Project Communications Plan

The three websites that I researched for this critical thinking assignment were: 1) Colorado. gov; 2) Dot. ca. gov and 3) interop. mt. gov. The topic that was most similarly discussed was the importance of implementing a communication plan both internally and externally in any type of project management. Colorado. ov noted that “28% of projects fail due to poor communications, that’s 1 out of 4 projects fail due to poor communications” (Jones, 2007). This site went on to speak about the top reasons projects fail includes poor communication, insufficient resource planning, unrealistic schedules and poor project requirements. The California Department of Transportation website noted that project communication includes general communication between team members but is more encompassing. It utilizes a Work Breakdown Structure (WBS) for a framework of communication that is customer and product focused with the end in mind, and it involves all levels of the organization” (Office of Project Management Process Improvement, 2007). This organization also believes that Project Communication is the responsibility of everyone on the project team. The Interoperability Governing Board for Montana’s communications planning first determines the information and communications needs of the stakeholders.

This includes identifying who needs what information, when they should receive it, and how it will be provided. Identifying the information needs of the stakeholders and determining a suitable means of meeting those needs is an important factor for project success. “Actively managing stakeholders increases the likelihood that the project will not veer off track due to unresolved stakeholder issues, enhances the ability of persons to operate synergistically, and limits disruptions during the project” (Northrop Grumman Corporation, 2007).

The main subject of all these sites I researched came down to the importance of effective communication, and stating that it is the most important ingredient for project success. Participation, understanding, and the ability to adapt the project – all of which require well functioning communication are critical to the end result of the project. Build a Management-driven Communication Culture Internal communication planning is one of the most neglected areas of strategic planning.

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Most companies spend a great deal of money and effort on their external communication plan but fail to expend any energy toward creating an organized plan for internal communication (Roehler, 2007). Determining what should be communicated to staff, when it should be communicated, and how it should be communicated is often left up to the decision of individuals made when there seems to be a need. In other words internal communication strategies are developed, reactively, when there is a crisis or major event that clearly requires addressing communication issues.

Where communication is planned out, it is often around upheavals like major corporate or organization change, layoffs and downsizing, and technological change. However, once the initiating focus has been eliminated communication tends to go back to an unorganized jumbled process (Bacal, 2008). It is a bit of a mystery why this occurs, but there is no question that strategic internal communication planning can be a proactive approach to building a better, more directed and efficient workforce.

Communication is a key component in coordinating and tracking project schedules, issues, and action items. The plan maps out the flow of information to different stakeholders and becomes an integral part of the overall project plan (Gray & Larson, 2011). Implementing a well thought out communications plan will help manage expectations regarding the project, ensure methods used for communication will be most effective, and assure appropriate levels of communication with internal and external project stakeholders. In addition, well laid out communication plans provide relevant, accurate, consistent information at all times, and most importantly, generate and sustain enthusiasm and support for the project.

References

1. Bacal, R. (2008). Internal communication strategies. Performance Management and Appraisal Help Center. Retrieved from http://www. prpundit. com/knowledge/employee%20communications/Internal%20Communications. pdf
2. Gray, C. F. , & Larson, E. W. (2011). Project management: The managerial process (5th ed. ). New York, NY: McGraw-Hill. ISBN-13:

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