Chapter 10 Lecture – Communications Planning

hello and welcome to this virtual lesson
for chapter 10 communications planning so let’s get started so on the agenda
for today there’s two things first is how should our documents be stored
during the project and secondly what should be communicated so let’s start
out again let’s look at a project lifecycle we are just finishing up the
planning phase so we are made our way through all of the different aspects of
planning and we’re now at communications planning again remember that these
planning stages are shown sequentially and taught sequentially in the course
and in the textbook but in reality they’re happening relatively
simultaneously that on any given day you’re moving back and forth between the
different planning aspects and it and certainly doesn’t mean you leave all
your communication planning till the end of the planning phase so it’s
just the last thing that we’re about to talk about so two main questions how
should our documents be stored we’re gonna be creating lots and lots of
documents during the during a project how are we gonna store them how are we
gonna look them up where where are they gonna be and then so on so all of those
things are important and then secondly what should be communicated what
should we do so there’s two documents the first one was the project
documentation guidelines the second second one was the communication
management plan so let’s get started on that first one so how should
documents be stored well during a project there’s a large number of
project documents that are created I’m sure in the course you’re already
becoming aware that yeah there’s a lot of documents that are created and on
large scale projects there there’s even more without a plan of where to store
these documents and how to organize them it can become increasingly difficult to
find and update them that can become a real risk we just talked about risk
previously that itself can become a risk because we may
be unable to find them where we might be working with the wrong information and
we certainly don’t want that to happen that’s why we need to think about our
guidelines what processes should we put in place to address that and and so
that’s the creation of a project documentation guidelines document which
should address the following at a minimum one is the storage location and
organization where are we going to store them and how are we going to
organize them let’s just be consistent on that document naming conventions if
you have one or two documents you can call them whatever you want if you have
hundreds or thousands you need to name them effectively so that you can find
them later and then lastly an indication of what do
we need multiple versions of a document for example do we need to be able to say
this is what a certain document was as of a certain date and sometimes we need
that for legal purposes and so on so let’s move on it’s now time to move to
the case study so please pause the video and move to the case study which you
will find in Chapter ten so just just do that and then come on back to do this
video once you’ve done okay so you’ve completed that and you’ve seen the
process of the project manager determining the project documentation
guidelines so here’s an example of what came out of the deco cam version
for product launch project and so what was decided that all project documents
will be stored on a secured project website many times the organization
itself already has procedures or already has a location that project document
should be stored in so oftentimes it’s just following they the
organizational policies which is okay sometimes it’s not in which case you
need to determine where it should be so in this case they’re gonna use a secured
project website and that Sophie will be the administrator and will grant read
and read/write access to a project team and others as needed so she’s kind of the
gatekeeper of this and these are the folders that were to be set up so you
can see the different folders that are that are being defined and they’re all
listed there these are the naming conventions of the the document files
now you can see they’re very descriptive it shows a project ID or code so we see
DC that would stand for DecoCam version 4 launch and then so that’s sort of
a code for the project the project ID the document name project charter a
version number if required and then the date of the report or the document the
date that was created so you can see that it’s in year-month-day format and
then there’s some examples there and then finally there’s the document
versions section so it indicates which documents require versions
that’ll be created there’s certain milestones where a new version will be
created that’s it for very important documents would have that such as for
example the project charter and project scope statement so the creation of the
guidelines allows for then the project team to know where to
store project documents how to name them and where to access them so
it’s very important the next question is what should be communicated the value of
effective communication during a project cannot be overstated so there’s there’s
nothing I can say right now to say it’s really important it’s really really
important it just is it just is so you can’t overstate that and the development
of a communication plan is therefore really essential to do you should not
just let communication just happen on its own you should be planful about this
and this plan should include both the communication of project
information making sure that the people that need to know the information are
that they have that information available to them and secondly should
include the communication of projects status information so that the ongoing
status or condition of the project is is communicated again at this point please
pause the video and go to chapter ten and and read through the case study
update creating the communication management plan so please pause now and
then come on back when you’re done okay so the case study updates so let’s
review what happened Sofie reviews the stakeholder analysis document to ensure
she understands the needs of each stakeholder and and this is this is a
very essential stakeholder analysis has already been done previously in our
planning or concurrently in our planning and that’s where communication comes in
as we should be understanding who our stakeholders are and therefore then we
can start to figure out what information do they need so the stakeholder
management plan and communication management plan are connected in that
way this allows her to consider the types of information that would be
needed by each stakeholder and she also considers the communication medium for
example in some cases a meeting may be warranted well in other cases an email
may suffice that selection of is it face to face
is it a meeting is it an email a text message is it a posting on a web page or
something like that there are those are considerations that should that should
be made in terms of which what is the most effective way of satisfying the
communication needs and to do so you have to understand first of all what is
it that you’re communicating and then what are the needs of each stakeholder
so it’s something that should be very much considered here’s the end product
of the communication management plan for the for the case study project and
you can see in the leftmost column there are the communications that have been
defined for example there is a project kickoff meeting there’s a distribution
of the project charter scope review and sign-off meeting daily project team
Huddle’s so you can see there’s a number of communication vehicles that have been
defined the next column describes what it is what a project kickoff meeting is
what the project charter the scope review and so on the daily project team
huddle the audience or attendees for each is defined and that’s where again
the stakeholders are the consideration of the different stakeholders would help
us figure out who should be there and then the timing if it’s a one time thing
but such as a project kickoff meeting it’s the date that we are going to plan
to do it if it’s something that’s repetitive for example like the project
daily project team huddle that would be what’s the frequency for example is it
weekly daily every two weeks and so on and so that’s would be defined them in
this in this column here so just a few notes about the communication management
plan in in general is that this is a documentation of the planned
communications that you’re going to perform it doesn’t necessarily or
shouldn’t contain all of the different communications say the informal
communication that naturally occurs between team members and stakeholders
where you know as you’re meeting each other in the morning between meetings or
you’re walking down the hallway and so on and communication takes place of
course that that’s happening and that’s not documented in the communication
management plan that’s the natural communication that occurs between people
on a project this is the things that you’re planning to do and that by
planning by documenting them you can make sure that they happen and that they
will occur within the schedule of your project there’s the second page and so
on we can see that it moves on to the status report this week
the status review meeting the company announcement which will be later in the
project and the final project meeting and so on so this this lays it all out
and that allows you to ensure help help ensure that effective communication
takes place during the project which as we said at the start was very very
important there’s the references for this this
PowerPoint so again thanks very much for watching this

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