COMMUNICATIONS MANAGEMENT PLANSERVER INSTALLATION PROJECT

Table of ContentsINTRODUCTION.................................................................................................................................2COMMUNICATIONS MANAGEMENT APPROACH................................................................................2COMMUNICATIONS MANAGEMENT CONSTRAINTS...........................................................................3STAKEHOLDER COMMUNICATION REQUIREMENTS..........................................................................3ROLES...............................................................................................................................................4PROJECT TEAM DIRECTORY.............................................................................................................6COMMUNICATION METHODS AND TECHNOLOGIES..........................................................................6COMMUNICATIONS MATRIX.............................................................................................................8COMMUNICATION FLOWCHART........................................................................................................9GUIDELINES FOR MEETINGS.............................................................................................................9COMMUNICATION STANDARDS......................................................................................................10COMMUNICATION ESCALATION PROCESS......................................................................................11GLOSSARY OF COMMUNICATION TERMINOLOGY..........................................................................12

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INTRODUCTIONThis communications plan will outline the guidelines for proper information distribution. All communications that are project specific will be communicated through the Teambox project management communication program. Any information that is needed will be defined here in this communication management plan.

COMMUNICATIONS MANAGEMENT APPROACH

As listed above we will utilize Teambox for our communication needs. All important messages will be sent to the project manager via e-mail immediately which includes any incident that will affect the scope, cost, timeline, or quality of the work that is outside the previously defined guidelines. We will utilize all aspects of the Teambox application; all daily reports will be posted in on the message board by all other managers in all of the previously defined site locations for the project manager to review. Daily communication between all managers will be conducted in the message board area and all files will be shared through the built in file sharing. The managers will manage their teams so that the only reporting to the PM will be by the single manager in site location; managers will have their own team message boards so that they can communicate with their teams.

Mandatory project status reports will be sent daily at 5:00pm and their will be a mandatory sign on and discussion from 5:30pm to 6:30pm. All site location managers and the project manager will be required to be signed in at that time.

COMMUNICATIONS MANAGEMENT CONSTRAINTSDue to constraints on the budget there will be no required communication on the weekend or on the off time. All computers issued by this company will be used for work purposes only and social media will not be accessed through them.

STAKEHOLDER COMMUNICATION REQUIREMENTSStakeholders will communicate their interests through a message board set up that the can be accessed by the project sponsor, program manager, project manager, and project stakeholders. Every morning between the hours of 9:00am and 10:00am will be a required login to indicate the current project status and for stakeholders to voice concerns or ask questions in regards to the project.

PROJECT TEAM DIRECTORYThe following table presents contact information for all persons identified in this communications management plan. The email addresses and phone numbers in this table will be used to communicate with these people.

Role Name Title Organization/ Department

Email Phone

Project Sponsor A. Joe VP of Technology

IT a.joe@abc.com (555) 555-1212

Program Manager

B. Jon PMO Manager

PMO b.jon@abc.com (555) 555-1313

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Project Manager C. Larry Project Manager

PMO c.larry@abc.com (555) 555-1414

Project Stakeholders

See Stakeholder Register

See Stakeholder Register

See Stakeholder Register

See Stakeholder Register

See Stakeholder Register

Customer J. Doe XYZ Corp Manager IT J.Doe@xyz.com (615) 555-8121

Project Team D. Henry Lead Tester Tester d.henry@abc.com (555) 555-1515

Technical Lead E. Josh Lead Engineer Engineer e.josh@abc.com (555) 555-1616

COMMUNICATION METHODS AND TECHNOLOGIESAs defined above we will utilize Teambox which has the ability to set up multiple message boards, e-mail messages, file-sharing, image and video sharing, with a web interface and a mobile application as well. This application will allow all involved personnel to communicate effectively and allow the project manager to make informed decisions due to up to date information at their fingertips.

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COMMUNICATION FLOWCHART

COMMUNICATION STANDARDSAll network diagrams will be created using Microsoft Visio and stored in the shared Network Diagram folder with the file name standard being (Location_Country_AuthorsName_BuildingArea.vso). As stated in the Communications Methods the main form of communication will be message boards created for each of the different groups with specified mandatory logon times. Under the folder named Blank Standard Forms in the shared folder will be a standard report for filing out and posting to your specified message board and there will be an emergency form for filling out an emergency email. There will be other standardized forms in this folder as well.

COMMUNICATION ESCALATION PROCESSAny situations that arise that affect the project scope, cost, timeframe, quality, or anything else that will impact the project in any way will be reported to the project manager immediately via e-mail correspondence using the standardized emergency_form in the shared Blank Standard Forms folder. Once the e-mail is received the project manager will communicate with the manager that has the issue to try and resolve it, and the project manager will contact the proper authority if deemed necessary based on the table below.

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Priority Definition Decision Authority

Timeframe for Resolution

Priority 1 Major impact to project or business operations. If not

resolved quickly there will be a significant adverse impact to

revenue and/or schedule.

Vice President or higher

Project Manager Notified Immediately

Within 4 hours Vice President or Higher Notified

Priority 2 Medium impact to project or business operations which may result in some adverse impact to

revenue and/or schedule.

Project Sponsor

Project Manager Contacted Immediately

Within one business day Project Sponsor Notified

Priority 3 Slight impact which may cause some minor scheduling

difficulties with the project but no impact to business operations

or revenue.

Project Manager

Notified through the daily report

Priority 4 Insignificant impact to project but there may be a better

solution.

Project Manager

Work continues and any recommendations are submitted via the project change control

process and posted to the designated message board

Glossary of Communication TerminologyTerm DefinitionCommunication The effective sending and receiving of information. Ideally, the

information received should match the information sent. It is the responsibility of the sender to ensure this takes place.

Stakeholder Individuals or groups involved in the project or whose interests may be affected by the project’s execution or outcome.

Communications Management Plan

Portion of the overall Project Management Plan which details how project communications will be conducted, who will participate in communications, frequency of communications, and methods of communications.

Escalation The process which details how conflicts and issues will be passed up the management chain for resolution as well as the timeframe to achieve resolution.

Teambox Program specifically designed for managing large groups of people during projects through the use of several different types of communications and devices such as e-mail, message boards, pictures, videos, file sharing, RSS feeds, web interface, and mobile applications.

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SPONSOR ACCEPTANCE

Approved by the Project Sponsor:

Joe Schmoe 09/15/2015___________________________________________ Date:____________________Joe SchmoeProject Manager

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