1. 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.

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

3. 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.

4. 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.

5. 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.

6. 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

7. 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.

8. 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.