Deliverable 7 - JBH Project Plan

Communication

Method

Frequency

Goal

Owner

Audience

Project Kickoff

Email

Beginning of the project

The Project Kickoff email will outline the project purpose, deliverables, and guidelines for completion and timelines for such completions. The email will also list team members and their corresponding responsibilities, all the stakeholders and sponsors of the project. The email address will be [email protected] and will be sent to all the relevant stakeholders.

Project Manager

Project Sponsor, Kingston-Bryce Limited (KBL) Board of Governors

Project team consisting of both employees from Kingston-Bryce Limited (KBL) and the competitor.

Project Status Reports

Email

Weekly

The project status reports will review the status of the project from the current week and discuss any potential risks witnessed, how to mitigate such risks, strains in time and resource scheduling and delays in timelines. Project status reports will e sent using the same email address for the project and will prompt responses from the project team and other stakeholders to allow for the project to be successfully run to completion.

Project manager

Project team, Kingston-Bryce Limited (KBL) Board of Directors

Project Review

In person meetings

After the completion of each milestone

After each milestone, there will be physical meetings to present project deliverables, review the quality of the deliverables and deliberate on any improvements that need to be made going forward. The goal of the project review meetings is to discuss how to better the project, take advantage of some of the risks that present with positive impact and improve on the ones that threaten the well-being of the project.

Project Manager

Kingston-Bryce Limited (KBL) Board of Directors, Project Sponsors, Kingston-Bryce Limited (KBL) Board of Directors employees, employees of the competitor

Project Summary Updates

Video Conferencing

After each physical meeting

The goal of the Project Summary Updates is to update all stakeholders of the project who were unable to attend physical meetings related to the project on the success of the project, progress, potential issues and effectiveness of the project in utilization of resources allocated and time. After each meeting, all stakeholders will be informed of the proceedings of such meetings and the key issues that were raised.

Project manager

All stakeholders

Task Progress reports

Daily

Collaboration applications

At the end of each day, discussions will be held to exchange ideas on the proceedings of the day. Members will discuss on the tasks of the day outlining challenges and opportunities in the activities. There will also be discussions on the best way to improve project deliverables. The project team will be added to a WhatsApp group where members will be allowed to express their concerns and thoughts on the project on a daily basis. This allows for team building and information sharing. Collaboration will also improve on the outcomes of the project.

Project manager and project team members

Project Manager, Kingston-Bryce Limited (KBL) employees, employees of the competitor

Project progress updates

Weekly

Collaboration applications

At the end of each week, there will be discussions on collaboration applications to discuss the state of the project and any potential improvements that can be made. These meetings are specifically for the KBL employees and are meant to discuss the welfare of the company during acquisition process. Google hangouts will be used as the collaboration tools to effectively engage all employees on the project and its successes and limitations.

Project manager

Kingston-Bryce Limited (KBL) employees.

Crisis meeting

At the onset of a crisis

Physical meeting

In the event of a new risk developing, or any crisis related to the project, there will be physical meetings. The aim of these meetings will be to make the team members aware of the new development and to deliberate on feasible solutions towards mitigating the crisis. With positive risks, the team will discuss whether to accept, enhance, exploit or share. The negative response to risk will include avoiding, accepting, mitigating or transferring. Meetings will allow for input of team members on the best way to proceed.

Project manager

Project members

Project status updates

Conference calls

Weekly

At the end of each week, the progress of the project, the notable successes, failures and opportunities for improvement will be mentioned. These updates will also mention any challenges and potential risks to the project. The critical issues to do with funding or resource allocation or timelines will be discussed with the executive to ensure that the project remains on track.

Project manager

Kingston-Bryce Limited (KBL) Board of Directors, Project Sponsor

Communities of Practice forums

In-person meetings

weekly

Communities of practice meetings will be held weekly to exchange ideas on how best to improve the project, how to overcome challenges and responsibilities to be distributed. All team members will be expected to engage in interprofessional interactions and share information valuable to the project.

Project manager

Project team members

Project Tasks and Responsibilities Distribution

In-person meeting

At the beginning of the project

This meeting will outline which members have been assigned to which responsibilities, the timelines for completing such tasks, financial resources allocated to the tasks, expected deliverables and interdependence between tasks

Project manager and project coordinator

Project team members

Project Closing Executive summary

In-person meeting

At the end of the project

At the end of the project, before termination, a physical meeting will be held to determine what worked and what did not, the overall efficiency of the project, review of deliverables, comments from the stakeholders, comparison of the budget and timelines with the initial plans.

Project manager

Project sponsor, Kingston-Bryce Limited (KBL) Board of Directors, Kingston-Bryce Limited (KBL) employees and competitor’s employees.