15 May In this assignment, you will complete a communication matrix based on a provided project communication plan Word Document. Overview: In this assig
In this assignment, you will complete a communication matrix based on a provided project communication plan Word Document.
Overview: In this assignment, you will complete a communication matrix based on a provided project communication plan, which will help you complete section IV (Communication) of Final Project II, which is due in Module Nine. Use the Project Communication Plan document to complete this assignment.
Prompt: Specifically, the following critical elements must be addressed:
Explain the objective of communication for each communication type as applicable to the scenario.
Identify the medium for each communication type as applicable to the scenario.
Specify the frequency for each communication type as applicable to the scenario.
Describe the format for each communication type as applicable to the scenario.
List any assumptions made.
Guidelines for Submission: Submit the completed Project Communication Plan worksheet.
Project Communication Plan
This worksheet is an example of a project communication plan (PCP). There are no strict guidelines for the outline, and a Google search will reveal many different formats. The important thing is not the format but whether the project leader provides a PCP so that the project team can follow and update the outline and contents as required. The heart of the PCP is the communication matrix, which details what is being communicated, to whom, how often, and in what format.
Communications management approach
The project manager will take a proactive role in ensuring effective communications on this project. The communications requirements are documented in the communications matrix presented below. The matrix will serve as a guide to what information should be communicated, who should do the communicating, when to communicate it, and who it should be communicated to.
Stakeholder communication requirements
After identifying all project stakeholders, the project manager will communicate with each stakeholder to determine their preferred frequency and method of communication. This feedback will be maintained by the project manager in the project’s stakeholder register. Standard project communications will occur in accordance with the communication matrix; however, depending on the identified stakeholder communication requirements, individual communication is acceptable and within the constraints outlined for this project.
Stakeholder register (from project initiation)
The register documents the preferred method and frequency of communication.
Roles and responsibilities (list the titles and responsibilities of each)
Project Sponsor
Key Stakeholders
Change Control Board
Customer
Project Manager
Project Team
Steering Committee
Technical Lead
Project team directory (example)
|
Role |
Name |
Title |
Organization/ Department |
|
Phone |
|
Project Sponsor |
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|
Project Manager |
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|
Project Stakeholders |
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|
Customer |
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Project Team |
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|
Technical Lead |
Communication matrix
The following table identifies the communications requirements for this project.
Directions: Complete the columns below (titled Objective of Communication, Medium, Frequency, and Format) for each Communication Type as applicable to the scenario. There are a variety of correct answers. Complete the blank spaces with what you believe is best for the project. List any assumptions you wish to make, such as whether project stakeholders are remote, and the complexity of the project. Note: The first line has been completed as an example.
|
Communication Type |
Objective of Communication |
Medium (e.g., face-to-face, conference call, email) |
Frequency (e.g., once, weekly, as needed) |
Audience |
Owner |
Deliverable |
Format (e.g., soft copy archived on SharePoint and project website, or hardcopy, or both) |
|
Kickoff Meeting |
Introduce the project team and the project. Review project objectives and management approach. |
Face-to-face |
Once |
– Project Sponsor – Project Team – Stakeholders |
Project Manager |
– Agenda – Meeting Minutes |
Both |
|
Project Team Meetings |
– Project Team |
Project Manager |
– Agenda – Status of cost, schedule, requirements, issues (including root causes, risks, and mitigation strategies) – Meeting Minutes |
||||
|
Technical Design Meetings |
– Project Technical Staff |
Technical Lead |
– Agenda – Status of requirements and technical issues (including root causes and technical risks and their mitigation strategies) – Meeting Minutes |
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|
Monthly Project Status Meetings |
– Project Management Office (PMO) |
Project Manager |
– Slide Updates – Status of cost, schedule, requirements, issues (including root causes, risks, and mitigation strategies) |
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|
Project Status Reports |
– Project Sponsor – Project Team – Stakeholders – PMO |
Project Manager |
– Project Status Report – Status of cost, schedule, requirements, issues (including root causes, risks, and mitigation strategies) |
List any assumptions you wish to make:
Guidelines for meetings (instructions the team will follow for meetings)
Meeting Agenda
Meeting Minutes
Action Items
Meeting Chairperson
Note Taker
Time Keeper
Parking Lot
