Communication Requirements Analysis
The complete information needs of all the stakeholders are
provided as a result of the communication requirement analysis. These
requirements are defined by combining the type and format of information needed
with an analysis of the value of that information. Project resources are
expended only on communicating information that contributes to success or where
a lack of communication can lead to failure. This is not to prevent failures to
be communicated but to prevent over-loading stakeholders with irrelevant
information.
Communications Management Plan
The communication management plan provides relevant
information to all stakeholders about how the project communication is to be
handled. The communications management plan is contained in, or is a subsidiary
plan of, the project management plan. The communications management plan
provides:
Stakeholder communication requirements
·
Information to be communicated, including format, content and
level of detail
·
Person responsible for communicating the information
·
Person or groups who will receive the information
·
Methods or technologies used to convey the information, such as
memoranda, email, and/ r press releases
·
Frequency of the communication, such as weekly
·
Escalation process- identifying time frames and the management
chain (names) for escalation of issues that cannot be resolved at a lower staff
level
·
Methods for updating and refining the communications management
plan as the project progresses and develops
·
Glossary of common terminology
The communication management plan can also include
guidelines for alternate communication methods such as project status meetings,
project team meetings, e-meetings, and email. The communications management
plan can be formal or informal, highly detailed or broadly framed, and based on
the needs of the project.
Sample attributes of a communications management plan
include:
Communications item
- The information that will be distributed to stakeholders
Purpose
- The reason for the distribution of that information
Frequency
- How often that information will be distributed
Start/end dates
- The time frame for the distribution of the information
Format/ medium
- The layout of the information and the method of
transmission
Responsibility
This is for the assigned team member who is charged with the
distribution of information. Communication Planning often entails creation of
additional deliverables that, in turn, require additional time and effort.
Thus, the project’s work breakdown structure, project schedule, and project
budget are updated accordingly.