How to make a good project communication management plan

Introduction: Communication may also be hampered by buzzwords, jargon, or extremely pessimistic comments. It may be hampered by noise, hostility, cultural differences, and other communication barriers that interfere. A schedule for the appropriate conduct of various communications. Some communications, such as meetings, should be held at set times, while others need to be carried out according to the status of the project. The following is my carefully organized how to do a good project communication management plan, I hope it will help you!

How to do a good job of project communication management plan Part 1

1. Information transfer

There are many ways to transfer information, the following are common ways to transfer information within the project.

(1) Meetings.

(2) Written notification, including email.

(3) 'Dedicated project management software.'

2. Structure of information collection and archiving of documents

According to the management needs of the company implementing the project and the characteristics of the project cycle, define what information will be generated during the project, from which departments, in what medium, how to deal with old information. In addition, the coding rules for documents also fall into this category.

This can be done by referring to the IS09000 requirements for document and quality record management.

(1) Describe who, when, and how the information is sent.

According to the different needs of the stakeholders, different ways of sending can be developed, such as:

① paper documents.

② Electronic documents.

③ Formal business letters.

④ Fax.

⑤ Conference communication.

(2) Format of Project Progress Status Report.

Generally speaking, a unified progress report should be sent to all project just fe team members, so that the members can understand the progress of the project. Therefore, it is necessary to develop a standardized document template for this report. The project manager can then modify the template to send out periodic progress status reports on the project.

(3) A schedule for creating and accessing information.

In conjunction with the project plan, define who is responsible for creating, collecting, and sending key project information. The schedule needs to be understood by all project stakeholders to remind them to create, receive, or transmit project information in a timely manner and in accordance with the schedule. Emphasize important points in the timeline, such as the timing of project meetings, client meetings, and so on.

3. Project Stakeholder Communication Analysis

After understanding and investigating your stakeholders, you can analyze and respond to their needs and develop a stakeholder communication plan. Its main contents are: what information can be seen by project members, what information is needed by the project manager, what information is needed by senior management and what information is needed by the customer, etc.; access rights to documents, access paths, and acceptance of documents in the format. According to the project team organizational structure to determine the internal staff of the information browsing privileges, but also need to consider the customer, the customer's leadership and subcontractors and other key stakeholders of the communication needs. The project should also set out some key communication rules during the initial planning. For example, who publishes what kinds of things, who calls which meetings, and who publishes formal documentation.

4. Ways to update the communication management plan

The communication management plan may need to be updated, and as the project progresses, communication may need to be adapted to meet actual needs, such as adding stakeholders, changing the communication document, and holding ad hoc meetings.

How to do a good job of the project communication management plan Part 2

A project communication management process

(a) the overall framework of the project communication

Communication is the establishment of a bridge between the internal and external project team, communication management is based on the organizational structure of the project on top of the general framework of project communication

The project communication is actually to address the overall framework of the project organizational structure.

Taking an actual project as an example, in the process of project operation, the general project is the need to collapse departmental coordination, especially in the matrix organizational structure of the company, a project manager often need to face multiple stakeholders; at the same time, the project needs to make use of third-party company resources, and therefore also need to introduce a third-party project team. Each of these connections can be viewed as a two-way communication channel, and it is clear that the project manager needs to face communication from four directions.

First, there is the need to communicate with the company's stakeholders, each of which has a different pool of resources, and the project manager may need to communicate with stakeholders in various departments during the project implementation process to coordinate the relevant resources, that is, stakeholder management. Second, the project may also introduce a third-party company, and communication with the third-party company is also one of the key elements to ensure the smooth implementation of the project. Third, the project process should always communicate with the customer interface, that is, demand communication, to ensure that the project objectives have not deviated from the customer's needs. Fourth, communication within the project team is also very important, the project manager needs to convey information to the project team members, and the project team members need to accept the information and feedback, so as to reduce the error in the whole process of information transfer.

(ii) communication modes Project Management Forum

According to the different roles of communication, the communication modes in the project process are divided into the following three categories:

1. Single communication.

To inform the relevant people of certain matters in the form of notification, without feedback, at least not required, that is, feedback. Generally used in the release of notices, requirements, systems, orders, briefings, distribution of leaflets and other situations.

2. Two-way communication.

Communication by one party and the other party to interact with the information conveyed, and the results of the communication to reach agreement (may not be unanimous), but at least both sides of the opportunity to express their views and the right to fully express their views and suggestions. For example: falling in love, job performance appraisal communication, program communication, and so on.

3. Mesh communication.

This is a multi-party communication, the parties involved in the different interests of the main body on behalf of their full expression of views on the relevant matters, to reach a compromise and agreement. For example: ERP project implementation process, Party A, Party B, the supervision side of the project implementation acceptance criteria for discussion.

In the general project process, the communication of this paper according to the frequency can be roughly divided into two categories: routine communication and non-routine communication. Routine communication is generally in the early stages of the project, such as determining the scope of the project, the development of the project plan is determined. Routine communication in the form of two specific:

(1) document form of communication.

Mainly through the project daily, weekly, monthly reports and other forms of communication with the project team inside and outside.

(2) meeting form of communication.

The project implementation team will routinely convene regular group meetings to sort out the work of the current phase and the subsequent work objectives. Or in the output phase of the project milestones to the stakeholders (Stakeholder) to report on the progress of the project.

(C) project communication management model

A complete communication management system model should include at least the following four aspects: communication management plan preparation, information dissemination, performance reporting and project stakeholder management. These four processes not only interact with each other, but also with processes in other knowledge areas.

1. Communication management planning is the process of determining the information and communication needs of project stakeholders, and is the planning and management of all aspects of what, how, and through what channels information is communicated throughout the project's lifecycle.

Developing a communication management plan is the first process of project communication management, the core of which is the project stakeholder analysis, mainly to figure out the 3WH problem (Who, What, When, How), that is, who, what information is needed, when it is needed, and how to pass.

2. Information distribution means that at the right time, through the right way to the right . information to the right people.

It can be said that timely and efficiently sending information to the people who need it is the key to the success of project communication. Communication skills, information distribution systems, information retrieval systems, and project records are four tools and methods commonly used in the information distribution process. Before the distribution of information, but also to determine the information distribution (communication) of the responsible person, time, ways and means, channels, access, technical means and feedback methods.

3. Performance reporting is a dynamic process of collecting and disseminating project performance information. The output of performance reporting mainly includes status reports, progress reports, project forecasts, and change requests.

Status report is quantitative data, from the scope, time and cost of the three aspects of the project to explain the state; progress report is a specific time period of the completion of the work of the report; project forecast refers to the current situation of the project and the mastery of the historical information, data, estimates of the project's future status; change request is the need for or a change in the situation to make a response. The project forecast is an estimate of the future status of the project based on the current status of the project and historical information and data.

4. Project stakeholder management is to be able to meet the information needs of different stakeholders and solve problems between stakeholders.

Project stakeholder management is usually the responsibility of the project manager. The most typical and important project stakeholders are customers, who can be managed using a project CRM system; project team members and business superiors are also important project stakeholders, for whom face-to-face communication should be the main focus.

Second, the implementation of project communication management

In the project process and customer communication generally belongs to the routine formal communication. According to the UX-based software development process, in order to better design UX-based products, two iterations are required before the final commercial product is developed. First, a low-fidelity model is designed, and then a high-fidelity model is designed for the final commercial product after users try it out and summarize their improvements.

This phase is before determining the project plan and scope of the project, so in the communication process should pay attention to guide the customer, the customer as much as possible to the platform similar or similar to the company's overall technical architecture to lead the demand, otherwise it is likely to lead to increased project difficulty, increased project risk, which makes the entire project delayed or demand changes, a waste of workload but also a waste of resources. The same as the traditional software development process, in the beginning of the project needs to be clarified to the customer requirements, which involves communication with the customer's needs. Often, at this point, the customer has only a concept of what they want and is not very clear about it. Through the project team members (generally the project development representative is the SE) and the customer's repeated communication with the customer to ultimately let the customer also clear their own concept of what will become a model, at the same time, let the project team members to fully understand the customer's needs to ensure that the entire project goals and project scope and customer expectations have no deviation.

How to do a good job of project communication management plan Part 3

First, the project

Project name: Royal Jianxin Secondary School Admissions Office enrollment plan

Project stakeholders: school organization, project management

Project members: Admissions Office team

Second, Communication Plan

(i). Project communication management objectives

Establish a comprehensive and effective communication system, communicate with school leaders and teachers, take vigorous publicity, media information bulletins to start enrollment work. Ensure that the enrollment project information is reasonably collected and transmitted, scientific organization, command and control of the implementation of the enrollment project process, to obtain enough students.

(ii). Project communication management tasks

1. Establishment of enrollment information release

To provide timely enrollment information required by the project enrollment office, to ensure that the enrollment plan to implement the communication management plan to respond to the need for information, and to do a good job of information release feedback processing.

2. Enrollment Performance Reporting

The collection and publication of enrollment performance information provides information to the Program Organization Department on how resources are being utilized to accomplish enrollment program goals, and provides information on enrollment scope progress, and enrollment costs.

3. Enrollment Results Management Closure

Documentation of enrollment results, including the collection of enrollment records, analysis of program successes, results, and lessons learned, and archiving of this information for future use.

(iii). Communication methods

Face-to-face communication, meeting communication: school leaders

Time: once a week

Responsible person for project communication: the person in charge of the enrollment office A

Face-to-face communication, telephone contact: the school teacher

Time: every day

Responsible person for project communication: the person in charge of the enrollment office B

The student's name and address should be the same as that of the student's name.

Conducting student interviews, phone calls, and online communication: students' parents Time: twice a week

Responsible person for program communication: Head of the Enrollment Office C

(4). Project communication management specific responsibilities

Enrollment bearer of the main responsibilities:

Collection of information: the production of promotional materials, multimedia network television school enrollment policy plan Processing of information: the publication of school enrollment prospectus, the production of enrollment leaflets to determine the need for communication: the provision of a certain number of enrollment consulting desk, enrollment outlets to determine the mode of communication, methods: meetings, communication, face-to-face communication, telephone network communication, communication, communication, communication, communication, communication, communication, communication, communication, communication. Communication, face-to-face communication, telephone network communication Communication plan summary: do a good job of enrollment work experience analysis summary

(V) . Project Communication Management Remarks

1. Information collection and filing format requirements;

2. Information release format and permission requirements;

3. Description of the enrollment information released;

4. Methods of updating and revising the project communication management plan.

How to do a good project communication management plan Part 4

Objectives

This plan is used to guide the whole process of the project communication work, communication methods, communication channels and other aspects of the plan and arrangements, by describing the whole process of the project communication work needs to be used in the communication methods, communication channels and other aspects of the plan and arrangements, to help the project involves people to understand the needs of the communication, such as who wants what information; when it is needed; how to get

Confidentiality and communication

Confidential and sensitive information

Project team members in the implementation of the project, access to the relevant technical information belongs to the enterprise's confidentiality, without the authorization of the project manager shall not be unauthorized release to external personnel, access to the relevant business information belongs to the government's sensitive information, without the authorization of the project manager shall not be unauthorized release to external personnel. By default, project team members are expected to maintain the confidentiality of project-related information.

Communication Methods

Formalized procedures will be used to facilitate communication during the project. Communication methods include (but are not limited to)

1. Reporting: Primarily, weekly status reports on the project, the Microsoft Program Manager will work with the Client's Program Manager to prepare status reports for distribution to the Client and Microsoft's program management.

2. Interim meetings or direct conversations: organize meetings as needed to communicate, or discuss directly with the relevant people (not limited to project team members), pay attention to record the results of communication and discussion.

3. Telephone or teleconferencing: for off-site or involved in non-project implementation of the location of the person's communication to the telephone or teleconferencing-based, such telephone or teleconferencing is considered to be the same role as face-to-face meetings, pay attention to record the communication and the results of the meeting.

4. Fax: For major issues, customers or Microsoft can be notified by fax.

5. e-mail: e-mail can effectively improve communication efficiency, reduce project costs the project as mail communication records and paper records have the same role.

6. Meetings: Project meetings must be held on time and at the required frequency and time, and must be prepared in advance, with a facilitator and note taker. This project involves meetings mainly including (but not limited to).

a) daily production meeting, summarize the day's construction and production activities, solve the problems encountered in the production process, put forward problems that need to be solved; so that the project participants are clear about the objectives of the next project work, the scope of the work, the implementation of the method and their respective roles and responsibilities

b) regular meetings of the project supervisors, compare the actual completion of the situation with the weekly plan, summarize the last week's construction and production activities, find out the impact of the construction and production of the weekly plan. b) Regular meetings of the project supervisor to summarize last week's construction activities, find out the factors affecting the construction and production schedule and progress, solve the problems encountered in the production process, and put forward the problems to be solved; c) Internal meetings of the project department, which are scheduled monthly or according to the situation, face-to-face meetings or teleconferences, to analyze the status of the project, and to track the project problems, risks, and conditions of dependency. Make recommendations, or solutions to project production activities.

Communication Rules

I. Internal Reporting

The reporting mechanism within the project is divided into two types of written reports and oral reports. Written reports can be in the form of specialized report templates or system feedback and Email. Specialized reporting templates for the unified format of the work contact list;

Email form for the general mode of communication, most of the internal affairs of the project communication, exchange and reporting can be used in the form of Email.

Project team members need to be based on the actual situation of the task assigned to the completion of the task report, the task report needs to be through the written report and verbal form, the implementation of the task in a timely manner to report to the appropriate person in charge. Reporting is based on the organizational structure of the project, from bottom to top.

Second, the project notice and briefings

Some of the briefings related to the project can be delivered in two ways to all project members. For major project related news it can be issued through a ticket or a newsletter. Non-major news can be communicated verbally to all project members by the relevant person in charge.

External Communication

All external communication is the responsibility of the project manager. Other project members, unless authorized and assigned by the project manager, shall not engage in any direct communication (except for requirements research) and commitment with people outside the project (including customers).

Disclosure

Any information disclosure activities related to the project, initiated by the project manager is responsible for, other project members unless the project manager's authorization and assignment, not

may not be unauthorized to carry out any public activities.

V. External surveys

Any external survey activities related to the project, initiated by the project manager is responsible for other project members unless authorized and assigned by the project manager, shall not be unauthorized to carry out any external survey activities, including any written surveys and verbal surveys (except for the needs of research).

China Construction Xinjiang Construction Engineering Group First Construction Engineering Co.

Train Head - Dehui Xintiandi Project Department

How to do a good job in the project communication management plan Part 5

A basic project

Project name: Jiujiang College of Admissions Office of the Taihe Middle School enrollment

Project Manager: Peng Xiaoyan

Project members: A, B,

Plan maker: Peng Xiaoyan

Reviewer: Huang Chaoyang

Second, the communication plan

(a) the goal of the communication

communicate with the school leadership and the school teacher to allow the admissions office of the Jiujiang College of secondary schools in the Thai and To carry out Jiujiang College related publicity, as well as to assist Jiujiang College in Taihe Middle School related enrollment work, as far as possible to enhance the influence of Jiujiang College in the students and teachers, and to strive for more students for Jiujiang College.

(B) communication tasks

1, communicate with the school leadership to allow and assist the Jiujiang College Admissions Office to carry out related publicity work and enrollment work in Taihe Middle School.

2, communicate with teachers, communicate with students through teachers. Or in order to enhance the publicity effect, you can coordinate with the teacher to take up a brief classroom time for publicity, to strengthen the publicity effect

3, communicate with students, so that students understand Jiujiang College, to strengthen their willingness to apply for admission

(C) communication methods, time / cycle requirements, specific responsibilities

1, the development of the annual enrollment publicity program, the production of enrollment promotional materials, is responsible for In the press, television, radio, Internet and other media to promote the school enrollment plan and enrollment policies;

2, responsible for issuing school enrollment brochures, to assist the Employment Division to produce various types of short-term training enrollment brochures;

3, is responsible for enrollment publicity and advertising planning, and to take a variety of effective forms for the candidates and parents to provide enrollment consulting services;

4, in the school to build enrollment points

5, efforts to establish a perfect enrollment outlets, while doing a good job of enrollment consulting work;

6, seriously do a good job each year school enrollment work experience summary and analysis;

7, to complete the superiors and leaders of the other work assigned.

(D) budget and resource security

(1) budget

Single: car fare: 56 + 56 = 112

Accommodation and food: one day of food costs 25 yuan, seven days 175 yuan,

Accommodation (three people) 50 yuan, seven days 350 yuan Other costs: including inviting the leadership to dinner, gifts, 1,000 yuan Total: 112 * 7+175*7+350=2359 RMB

(2) Resource guarantee

The school provides appropriate enrollment materials

The school does a good job of publicizing enrollment in the city and outside of the city on TV, the Internet, and newspapers Provide the appropriate spending.