1. 10.1 Plan Communications Management
The process of developing an appropriate approach and plan for project communications based on the stakeholders information needs and requirements, and available organisational assets.
Plan Communication determines – who needs what information, when they will need it, how it will be given to them, and by whom
Informational needs and communication mechanisms vary widely from project to project
A complex process that is critical to project success, and unfortunately, often under valued
Occurs during Planning
Initiation
Planning
Execution
Close
Monitor
Control
Adapted from PMBOK 5th Edition

2. 10.1 Plan Communications Management
Inputs into Plan Communications –
Project Management Plan
Stakeholder register
Enterprise environmental factors
Organisation structure
Project Management maturity helps to determine the type and frequency of communication
Organisational process assets
Relevant policies and procedures
Lessons learned from past projects
Adapted from PMBoK Guide – 5th Edition

3. 10.1 Plan Communications Management
Tools and techniques to Plan Communications Management –
Communication
Models
Communication
Technology
Communication
Media
Communication
Methods
Meetings
Communication
Requirements
Analysis
Adapted from PMBOK 5th Edition

4. Communication Requirements Analysis
Information used to determine specific project communication requirements includes –
Organisation charts
Project Organisation and Governance Charts
Stakeholder responsibilities
Disciplines, departments and specialisations involved in the projects eg. Finance, legal, risk
Logistics of communication – how many people, location
Internal information needs – across organisation
External information needs – media, contractors, public
Stakeholder register and stakeholder management strategies

5. Communication Models
From PMBOK 5th Edition

6. Communication Technology
Communications technology factors that can affect the project include –
The urgency of the need for communication
The availability of technology
Ease of use
The project environment
Sensitivity and confidentiality of information
Adapted from PMBOK 5th Edition

7. Communication Media and Channels
Traditional Vs
Electronic
Informal Vs
Formal
Group briefings
One on One
Meetings
Steering
Committee
Presentations
Presentations
Team
Meetings
Stakeholder
Meetings
Status Reports
Collaboration
Sites
Push Vs
Pull
Newsletters

8. Communication Methods
Interactive
Two or more parties
Multi directional exchange of information
Efficient way to ensure common understanding
Meetings
Phone calls and teleconferences
Video conferences
Push
Sent to specific recipients
Need to know basis
Doesn’t check understanding
Letters, memos. Reports
s, faxes
Voice mail
Press releases
Pull
Used for large volumes of information
Large audiences can self serve
Can’t determine understanding
Access at own discretion
Intranet sites
E-learning
Knowledge repositories
Collaboration sites

9. 10.1 Plan Communications Management
Outputs of this process include –
Communications Management Plan
Stakeholder Communication requirements
Resources allocated to communication activities – including time and cost
Escalation, approval information flow processes
Glossary of terms
Project Document Updates
Project schedule
Stakeholder register
Stakeholder management strategy
Project risk register
Risk Management Plan

10. 10.1 Plan Communications Management
Target Audience
Communication Needs
Messenger
Vehicle (How?)
Frequency
Who to
What
Who from
How
When
Project Sponsor
Progress and performance with regards to schedule & budget; PM
Status Report
Face to face meeting
Weekly
Project Manager
The requirements for the project, budget maximum.
Champion the project with other stakeholders.
Project Charter
Monthly meetings with Stakeholders
At the start of the project.
During the execution phase.
Local Council
Assurance of adherence to council rules
Written development application
one off
Neighbors
When does the project start and finish; how will it affect them
Leaflet
twice - beginning and end of project
Fitter
needs to know when he should start work and what the PMs expectations are
prior to start of his tasks face to face verbal once he starts his tasks
daily