586w2

586WEEK2.docx

Your Course Project is moving forward as you now have an approved project charter. At this point, we want to make sure your Course Project is fitting into the broader organizational structure for the organization you are using while also creating a communication management plan to ensure communication is a best practice. Create a Word document that includes the following sections.

1. Describe the organizational structure.

· Describe the type of the organizational structure that you believe would best suit the company for your course project and why.

2. Create a communications management plan.

· You can review a See attachment . The goal of a communications management plan is to ensure that communication, which is important for all projects, is established. The lines of communication need to be defined so that project managers, project team members, the client and customer, and all relevant stakeholders understand how to properly ensure communication is directed and recorded so there is no confusion. Remember, your responsibility as a project manager is to control the flow of communication. Not having an effective communications management plan can reduce the influence a project manager has. Also, keep in mind communication and types of communication are different for every organization. Your focus for your communication plan will focus specifically on items and events. Therefore, create a communication management plan using the template provided. You can use Excel or Word. The columns will be the following. Review the video for more details about each columns.

· Item/event

· Purpose

· Audience

· Date/frequency

· Who is responsible?

· Authority to release?

Video

Check out this 6-minute 9-second Project Management: Creating a Communications Plan YouTube video. https://www.youtube.com/embed/DUE2GqpZbpw

3. Create a RAM or a RACI matrix.

· Research a responsibility assignment matrix (RAM) or a responsible, accountable, consulted, and informed (RACI) matrix for the key stakeholders in your project. You may not know the individual's names, so you can complete this part of the assignment using the position or role the stakeholder fulfills for your project.

586WEEK2.docx

Your Course Project is moving forward as you now have an approved project charter. At this point, we want to make sure your Course Project is fitting into the broader organizational structure for the organization you are using while also creating a communication management plan to ensure communication is a best practice. Create a Word document that includes the following sections.

1. Describe the organizational structure.

· Describe the type of the organizational structure that you believe would best suit the company for your course project and why.

2. Create a communications management plan.

· You can review a See attachment . The goal of a communications management plan is to ensure that communication, which is important for all projects, is established. The lines of communication need to be defined so that project managers, project team members, the client and customer, and all relevant stakeholders understand how to properly ensure communication is directed and recorded so there is no confusion. Remember, your responsibility as a project manager is to control the flow of communication. Not having an effective communications management plan can reduce the influence a project manager has. Also, keep in mind communication and types of communication are different for every organization. Your focus for your communication plan will focus specifically on items and events. Therefore, create a communication management plan using the template provided. You can use Excel or Word. The columns will be the following. Review the video for more details about each columns.

· Item/event

· Purpose

· Audience

· Date/frequency

· Who is responsible?

· Authority to release?

Video

Check out this 6-minute 9-second Project Management: Creating a Communications Plan YouTube video. https://www.youtube.com/embed/DUE2GqpZbpw

3. Create a RAM or a RACI matrix.

· Research a responsibility assignment matrix (RAM) or a responsible, accountable, consulted, and informed (RACI) matrix for the key stakeholders in your project. You may not know the individual's names, so you can complete this part of the assignment using the position or role the stakeholder fulfills for your project.

WRITTEN COMMUNICATION
WHAT	DUE WHEN	METHOD OF DELIVERY	SENDER	RECEIVER
Meeting Minutes	Two days after the meeting	E-mail	Note Taker	All participants
Action Item Log	Four days after the PMO Status meeting	E-mail	Note Taker	All participants
Meeting Agenda	Two days before a meeting	E-mail	Meeting Facilitator	All meeting participants
Status Reports to Project Manager	Weekly Tuesday By noon	Paper Copy	Team Members	Project Manager
Status Reports to Strategic Alignment Team
Project Schedule Updates	Every 2 weeks Tuesday By COB	Update Project Schedule then E-mail	Team Members	Implementation Schedule Owner

WRITTEN COMMUNICATION
WHAT	DUE WHEN	METHOD OF DELIVERY	SENDER	RECEIVER
Meeting Minutes	Two days after the meeting	E-mail	Note Taker	All participants
Action Item Log	Four days after the PMO Status meeting	E-mail	Note Taker	All participants
Meeting Agenda	Two days before a meeting	E-mail	Meeting Facilitator	All meeting participants
Status Reports to Project Manager	Weekly Tuesday By noon	Paper Copy	Team Members	Project Manager
Status Reports to Strategic Alignment Team
Project Schedule Updates	Every 2 weeks Tuesday By COB	Update Project Schedule then E-mail	Team Members	Implementation Schedule Owner

WRITTEN COMMUNICATION
WHAT	DUE WHEN	METHOD OF DELIVERY	SENDER	RECEIVER
Meeting Minutes	Two days after the meeting	E-mail	Note Taker	All participants
Action Item Log	Four days after the PMO Status meeting	E-mail	Note Taker	All participants
Meeting Agenda	Two days before a meeting	E-mail	Meeting Facilitator	All meeting participants
Status Reports to Project Manager	Weekly Tuesday By noon	Paper Copy	Team Members	Project Manager
Status Reports to Strategic Alignment Team
Project Schedule Updates	Every 2 weeks Tuesday By COB	Update Project Schedule then E-mail	Team Members	Implementation Schedule Owner

WRITTEN COMMUNICATION
WHAT	DUE WHEN	METHOD OF DELIVERY	SENDER	RECEIVER
Meeting Minutes	Two days after the meeting	E-mail	Note Taker	All participants
Action Item Log	Four days after the PMO Status meeting	E-mail	Note Taker	All participants
Meeting Agenda	Two days before a meeting	E-mail	Meeting Facilitator	All meeting participants
Status Reports to Project Manager	Weekly Tuesday By noon	Paper Copy	Team Members	Project Manager
Status Reports to Strategic Alignment Team
Project Schedule Updates	Every 2 weeks Tuesday By COB	Update Project Schedule then E-mail	Team Members	Implementation Schedule Owner

586WEEK2.docx

Communications_Management_Plan_Sample.docx

586WEEK2.docx

Communications_Management_Plan_Sample.docx

Communications Management Plan

Overview

The purpose of a communications managements plan is to document the key elements of a communications strategy, including

· frequency (schedule);

· method of delivery;

· recipients;

· format; and

· owner.

Effective communication can be

· formal or informal;

· verbal or written; and

· periodic or as needed.

Elements to Include in the Communications Management Plan

VERBAL COMMUNICATION WHAT WHEN WHERE OWNER ATTENDEES Type of Meeting Frequency Day Time Meeting Location Meeting Owner Project Team Members (it is good to identify them by role or title if possible)

VERBAL COMMUNICATION

WHAT

WHEN

WHERE

OWNER

ATTENDEES

Type of Meeting

Frequency

Day

Time

Meeting Location

Meeting Owner

Project Team Members (it is good to identify them by role or title if possible)

WRITTEN COMMUNICATION WHAT WHEN METHOD OF DELIVERY SENDER RECEIVER Type of Communication Frequency Day (if applicable) Electronic? Paper? Person or Group responsible for sending Person or Group who receives the information

WRITTEN COMMUNICATION

WHAT

WHEN

METHOD OF DELIVERY

SENDER

RECEIVER

Type of Communication

Frequency

Day (if applicable)

Electronic?

Paper?

Person or Group responsible for sending

Person or Group who receives the information

Example Of A Communications Management Plan:

This document outlines the plan of communication for the XYZ Project Team.

WHAT WHEN WHERE OWNER ATTENDEES Status Meeting Every 2 weeks Monday 10-noon 28G1 Project Manager Project Team Called Meetings As Needed TBD Person who calls and leads meeting To Be Determined

WHAT

WHEN

WHERE

OWNER

ATTENDEES

Status Meeting

Every 2 weeks

Monday

10-noon

28G1

Project Manager

Project Team

Called Meetings

As Needed

TBD

Person who calls and leads meeting

To Be Determined

WRITTEN COMMUNICATION

WHAT

DUE WHEN

METHOD OF DELIVERY

SENDER

RECEIVER

Meeting Minutes

Two days after the meeting

E-mail

Note Taker

All participants

Action Item Log

Four days after the PMO Status meeting

E-mail

VERBAL COMMUNICATION

WHAT

WHEN

WHERE

OWNER

ATTENDEES

Type of Meeting

Frequency

Day

Time

Meeting Location

Meeting Owner

Project Team Members (it is good to identify them by role or title if possible)

WRITTEN COMMUNICATION

WHAT

WHEN

METHOD OF DELIVERY

SENDER

RECEIVER

Type of Communication

Frequency

Day (if applicable)

Electronic?

Paper?

Person or Group responsible for sending

Person or Group who receives the information

WHAT

WHEN

WHERE

OWNER

ATTENDEES

Status Meeting

Every 2 weeks

Monday

10-noon

28G1

Project Manager

Project Team

Called Meetings

As Needed

TBD

Person who calls and leads meeting

To Be Determined

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