Please read before requesting to assist (Project Package)

The main objective of communication plan is to promote the success of a project through acquiring the information needed by the projects' stakeholders as well as to outline the goals and the objectives of the communications plan, hence to reach and inform each and every group in the project.

Detailed planning for communications activities which identifies the organizational, material resources needed and the project's policy is necessary, hence for the success of the coffee shop, since if the project is unable to do so, then the management will not be able to secure required resources, coordinate efforts from other stakeholders as well as failure to report the project's activities and results to the intended stakeholders of the project.

Communications planning activities helps to identify the appropriate level of communication for each stakeholder of the project, the information needed to be distributed, in addition to the frequency of communications. The vehicles of communications are email, meetings and face to face are also necessary in communication planning. Therefore insufficient planning could result to failure in accomplishing the project objectives, repetition of activities and also it can reduce the confidence of stakeholder in regards to the project.

2. Background.

The main product for this project is Coffee. The Coffee Shop project is planned to start by 18th of January 2014 and be completed by 18th of February, 2014. Its' implementation time-frame is structured to take utmost two months. In this town, there is no Coffee Shop around, therefore, the idea of starting this kind of business is great, since, we will be enjoying monopoly powers here, we do not have any competitors around hence, we can control the market as well capture a large market share. The entry level is low as there are no forces affecting us, hence, the starting cost or the financed needed to start this business will be less. The market structure is good, the town in which the business will be located has a population of 40,000 people, and therefore I believe there is a sufficient market for the Coffee Shop. Our Purpose is to provide the customer with the best quality and tasteful coffee, with an objective of capturing more customers. The project’s success can be achieved by making the Coffee Shop environment comfortable and conducive to the customers, while ensuring that customers are given quality coffee as required by the management. This idea of a coffee shop is a project of its own.

Other deliverables (high level) to be implemented on this project with time are;

· To open new branches,

· To diversify by offering different kind of pastries,

· Installation of Wi-Fi internet access where clients can get access to the internet through their laptops and tablets.

· Lastly, to adopt a coffee culture where we will incorporate the Italian coffee culture and the Starbucks model, of which customers can relax as they enjoy their coffee.

Therefore, our objective as a company is to;

1. To provide different kinds of coffee pastries with great taste and pocket friendly prices.

2. To extend the business into the neighboring towns within the first year of operation.

3. To attract people of different cultures by incorporating their cultures in the shops and striving for high quality coffee all the time.

3. Situational Analysis. (SWOT Analysis)

On the implementation of the Coffee Shop projects, the major Strength, Weaknesses, opportunities and threats we are faced with includes;

3.1 Strength

The high-level project assumptions is that the people from shopping malls, restaurants, workplaces and offices find the coffee shop as the most preferred place for relaxation.

3.2 Weakness;

One of the main risks affecting the project is the financial risk, due to the financial demands for starting the project, and the need to bring more customers; it may encounter some losses first before making profits.

3.3 Opportunities;

The boundaries of the project cover the provision of all varieties and tastes of coffee, and all the facilities that make the shop comfortable and worth going to. The other things like snacks, which go a long with coffee, will also be included. The rest of the hard foodstuff will be excluded.

3.4 Weakness;

The major limiting factor to effect the high-level project goal of making the shop the most preferred place for relaxation is the high capital needed to install such facilities as TV screens, internet access and state-of-art music system.

4. Stakeholder Identification and Analysis.

4.1. Stakeholder List.

All stakeholders are located in the same geographical locations.

5. Communication.

6. Method for Updating the Communication Plan.

The communications plan will be updated when needs arise and will be reviewed during the Executive Status Meeting monthly. Any changes to the communication will be approved by the General Manager of Coffee Shop. In addition, if there are any changes to be made on the plan, then it will be discussed during the weekly project team meetings and updated on the Project's profile.

7. Initiating the Project.

There will be a weekly organizational release meeting that will be held by the General manager. The team members will be invited to attend the meeting in-order to review changes and major events to the Company. The information gathered during the meetings will be used in the project status meeting and included as appropriate, in addition, during this meeting; the manager will use the opportunity to address issues that will have an impact on the business.

8. Escalation Process

The initial review of the risk will occur during the project status meeting as gathered by the Issue Management Database report. Therefore, the functional manager, James Smart will be responsible to work on issues that will not have been resolved during the weekly meetings. When an issue or risk is identified in the Coffee shop, we will have to conduct a review and provide a contingency plan to be passed during the executive status meeting. Also in the event that an issue or risk arises and is not resolved in a timely manner, it will be assigned to the General Manager to act on it.