One important project planning activity is to create a communication plan that helps establish clear and efficient lines of communication. In this assignment, you will create a communication plan for the XYZ Business Workflow project.
Prompt
Create a communication plan for the XYZ Business Workflow software development project team. Use the scenario and project information from Project One, including the project plan documents you have created to inform your communication plan.
Specifically, you must address the following rubric criteria:
Show the line of communication between the members of the project team, the project manager, and the other stakeholders.
Describe the scope of communication for all stakeholders, including the frequency, level of detail, and recommended response time.
Outline the methods or techniques of communication the team should use based on the type of information they need to share.
Describe any specific communication processes, such as status meetings, escalation process, and so on.
For your response, you can draw on the course material, your experience, and research.
Full Answer Section
cope of Communication
The scope of communication for the XYZ Business Workflow software development project includes the following:
- The frequency of communication: Communication will be regular and frequent throughout the project. The project team will meet weekly to discuss progress, and the project manager will hold status meetings with the stakeholders every two weeks.
- The level of detail: Communication will be detailed enough to keep stakeholders informed of the project's progress, but not so detailed that it becomes overwhelming. The project manager will provide stakeholders with a high-level overview of the project, as well as more detailed information on specific areas of the project as needed.
- The recommended response time: The project team and the project manager will respond to stakeholder inquiries within 24 hours.
Methods and Techniques of Communication
The following methods and techniques of communication will be used throughout the XYZ Business Workflow software development project:
- Face-to-face meetings: Face-to-face meetings will be the primary method of communication between the project team and the project manager. These meetings will allow for open and honest discussion of the project's progress, as well as the opportunity to address any concerns or questions that stakeholders may have.
- Email: Email will be used to communicate with stakeholders who are not able to attend face-to-face meetings. Email will also be used to share documents and other project-related information.
- Project management software: Project management software will be used to track the project's progress and to communicate with stakeholders. The project manager will use the project management software to create a project schedule, track tasks, and communicate with stakeholders about the project's progress.
- Telephone calls: Telephone calls will be used to communicate with stakeholders who need to be updated on the project's progress in a timely manner.
Specific Communication Processes
The following specific communication processes will be used throughout the XYZ Business Workflow software development project:
- Status meetings: The project manager will hold status meetings with the stakeholders every two weeks. These meetings will be used to discuss the project's progress, to identify any risks or challenges, and to make sure that the project is on track.
- Escalation process: If a stakeholder has a concern or question that cannot be resolved at the project team level, the issue will be escalated to the project manager. The project manager will then work with the project team to resolve the issue.
Conclusion
This communication plan outlines the scope of communication, the methods and techniques of communication, and any specific communication processes that will be used throughout the XYZ Business Workflow software development project. The project team and the project manager will use this communication plan to ensure that all stakeholders are kept informed of the project's progress and that any concerns or questions are addressed in a timely manner.
Additional Notes
- The communication plan will be reviewed and updated on a regular basis to ensure that it is meeting the needs of the project team and the stakeholders.
- The project manager will be responsible for ensuring that the communication plan is implemented and that all stakeholders are aware of the communication channels that are available to them.
- The project team and the stakeholders will be encouraged to provide feedback on the communication plan so that it can be continually improved.