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The Project Communication Plan

"The project management office must assist the project manager in establishing and following a project communication plan. Because of the visibility of the runaway project, there will be plenty of misinformation floating around. Without properly communicating the facts, the misinformation grows and is eventually accepted as truth, greatly increasing the effort needed to set the record straight. The purpose of the communication plan is to describe the mechanisms that will be used to facilitate communications on the project. Formal communications (status reports, status meetings, and so on) should be covered. In addition, the plan should contain sample templates for the proper dissemination of project information. This plan should be read and understood by all members of the extended project team. Additionally, the Projecct steering committee and project team members will benefit from the information in this document. This document also serves as a roadmap for users to find deliverable documentation."
 
"The table below contains a summary of formal project communication vehicles. The reports may be in electronic format pushed to the intended audience via e-mail or placed in an electronic repository that must be pulled by the recipient. However, a paper copy should be kept in the project notebook. Likewise, project meetings should be identified in the communicaiton plan. Note that you should require separate status reporting by third-party vendors. Ideally, their accomplishments and plans for the next period should be traceable back to the contract and or the Vendor Statement of Work. This is where scope management and solid chnage control begin. You don't want vendors working on tasks that are not in the plan - they'll charge you for it."
 
Item
Frequency
Prepared by
Delivered to
Individual status reports
Weekly
Project team members
Project manager
Vendor status reports
Weekly
Project vendors
Project manager
Weekly status report
Weekly
Project manager
Project sponsor, Project team, Project management office
Monthly status report
Monthly
Project manager, Project sponsor
Project steering committee, Project team, Project management office
Weekly status meeting
Weekly
Project manager
Project sponsor, Project team members
Monthly status meeting
Monthly
Project manager
Project steering committee
"The project office communications person can assist the project manager in producing these documents. Note the key word here is 'assist'. The project manager cannot delegate this activity to the project management office and should not be allowed to do so."
 
 
The above is an excerpt from a book written by Sanjiv Purba and Joseph Zucchero, published by McGraw-Hill/Osborne, 2100 Powell Street, 10th Floor, Emeryville, California 94608 U.S.A. Sanjiv has over 20 years of experience managing large projects and many years engaged in rescuing ailing projects.