Communication Management Plan Version 1.0 Date Harvard Case Solution & Analysis

Communication Management Plan Version 1.0 Date Case Solution

Introduction

A Communication plan is required to ensure the stakeholders of the project are connected to each other and eliminate any communication gap that can cause major negative impact on the project. In large scale projects, there are a large number of stakeholders and stakeholder groups are involved and hence, it is important that a suitable mode of communication should be established between the stakeholders for building team work and continuity within the project. Moreover, without communication between the stakeholders, the progress of the project cannot be measured and monitored resulting in failure of the project.

The communication plan for the project of the new boarding employee process for CAT Machinery is designed in such a manner that it ensures all the stakeholders of the project are well communicated and linked with each other during the project. It works as a guideline for communication over the tenure of the project. It includes details regarding the method of communication that is adopted by the company for the communication purpose ensuring successful meetings. The key approaches to the communications management program and its constraints and decision making criteria will be the essence of this report.

Communications Management Approach

The Communications matrix being explained further in this report derives the key meetings for the integration of the group so that all responsible stakeholders are well presented and are up to date.

The communications management derives the need to conduct a general meeting of the whole project team including the project manager so that any problem of the team can be appropriated.

A weekly status update with fortnight status of the project will be analyzed with the correct communication channel analyzed later in this case. Communication matrix approach will be used by the project manager to fill up the gap between the stakeholders and to maintain a communication standard as a guide line in order to identify that what sort of information will be communicated, when it will be communicated and who will communicate the information among the shareholders and concerned authorities and which medium of communication and format will be used while doing any internal and external communication.

Project manager will be responsible for communicating any change or update in the project plan to the stakeholders.

Communications Management Constraints

While managing communication between the stakeholders, CAT machinery will face certain constraints that require strategic management.

• For instance, while the stakeholders are asked to communicate with each other, there are also many confidential data and information that should not be passed on to all stakeholder groups. In that case, CAT Machinery needs to develop certain policies and guidelines required to ensure what information can be shared with all the stakeholders and what information can only be shared with specific stakeholder groups / management.
• There are so many technologies available that can be used to communicate but it is very crucial to decide that which technology will be reliable and will align with the CAT machinery nature of business.
• Project requiring too much communication, will lead to frustration and conflicts.

Stakeholder Communication Requirements

Stakeholder communication is an important requirement for the smooth functioning of the business. Therefore we at the CAT machinery have to ensure success of the new boarding employee process, the stakeholders need to ensure and maintain a communication link, involving those employees who may get affected by the decision of the organization or can somewhat influence the decision by rather supporting it or opposing it. In order to identify an efficient communication medium that is suitable for all the stakeholders of CAT machinery a meeting will take place to take opinion of all the stakeholders and will be recorded in the project stakeholder register.

In addition with the identifying of stakeholders communication the requirement of an effective communication channel for the project should also be identified, ensuring all stakeholders to have access to that channel. So all the stakeholders are on the same page and are updated.

After identifying the major stakeholders of the project and establishing the communication requirement. The information recorded in the stakeholder register will be used along with the communication matrix designed for the project for all the communication purposes.

Roles

Project Sponsor

The role of the project sponsor will be to invest in the project by providing sufficient funds required for the project on condition that he receives sufficient amount of return on investment after the completion of project. He can communicate with the stakeholders of the project regarding the progress of the project.

Program Manager

Program manager will control the entire project program and communicate with the project manager regarding the progress of the project.

Key Stakeholders

The key stakeholders of the project include the Human Resource Manager, Financial analyst, IT department and others all of whom having specific roles in the project.

Control Board

The control board has been developed who will take care of the changes that might be required in course of the project. They will communicate with the manager of the project for understanding the progress of the project and will manage any changes that are required in the project.

Customer

The customer of the project is CAT Machinery who requires a new employee boarding process for aligning and training them with the business operations of the company.

Project Manager

The project manager will be controlling and monitoring the entire project. All other stakeholders will need to communicate with the project manager on a weekly basis and update him about the progress of the project.

Project Team

The project team is required to work as per the work packages mentioned in the work breakdown structure. They need to report to their leader regarding daily progress of the project.

Technical Lead

The technical aspects of the project will be managed by the technical lead of the project and that is required to be communicated to the other stakeholders accordingly.

Project Team Directory

Communication Methods and Technologies

Communication methods for the project will include verbal communications, team meetings, telecommunications, emails and others.

The technologies that are to be used for the purpose of the project include telecommunication, online messaging services (emails) and others.

The technologies and method that will be used by CAT machinery in order to communicate with each other in order to discuss or resolve any issues will be through the following mediums.

• Share point will be used to send updates regarding the project, record various reports, and perform project communications. It will let shareholders to access data related to the project and communication at any point using compatible technology. In order to gain access to share point each shareholder will be provided with a password.
• MS software will be used to design schedule for communicating schedules to the stakeholder. The schedule related to the project will be share on the SharePoint platform.
• In case of any urgent query or concern that need immediate attention will be communicated using E-mails and meetings.
• In case if the concerned members are not present the video conferencing will be done for communication purpose.

Communications Matrix

The following table identifies the communications requirements for this project.

Communication Flowchart

Guidelines for Meetings

Meeting Agenda

The agenda of the meeting will be specified and communicated to the stakeholders at least five days prior to the meeting.

Meeting Minutes

The minutes of the meeting will be communicated to the stakeholder at least two days before the proposed meeting schedule.

Action Items

Action items will be specified and communicated to the stakeholders along with the agenda and minutes.

Meeting Chair Person

The chair person will be decided by the vote of the stakeholders and will be confirmed before the meeting schedule.

Note Taker

One of the stakeholders involved in the meeting will be the note taker and will take notes from the proceedings in the meeting. Again, he will communicate with other stakeholders after meeting to provide a copy of the notes.

Time Keeper

One of the stakeholders will keep time throughout the course of the meeting.

Parking Lot

The parking lot tool will be used in order to discuss some items that are not included in the agenda of the meeting.

Communication Standards

CAT Machinery needs to follow certain communication standards that are specified below:

Document draft approval meeting – before starting the project, all the stakeholders will approve or disapprove the draft presented in the meeting.

Project Team Meetings – This is to ensure all the team members are aware about the requirements of the project and have a clear idea regarding what to do.

Finance team Meetings – This meeting is specifically based on the funds that will be needed during the course of the particular project.

Monthly Project Status Meetings – This is required to communicate to the management or project manager regarding the progress of the project.

Project Status Reports – Project status reports contain the evidences regarding the progress in the project.

Communication Escalation Process

Glossary of Communication Terminology

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