Project Communication Plan
Stakeholder Communication Management Plan
|Role||Description||Communication needs||Communication responsibilities|
|Executive project sponsor||Provides the overall outlook of the project||To understand the overall project management plan Advocating for specific communication methods or tactics.||To provide directions in the primary communication methods to be used in the firm.|
|Trade/ business sponsor||Assists in providing direction and guidance on the best strategies to be implemented by the firm||Needs communication to understand project obstacles and risks as well as updating status of the project.||Helps in communicating any business policy issues and also aids in providing input alternatives that might help in reducing any risks facing the project.|
|Senior project manager||Drives plans that provide solution to the process. As the leader, the director mobilises the team to enable successful completion of the project.||Making project decisions and policies that could help in executing the project.||Mobilising project team leaders to ensure constant communication in the firm.|
|Customer representatives||To provide accurate information to other stakeholders about the entire project.||Ensuring proper communication on the updates, training dates, benefits of the project and risks to the public.||Primarily participates in CSR initiatives and demonstrates how the project will operate.|
|Claims processors||They are primarily responsible accurate processing of program claims as well as validating any information submitted.||Needs proper communication to ensure progress update, training dates and system implementation dates.||Assists in processing claims and providing demonstrations on the project.|
The table provides an overview of some of the major project stakeholders in an organization. All these groups have different roles and communication needs during the entire process and have to adhere to the objectives of the project. Notably, the communication needs section of the table discusses why each of the stakeholders requires proper communication methods. The last section, on the other hand, explains the communication responsibility of each of the groups to other parties involved in the project.
The primary objective of a good project communication management plan is to ensure effective communication among the stakeholders through the project. However, each of the parties uses different tools or techniques depending on their roles and responsibilities in the entire process (Biafore, 2018). The executive project sponsors, for example, can use face to face communication method since it will enable them to get detailed information about the progress and risks of the project.
Business sponsors and senior project managers, on the other hand, can use both faces to face and conference hall methods to help them understand the exact requirements of the project and how to effectively allocate the available resources (Bpayne & Watt, 2018). Customer representative who is in most cases present in large projects is obligated to update clients on the essentials of the project including the benefits, risks and the overall cost to be incurred.
Notably, since various customers may prefer using distinct modes of communication, it is important if the representative adopts the one used by most of the individuals. As such, emails are the best method that can be used in communicating with clients as it personalizes the information and enables them to critically evaluate the data. Lastly, since Claim processors help in explaining and examining any problems that may affect third parties to the project, they can use face to face and meetings to get enough information from the affected groups (Biafore, 2018). Additionally, this will also promote trust between the company and the public as well as be promoting transparency in the entire exercise.
Biafore, B. (2018). The Project Communication Plan – MPUG. Retrieved from https://www.mpug.com/articles/the-project-communication-plan/
Bpayne, & Watt, A. (2018). 15. Communication Planning – Project Management. Retrieved from https://opentextbc.ca/projectmanagement/chapter/chapter-15-communication-planning-project-management/