Running Head: MEMO
1
To: Management Team
From: Sharheeda Bolton, Communications Manager d
Date: June 10, 2022
Subject: Insight into the innovative project, the involved stakeholders, and communication
aspects
Project name – Automated HRM Application System
The memo focuses on a new project titled ‘Automated HRM Application System’ that
the company is currently working on.
Project description
A project involving the creation of a new human resource (HR) application system is
underway. The specific project is of paramount importance for the organization since it will
support a broad range of activities such as employee scheduling, benefits processing, payroll,
as well as management reporting. The new system can revolutionize the current conventional
human resource management function by integrating technology and increasing tee level of
automation (Meinert et al., 2018).
Potential stakeholders
Stakeholders play an instrumental role in the context of project management. It is vital
to identify both direct as well as indirect stakeholders so that their needs can be identified and
addressed (Zwikael & Smyrk, 2019). In the specific organizational context, some of the
stakeholders that are directly and indirectly involved in the project are the employees,
MEMO
2
managers, payroll services’ vendor, and the executive management team. Since the primary
users of the new innovative system are employees, managers, and payroll services’ vendor,
they are the main stakeholders. The indirect stakeholders are those who are not directly
associated with the project. They include the partners of the business, support staff, steering
committee etc.
Communication needs of stakeholder categories
Each of the stakeholders that have been identified relating to the project would have
different information needs and expectations. Thus, it is extremely important to have a well-
designed communication plan in place that will help to share relevant and valuable information
with the stakeholders and meet their specific needs. For example, the executive management
team would like to get periodical status relating to the status of the project and its successful
implementation. The steering committee would also like to get a regular update on the progress
of the project so that it can make sure that a proper governance framework is in place in the
project management context. Similarly, communication with vendors is vital to ensure that all
the requirements relating to the innovative project have been fulfilled by them. The direct
stakeholders must be informed about what changes will take place for them due to the
introduction of the project and how they can adapt to the change. Proper communication is
crucial to ensure the buy-in of diverse stakeholders is obtained (Butt et al., 2016).
Identification of key communication attributes
For the direct stakeholders of the project, such as the employees, and managers, it is
necessary to offer detailed information relating to the project, such as the exact date when the
new Automated HRM Application System will be introduced, the technical features that will
MEMO
3
be integrated into the system, and the steps that they need to take to adapt to the new system.
The information must be shared in a detailed manner. They can be given the weekly status of
the project. The key communication sources that can be used are hardcopy reports, face-to-face
interactions, and emails. For indirect stakeholders, information can be shared in a less entailed
manner, and its frequency can be reduced as well. A memo can serve as a useful information
source that can help them to get up-to-date information relating to the new human resource
application system.
Thank You
MEMO
4
References
Butt, A., Naaranoja, M., & Savolainen, J. (2016). Project change stakeholder communication.
International Journal of Project Management, 34(8), 1579-1595.
Meinert, E., Alturkistani, A., Brindley, D., Knight, P., Wells, G., & de Pennington, N. (2018).
Weighing benefits and risks in aspects of security, privacy and adoption of technology in
a value-based healthcare system. BMC medical informatics and decision making, 18(1), 1-
4.
Zwikael, O., & Smyrk, J. R. (2019). Stakeholder management. In Project Management (pp. 85-
102). Springer, Cham.
