Develop a project communications plan and define a change management process that includes how the process will be used to communicate, authorize, and track changes on your project.
Introduction
Note: Developing this project requires specific steps that must be carried out in a certain order. Therefore, you must complete the assessments in this course in the order in which they are presented.
Communications
Communication management means all the processes required for a timely and appropriate generation, collection, dissemination, storage, and ultimate disposition of all project information. It provides the critical links among people, ideas, and information that are necessary for the successful completion of the project.
One of the more popular techniques in communications planning is called the stakeholder analysis. It is a document showing the information needs of the stakeholders, analyzed to develop a methodical and logical view of the needs and the sources of the information that will meet those needs. The analysis should consider methods and technologies suited to the project that will provide the information needed. As a project manager, caution should be taken to avoid wasting resources on unnecessary information or inappropriate technology.
Change Management
The one item you can be sure of during a project is change! An important aspect of a project manager’s job is to manage and control it. You do not want it to negatively affect your project objective. It is important to decide how change is going to be communicated, documented, and authorized, both to the customer and within the project team. Change management is important in that it can affect cost, timing, and ultimately customer satisfaction. Nebulous change management procedures are one of the more frequent issues of contention in a project, particularly if the project proposal and scope are not defined.
Preparation
The following resources are required to complete the assessment.
Communication Management Plan Template [XLS].
As you prepare to complete this assessment, you may want to think about other related issues to deepen your understanding or broaden your viewpoint. You are encouraged to consider the questions below and discuss them with a fellow learner, a work associate, an interested friend, or a member of your professional community. Note that these questions are for your own development and exploration and do not need to be completed or submitted as part of your assessment.
COMMUNICATION PLANNING
With respect to your project, which parameters of conducting an effective meeting do you consider most critical, and which are of less importance?
CHANGE MANAGEMENT
What is the significance of the tracking systems that accompany the change control process?
How would you track your project?
Which project control tool would you prefer to use to monitor and control slippage in your tasks or project activities?
Overview
Effective communication is the bedrock of an successful project. With most of the planning phase complete, it is time to focus on sharing information among stakeholders. Oftentimes, change is a catalyst for enhanced communication processes.
Communication
In this assessment, you will outline a communications plan for your project that is designed to keep stakeholders informed of the projects status, decisions, changes, and other issues that affect the project. You will complete a communications management plan template to identify the who, what, when, and how of your communications plan. Make sure to include communications for each of the five project management process groups: initiation, planning, execution, monitoring and control, and closure. An effective document includes enough information to guide and inform all relevant stakeholders on communication methods and protocols. Notice, the plan itself is a form of communication.
Remember, employees, customers, vendors, contractors, suppliers, and other relevant parties should be considered in your plan.
Change Management
In this control and monitoring phase of the project you will make a change on your project (affecting the scope, timing or budget) that requires the creation of a change management process that includes elements of how you communicate, authorize, and track the changes through project completion.
Directions
Complete both parts of this assessment.
Part 1: Communication Plan
Develop a communications plan for your project. Complete both of the following:
Complete the Communication Management Plan template to describe how communication will be handled within your project. Make modifications needed to the template as required to ensure the plan is exactly as you want it. Make sure to include each of the five process groups.
Explain why you chose your communication techniques, tools, model, et cetera, for this project and how they serve your virtual team.
Part 2: Change Management Plan
Imagine and describe a change to the scope or budget of your project. Then do the following:
Explain how the change is likely to affect the project. Consider the budget, schedule and scope.
Define a change management process that includes how the process will be used to communicate, authorize, and track changes on your project.
Submission Instructions
Submit your communications management plan Excel document and a separate Word document that includes both the communication and change management plans. Submit both through the normal courseroom assessment submission process. Be sure to attach BOTH of the documents with your assessment submission. This is important to avoid unnecessary use of one of your re-submission attempts to submit a missing part of your assessment.
Additional Requirements
Length: 4–5 pages, plus the completed communication template.
Font: 12 point, Times New Roman.
The resources provided here are optional. You are may use other resources of your choice to prepare for this assessment; however, you will need to ensure that they are appropriate, credible, and valid. The Project Management Research Guide Library Guicixde can help direct your research.
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