
How	· Phone calls · Emails · Face to face communication
Why	· Ensure success of project. · Make sure project is completed within scope and budget