Media and Communication Farrokh Alemi, Ph.D. Lee Baliton This presentation is a part of the course on project management. This lecture focuses on Communication in Healthcare project management. This lecture was organized and narrated Lee Baliton.

Media and Communication Part 2 of 2 This is part two of the two part lecture on Communication in Project Management.

Communications Management Plan – What is it? Specifies types communication Specifies methods for gathering & storing project related information Specifies stakeholders’ needs Specifies how information flows Most projects require a communication management plan that maps the levels of communication among team and individuals. It is the process of subdividing or decomposing deliverables into smaller components. The communications management plan specifies the types of communications and the methods for gathering and storing project related information. The plan specifies the stakeholders’ information needs. The plan also lays out the flow or how the information will be delivered among the project teams.

Communications Management Plan – What type of information? Project status Project scope statements Scope updates Baseline information Project risks Action items Metrics Project acceptance, etc. The type of information you will typically communicate includes project status, project scope statements and scope statement updates, project baseline information, risks, action items, performance measures, project acceptance, and so on.

Communications Management Plan – What type of information? Name of item Purpose Frequency Timeframe – start and end dates Format Method of distribution Primary author According to the PMBOK, the communications management plan typically explains or describes the name of the item being disseminated, its purpose, how often it is distributed, the schedule for distribution – or its starting and ending dates, the format, method of distribution, and its primary author.

Communications Management Plan – Sample Template Stakeholder Stakeholder Issues Key Messages to Communicate Communication Methods to be Used Description of Specific Communication Timing Issues Other Client Sr. Mgmt. Sponsor Project Team Members Employees Subcontrac-tors Suppliers Unions Gov’t Agency News Media Community This is an example of a generic communications management plan matrix. This matrix has the different stakeholders, teams and individuals who will receive certain types of communication or documents. A more detailed document that explains each element of this matrix is usually included. From “Project communication management: five steps” p. 76 by Michael S. Terrell

Communications Management Plan – Level of complexity Depends on stakeholder needs Method of distribution Project complexity Organizational policies Formal or Informal communication The level of complexity for a communications plan varies for each project. Its complexity depends on stakeholders’ needs. The plan’s complexity also depends on the distribution methods, and the organizational policies. Some communications may be informal – such as a casual chat to update colleagues – while others may require a formal written report. The goal of the communications management plan is to outline the process of how to meet the stakeholder’s communication needs.

Take Home Lesson Customize a communications management plan according to the stakeholders’ information needs. The take home lesson is that project managers must customize a communications management plan according to the stakeholders’ information needs.