Deliverable 7 - JBH Project Plan Deliverable 7 - JBH Project Plan

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Project communication plan

Rasmussen College

Brooklyn Maasch

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Kingston-Bryce Limited

Project communication plan

Market expansion project

The main reason for developing this communication plan is so as to define the communication

needs of the project and how the information will be disseminated from the top management to all

the parties involved in the project and vise versa. The project communication plan will define how

information will be communicated for instance through emails, video conferencing, face to face

meetings and conference calls among others (Neumeyer, 2021). It also gives the information that is

to be communicated.

Project kickoff welcome email

Subject: Project kickoff for expansion of our market scope

Dear Project team,

I hope this finds you well, over the last one year the KBL Company has been trying to expand its

scope of production by utilization of the new technological methods in its production process.

Following our increased production, it is also essential we increase our market coverage

internationally.

With this project completely organized, we are ready to start our project and for this you are

welcomed to the project kickoff meeting. In this meeting we will go through the overview of the

project that we plan to undertake.

The following issues will be covered in the kickoff meeting that is to be held.

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 Project guidelines: This entails the exact reasons for undertaking the project for example

the reasons for undertaking the project and the changes that it seeks to bring up and the

gains that we would experience in case of the project completion. For instance this project

was to ensure an increase in the size of our market across the continent.

 Team members: these are the members involved in a particular project for example the

project CEO, the management team, team leaders down to the members of the

organization. Our partners both locally and internationally.

 Stakeholders: these are the people that are affected by our project in one way or another.

Some of the interested parties such as government and regulatory bodies such as

International Standardization Organization (ISOO) among others.

 Duration: this is the timeline in which the project management team intends to complete

the project and achieve the goals that will be set at the project startup phase.

Project summary updates

Market expansion project

Executive Leadership Team – Program Update

Date

Phase Description Milestones

Project initiation This is the start of the project and includes

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identification of stakeholders, market niche

among others.

 completed



planning

Budgeting and allocation of funds.

Identification of shareholders

 Milestone Complete



Identification of stakeholders  completed



monitoring Checking of project progress  Half-way completed 

Challenges, Solutions, Notes

Some stakeholders not fully involved as they miss meetings

 Solution: early communication to the stakeholders.

Project closure executive summary

This table shows the summary of the project outcomes and the results that were expected against

the achievements that were witnessed.

Success of Outcome Criteria Expected Result(s) Actual Result(s) Variance &

Explanation

Action(s) to address variances (if applicable)

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Did the product/ service

delivered provide benefit to

people using it, and/or to the

business?

Evaluation of the

market

Increased profits Increased but not to the

expectation

It requires a lot of

time and more

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Overall Success of Outcome (click one checkbox below):

☒All Expectations Were Met and/or Exceeded

☒Not all Expectations Were Met, But Still May Be (explain how, who, and when below)

☐Some Expectations Will Not Be Met (explain impact below)

☐Did Not Meet Any Expectations

Comments (if applicable):

Success of Process

Did the process followed to

deliver the product/ service

work well? (management of

resources, budget, schedule,

project team, change,

communication, transition to

operations, procurement, et

cetera)

Criteria Expected Result(s) Actual Result(s) Variance &

Explanation

Action(s) to address Variances (if applicable)

Conducting of

departmental audits

Resources effectively

utilized

Resources were utilized

effectively by the

project management

team.

Overall Success of Process (click one checkbox below):

☒All Expectations Were Met and/or Exceeded

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☐Not all Expectations Were Met, But Still May Be (explain how, who, and when below)

☐Some Expectations Will Not Be Met (explain impact below)

☐Did Not Meet Any Expectations

Comments (if applicable):

Occurrence of the project meetings

i) Face to face

These meetings are to be carried out in the conference halls after a memo

has been circulated widely giving details on the location and purpose of the

meetings.

ii) Video conferencing

These meetings will be conducted through online video calls for example

through zoom or google meet applications and all the project team members

will be provided with links.

iii) Email

This is when the communication will be made using the email application

and all the necessary follow ups and questions addressed from this platform.

iv) Conference call

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This is a video call mechanism that will allow communication of over four

stakeholders in real time without them having to travel. They are just to be

given the details of the meeting and the agenda to be discussed.

v) Resources

These are meetings that are specifically for the purpose of scheduling and

planning for other meetings for establishment of new objectives and goals

vi) Business writing

This is just a type of writing that is used in a professional business set up to

communicate key subjects like memos or even emails.

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References

Neumeyer, A. (2021). How to Write A Good Project Kickoff Invitation Email (With Example). Retrieved 3

November 2021, from https://www.tacticalprojectmanager.com/kickoff-email/

Project Management Life Cycle Phases | Lucidchart. (2021). Retrieved 3 November 2021, from

https://www.lucidchart.com/blog/the-4-phases-of-the-project-management-life-cycle

Watt, A. (2021). 12. Budget Planning. Retrieved 3 November 2021, from

https://opentextbc.ca/projectmanagement/chapter/chapter-12-budget-planning-project-management/