Week 4 7010 Assignment 2

Communication Management Plan

Student’s Name

Institutional Affiliation

Instructor’s Name

Course Title

Date

Introduction

Communication an integral element of any strategic plan or project because it helps in improving coordination amongst stakeholders to ensure that all planned activities are well addressed. A communication plan is used in different sectors of the economy to facilitate a smooth running of organizational activities to aid in achieving organizational goals. Similarly, a good communication plan helps in proper communication of health facility policies and plans to all stakeholders in time to facilitate a smooth running of organizational activities to accomplish the facility goals. In the health care sector, communication forms the backbone of all events, as most operations are coordinated through the timely sharing of information. As such, this paper seeks to design and discuss the main components of a communication management plan in a health care facility. As well, the program will list and describe the roles of all stakeholders in this project who perform different functions in the health care facility.

The primary purpose of this communication management plan is to define and describe the requirement for communication programs and to set up a communication framework to improve the level of communication within the health organization. In addition to determining the roles of all stakeholders, this plan will provide a guideline for sharing information in a health care facility more efficiently to enable the management to achieve their goals. Further, this will describe how stakeholders in a health facility will be managed to ensure all activities are well performed correctly. Lastly, this communication management plan will attend to highlight key are in health care facilities that should be critically observed to improve communication in a healthcare organization.

Stakeholders Identification

Key stakeholders of this communication plan will comprise of the project management team, and sponsors who will work towards achieving the goals of developing an effective communication management plan that will help in solving communication problem will are prevalent in many health organization. The project manager in this plan will be in-charge of communicating with all stakeholders to assist in understanding the preferred frequency and communicating critical organizational activities. Below are the list and roles of key stakeholders of this plan:

Name	Title	Contact	Communication	Vehicle	Comments
Tobias John	Executive Director	+ 126-272-7727	All measures are put in place, and needed resources are adequately supplied.	[email protected]	Maintain goal timing of all activities
Susan Jane	Medical director	+1 202 555 0156	Communication between the department is improving daily	[email protected]	Keep it up
Joel Jones	Project Management Office Director	+449-272-8282	Coordination of activities are done as expected to achieve project goals	[email protected]	Implementation methods and timing should be improved.
Caleb Maxwell	Business Manager for direct operations (BMDO)	+918-673-2627	Business activities of the facility are well-coordinated, and all events are done as scheduled to achieve project goals	[email protected]	More forces should be increased in the timing of activities and Implementation process.
Erick Smith	Project Manager (PM)	+187-338-3638	All project activities are well executed and run as rules are strictly observed.	[email protected]	Team-work will help us to achieve project goals. Keep it up all.
Carol Mathews	Project Analyst	+187-738-8388	The general coordination within the facility has improved since the project was launched. The timing of activities is also advancing.	[email protected]	More emphasis should be put on project timing to ensure all activities are addressed.
Ian Max	Project Lead	+187-988-3978	The communication process is improving daily as the project plan is executed. All goals will be achieved.	[email protected]	Implementation methods and timing should be improved. Let team-work help us achieve this goal.

Stakeholders Analysis

Executive director

The executive director is the driver of the entire project, who gives directions on how all activities of the facility are well coordinated. The director is also in charge of approving or disapproving ineffective plans that cannot help improving communication and coordination of all activities of the facility. Being that the executive director coordinates organizational activities from the executive level, discussions should be summarized only in cases when the director requests full details to assess the general coordination within the facility. When such a request is made, the communication department should ensure that all required information to assist in making the right decisions.

Additionally, the executive director will recommend the types of communication technologies that should be implemented to improve communication plan within the health facility. However, the recommendation made must be in line with the project goals.

Medical director

A medical director in this plan serves in a senior medical officer who responsible for giving essential directions on how all organizational activities should be done. In this project, a medical director will be in charge of coordinating the delivery of medical equipment, medical care, and clinical services. Proper organizing should be maintained to facilitate the smooth running of organization activities.

In addition to coordinating the delivery of medical equipment, the medical director will also perform other strategic roles such as:

1. Coordinating and supporting medical personnel education and benchmarking

2. Supervising medical developments such as designing of medical protocols to help in organizing and running all organizational activities.

3. Coordinating and managing strategic development to aim at improving service delivery within the facility.

Project Management Office Director

The PMO Director will administer the progress of the project at procedural levels and coordinating the effective sharing of information to all organizational units to enhance services delivered to patients. The director in this office will perform the following roles:

1. In-charge of all program costing to ensure that all projects are well and timely funded.

2. Schedule all projects and plans to achieve to improve communication within the facility.

3. The PMO Director will coordinate with the project manager to improve knowledge and information sharing within the facility.

Business Manager for direct operations (BMDO)

The BMDO will perform a variety of activities to ensure that all organization operations are well coordinated to achieve organizational goals. Some of the main events that the Business Manager for direct services will engage in include the following:

1. Budgeting for development and management activities to ensure that all organizational activities are well funded.

2. Managing fund flow and resources allocation to ensure that all project is fully funded

3. Value-Based payment transition

4. Care program management.

5. Resources management and reviews to ensure that available resources are shared equally with different departments

Project Manager (PM)

The project management is mandated to coordinate and execute all activities to improve communication within the facility. The project manager is the primary driver of all events that aim at improving communication follow within the facility. Therefore, the PM will perform the following roles:

1. Coordinates support and participate in report project designing and planning.

2. Identify and respond to milestones encountered during project implementation

3. Define possible risks and challenges that might be faced when implementing a strategic plan.

4. Coordinate and manage daily activities to ensure that all activities are well addressed to achieve project goals.

5. Define project plans and match them with progress to assess whether it is possible to achieve project goals.

Project Analyst

A project analyst in this project will be the evaluator and will be responsible for relating project goals verse against achievement made. Also, the project analyst will be responsible for preparing and presenting project progress to project lead and project manager for recommendations. Doing so helps in correcting key areas that need changes before completion of the project.

Project Lead

A project lead, in this case, performs the role of advising all stakeholders through providing useful information, direction, and guidelines on how various activities coordinated to assist in achieving project goals. Besides, a project lead will also review and make recommendations on the final project draft on whether the purposes of the project have been met. Further, a project lead will decide on which type of information to disseminate among stakeholders to help in improving communication within the company, which is the key goal of the project.

Communications Matrix

In this project, communication plays an integral role in increasing the chance to achieve the project goals. As such, a specific mode of communication will be adopted to improve the level of coordination and sharing of relevant information among all stakeholders of this project. Determination of the most appropriate technology to used and available technologies is a vital activity that will determine if the goals of the project will be achieved.

In the process of working towards achieving the project goals, the project manager will give direction on the type of communication that should be used will the facility to improve coordination and smooth running of organizational activities. During the project implementation process, various communication methods will be used to increase the chances of achieving the goals of the project. Some of the ways that will be used include Webex, Teleconferencing, and Dropbox, Social media, cell phone, and SharePoint.

Even though the Performance Logic (PL) is a refined project management tool, it will be used to help in the monitoring project process, disseminate relevant information, and communicating project status to assist in improving the chances of achieving project goals. Besides, the effectiveness of the project process will be maintained by encouraging performing activities promptly.

Project Management Office Director should encourage the use of SharePoint to provide constant updates about the progress and how to conduct and project communication. Also, the project manager will ensure that the method used for communication used is appropriate and can help in achieving the expected goals.

Communications Matrix

Vehicle	Target	Description Purpose	Frequency	Owner	Distribution Vehicle	Internal/ External	Comments
Starting the meeting	All stakeholders of the project	The primary purpose of this start meeting is to plan how all project activities will be coordinated. Secondly, the most appropriate communication method to recommend for the facility will be discussed to ensure that the chosen method is the best. During this meeting, stakeholder opinions will be collected to help to establish a road map for performing different activities to achieve project goals.	Once at the beginning through Face-to-face for the first meeting	Erick Smith- Project manager	[email protected]	Internal	The meeting will be well-coordinated
First project report	Tobias John -Executive Director Susan Jane- Medical director Joel Jones-Project Management Office Director Caleb Maxwell- Business Manager for direct operations (BMDO) Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	The second meeting will involve sharing the first experiences encountered at the begging of implementing strategic plans. Since the conference will be after the first week of achieving the project goals, it will be held online chaired by Ian Max -Project Lead assisted by Erick Smith – Project Manager	Weekly through SharePoint, Webex, Teleconferencing, and Dropbox, Social media, and cell phone	Tobias John -Executive Director Susan Jane- Medical director Joel Jones-Project Management Office Director Caleb Maxwell- Business Manager for direct operations (BMDO) Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]	Internal	The first presentation will be launched to assess the progress of the project and whether the facility is suitable for the projected plans.

Project Meetings

Vehicle	Target	Description Purpose	Frequency	Owner	Distribution Vehicle	Internal/ External	Comments
First project report	Tobias John -Executive Director Susan Jane- Medical director Joel Jones-Project Management Office Director Caleb Maxwell- Business Manager for direct operations (BMDO) Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	The second meeting will face to face attended by a few key stakeholders, but the meeting progress will be aired to other stakeholders. During this meeting, stakeholders present will discuss how issues during the first phase of implementation can be eliminated. The second meeting will also involve assessing the progress of the project and whether the methods used can make the project successful	Weekly through Face to face	Tobias John -Executive Director Susan Jane- Medical director Joel Jones-Project Management Office Director Caleb Maxwell- Business Manager for direct operations (BMDO) Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]	Internal	.The second assessment meeting will be successful because few and organize stakeholders will be present.
Crisis meeting	Tobias John -Executive Director Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	A crisis meeting will be attended by key stakeholders to discuss possible methods or ways of correcting problems faced after the first implementation process.	Weekly through Face to face Phone call	Tobias John -Executive Director Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	[email protected] [email protected] [email protected] [email protected]	Internal	A crisis meeting will be successful because few and organize stakeholders will be present.

Project Reporting

Vehicle	Target	Description Purpose	Frequency	Owner	Distribution Vehicle	Internal/ External	Comments
The final meeting	Tobias John -Executive Director Susan Jane- Medical director Joel Jones-Project Management Office Director Caleb Maxwell- Business Manager for direct operations (BMDO) Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	This will be the final presentation meeting where stakeholders who are coordinating various activities of the project will have face to face meetings. During this meeting, the following actions will take place: Project analysts will report about the general achievement or improvements that have been made in terms of improving communication within the facility. Business Manager for direct operations (BMDO) will give financial records on how finances were utilized during project implementation periods. The project manager will identify achievements made, give comments about the entire project implementation process. Lastly, the project lead will make a general review of the project implementation process and	Face to face meeting	Tobias John -Executive Director Susan Jane- Medical director Joel Jones-Project Management Office Director Caleb Maxwell- Business Manager for direct operations (BMDO) Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]	Internal	Report presentation process will be conducted systematically

Other Communication Vehicles

Vehicle	Description Purpose	Frequency	Owner	Internal/ External	Comments/ Distribution List
Project recommendations	Appropriate recommendations will be combined by the project manager with the help of other key stakeholders to give direction on how to implement a similar project successfully. Proposals to be made will cover areas such as project timing, communication, the cooperation of external stakeholders, and reaction to issues.	Once at the end of project implementation.	Tobias John -Executive Director Erick Smith-Project Manager (PM) Carol Mathews-Project Analyst Ian Max -Project Lead	Internal	Project recommendations should be made based on the outcome of the project. Measures to be taken in the future should be proposed based on the findings from the project. Emergencies should be handled as they arise during project implementation.

Communication Management Plan Approval

This section of the plan will be the approval area, which shows vital stakeholders' declaration that they have reviewed and approved the communication plan for implementation. The following are the key stakeholder who will review and approved the Healthcare Communication Management Plan

Signature	Tobias John	Date:	29/03/2020
Print Name:	Tobias John
Title:	Executive Director
Role:	The driver of the entire project gives directions on how all activities of the facility are well coordinated.

Signature	Erick Smith	Date:	29/03/2020
Print Name:	Erick Smith
Title:	Project Manager (PM)
Role:	1. Coordinates support and participate in report project designing and planning. 2. Identify and respond to milestones encountered during project implementation 3. Define possible risks and challenges that might be faced when implementing a strategic plan.

Signature	Joel Jones	Date:	29/03/2020
Print Name:	Joel Jones
Title:	Project Management Office Director
Role:	1. Schedule all projects and plans to achieve to improve communication within the facility. 2. The PMO Director will coordinate with the project manager to enhance knowledge and information sharing within the facility.
Signature	Ian Max	Date:	29/03/2020
Print Name:	Ian Max
Title:	Project Lead
Role:	Advising all stakeholders by providing useful information, direction, and guidelines on how various activities coordinated to assist in achieving project goals.

Signature	Carol Mathews	Date:	29/03/2020
Print Name:	Carol Mathews
Title:	Project Analyst
Role:	Responsible for preparing and presenting project progress to project lead and project manager for recommendations.

APPENDIX: REFERENCES

Document Name and Version	Description	Location
GreyCampus (2019)	Training for Professional Certifications.	https://www.greycampus.com/opencampus/project-management-professional/communication-management-plan
Centers for Disease Control and Prevention. (2019)	Communications. Centers for Disease Control and Prevention	https://www.cdc.gov/workplacehealthpromotion/planning/communications.html

Communication Escalation Process

Efficient and time management of different activities play significant roles in facilitating the smooth running of events in this project. As such, it imperative to ensure that all discrepancies identified during project implementation are resolved immediately or promptly using the most appropriate methods to achieve project goals. As well, schedules for activities should be managed appropriately to give each event or plan enough time for implementation and evaluation. The table below provides critical terms used in this plan:

Term	Definition
Discrepancies	These are differences that might be encountered when the actual target of the project is not met. It is obtained by comparing the goals of the project against the actual outcomes.
Disseminate	This means sharing of information to improve coordination between two or more persons
Priority 1	Priority one will be given to issues that require special attention due to adverse effects they can cause if not addressed promptly.