Q1: Project Information and Communication Process
Communication Plan Template
· Purpose · Outline the purpose of the Project Communication Management Plan | The purpose of this communication management plan is to ensure that every member of the project management team contributes towards the success of the Leadership Conference 2022, as follows: · By organising and documenting the communication process · Explaining expectations of communication · Stating the requirements of stakeholder communication, to ensure that only relevant information is passed across |
· Communication and information objectives · Describe the communication and information objectives for the project. · | The objective s of the communication and information is to ensure that important ideas, information, and instructions for running the project successfully are passed across effectively. The communication and information are as well intended to ensure that every project team member gets information, support, advice, and guidelines on time and all stakeholders (attendees included) receive relevant information on time. |
· Communication and information responsibilities Describe the communication and information responsibilities of the project manager, team and steering committee. · | The project manager cooperates with other project team members to come up with ideas and discuss issues related to project planning, task allocation, and execution. Overall, the project manager ensures that all milestones and tasks fit within the allocated time, budget, and scope. The project team’s primary duty is to generate the ideas that help the project manager in planning the entire project. Feedback from the team enable improvement of project areas that may not run as expected. The steering team oversees all the project activities. The team provides support needed by project team members to ensure all tasks are completed successfully. |
· Communication and information processes · Describe the project communication and information processes
| Both email and meetings are communication and information distribution processes that will be used to share important details with internal stakeholders. Emailing and social media posting will enable communication and information distribution to external stakeholders, so are mainly the prospect and registered attendees. |
· Communication and information timing · Describe the project communication and information timing | Communication and information timing is as follows: · Monthly meetings to provide project updates to all the staff of Manager Networks · Fortnightly and weekly meeting by project team to discuss project issues · Monthly emails and social media posts to invite prospect attendees to the conference · Monthly written reports to the CEO to share project updates · Distribution of brochures and cover letters two weeks before conference date to registered attendees |
· Describe the communication and information metrics · | Metrics for emails sent to internal and external stakeholders will be tracked through application of particular tools. The selected tracking tools should enable detection of email click rates and open rates. The number of people that register after sending a series of emails will also help to determine the effectiveness of the method. Performance of posts on LinkedIn or other social media platforms will be tracked based on the numbers of likes, shares, views, comments, and resulting registration rates. |
· Describe the communication and Information Control Mechanisms | The first mechanism takes the form of cybernetics in that it involves focusing on the output to find out if the outcome is worth the effort invested in the form of time and costs. Necessary changes should be made to improve the output/outcome. A go/no-go control mechanism will also be used check the communication and information elements against the pre-set conditions for communication. This should ensure attainment of vital communication requirements. |
Q2: Project Management Information System
The most preferred information system is Teamwork Projects found online at www.teamwork.com. It contains almost all the tools required to track project development. What makes this online tool a people’s favourite is how it promotes planning and tracking of the project activities. It is a flexible software that has high flexibility due to incorporation of crucial elements like task management, milestones that are easily linked to tasks, file storage, tools for tracking time, and messaging. When using this application, you visualise projects through use of calendar, set-up reporting, and Gantt chart. Purchase of packages is determined the user’s needs. With the free trial you can manage projects and tasks under a common place. This creative tool for project organisation helps to improve workflow and collaboration from anywhere, and on any mobile device. The visibility aspect helps one to see what others do on a daily basis. Teamwork is automated and applies custom templates. When you apply it, you minimise errors, make sound decisions, enhance team performance, make workflow better, and instils confidence in project team members. Both the one-off and recurring tasks are accommodated by Teamwork. If you wish, you may set reminders to be notified about the upcoming milestones and tasks. An automatically generated link is shared with the staff and clients to invite them to participate in the project.
Q3: Notes from the Meeting with the Project Team
Opening
Manager Networks has a plan to conduct Leadership Conference 2022 on 04 October 2022. A Communication Management Plan is already established to ensure the success of the conference by directing the flow and distribution of information. Emails and meetings will be used together when communicating with internal stakeholders while main external communication vehicles are posts on LinkedIn and emails. Communications on project updates to stakeholders is scheduled to happen monthly, except for project team that needs to meet fortnightly or weekly.
Business of the day
This meeting’s purpose is to review the Project Communication Plan, with focus on communication vehicles selected and frequency of project updates. Your participation and feedback are very important.
New Business
Teamwork is the software chosen as the system for project information management. Teamwork is a planning tool that enables project manager to track activities done by project team members. It encourages collaboration and information sharing through its messaging tools. The workspace based on Teamwork should be set up and running immediately this meeting ends, and your participation is required. Before that, your feedback on the appropriateness of the software is necessary.
Discussion
Summarise your key points so you speak about the two topics within 10 minutes.
Addition to Agenda
Extra time was scheduled to respond to inquiries raised during the discussion and to explain in detail, how the project information management system runs.
Closing
The project team suggested that intranet be included for internal communication. They argued that the software would encourage knowledge sharing and provide an easy way of distributing project articles, charts, or documents. With this in place, the team requested that meetings be held monthly then weekly when the conference date is one month away. All agreed that the project information management system was appropriate for the project.
Thank you for participating.
Q4: Review of project communication management plan and project management information system
1. Revised Project Communication Plan
Communication Plan Template
· Purpose · Outline the purpose of the Project Communication Management Plan | The purpose of this communication management plan is to ensure that every member of the project management team contributes towards the success of the Leadership Conference 2022, as follows: · By organising and documenting the communication process · Explaining expectations of communication · Stating the requirements of stakeholder communication, to ensure that only relevant information is passed across |
· Communication and information objectives · Describe the communication and information objectives for the project. · | The objective s of the communication and information is to ensure that important ideas, information, and instructions for running the project successfully are passed across effectively. The communication and information are as well intended to ensure that every project team member gets information, support, advice, and guidelines on time and all stakeholders (attendees included) receive relevant information on time. |
· Communication and information responsibilities Describe the communication and information responsibilities of the project manager, team and steering committee. · | The project manager cooperates with other project team members to come up with ideas and discuss issues related to project planning, task allocation, and execution. Overall, the project manager ensures that all milestones and tasks fit within the allocated time, budget, and scope. The project team’s primary duty is to generate the ideas that help the project manager in planning the entire project. Feedback from the team enable improvement of project areas that may not run as expected. The steering team oversees all the project activities. The team provides support needed by project team members to ensure all tasks are completed successfully. |
· Communication and information processes · Describe the project communication and information processes
| Both email and meetings are communication and information distribution processes that will be used to share important details with internal stakeholders. Emailing and social media posting will enable communication and information distribution to external stakeholders, so are mainly the prospect and registered attendees.
Changes: · Company intranet be established for internal communication. It may be applied at team level or be used to communicate to all staff. |
· Communication and information timing · Describe the project communication and information timing | Communication and information timing is as follows: · Monthly meetings to provide project updates to all the staff of Manager Networks · Fortnightly and weekly meeting by project team to discuss project issues · Monthly emails and social media posts to invite prospect attendees to the conference · Monthly written reports to the CEO to share project updates · Distribution of brochures and cover letters two weeks before conference date to registered attendees Suggested Changes: · Project team meetings be held monthly after company intranet is set up. So that weekly meetings only happen within one month to the conference date. |
· Describe the communication and information metrics · | Metrics for emails sent to internal and external stakeholders will be tracked through application of particular tools. The selected tracking tools should enable detection of email click rates and open rates. The number of people that register after sending a series of emails will also help to determine the effectiveness of the method. Performance of posts on LinkedIn or other social media platforms will be tracked based on the numbers of likes, shares, views, comments, and resulting registration rates. |
· Describe the communication and Information Control Mechanisms | The first mechanism takes the form of cybernetics in that it involves focusing on the output to find out if the outcome is worth the effort invested in the form of time and costs. Necessary changes should be made to improve the output/outcome. A go/no-go control mechanism will also be used check the communication and information elements against the pre-set conditions for communication. This should ensure attainment of vital communication requirements. |
2. Revised Project Information Communication System
Q5: Email to CEO to Report Meeting Outcomes
To: CEO
From: Administration Manager (Project Manager)
Date: January 10, 2022
RE: TO REPORT THE OUTCOMES OF THE MEETING HELD ON 6TH JANUARY 2022
Dear CEO,
The main purpose of the meeting on 6th January 2022 was to review the project communication plan and get feedback on the appropriateness of the selected project information management system (Teamwork). Every team member got 10 minutes to contribute to the discussion. All team members agreed that Teamwork software is most appropriate for the task.
On the other hand, team members requested for establishment of a company intranet to improve sharing of ideas and make communication easier. Project team members argued that once the intranet is set up, meetings could be held monthly then weekly when the conference date is a month away.
I need your approval to proceed with this project.
Sincerely,
Administration Manager.
