10.1 Communications Planning
| Communications Planning involves
determing the information and communication needs of the
stakeholders: who needs the information, when will they
need it, and how will it be given to them.
|
10.1.1 Communications Planning -
Inputs
10.1.1.1 Communications requirements
These are the sum of the information requirements of the project stakeholders.
Requirements are defined by combining the type and format of
information required with an analysis of the value of that
information. Project resources should be expended only on
communicating information which contributes to success or where
lack of communication can lead to failure.
Information to determine project communication requirements
includes:
- Project organization and stakeholder relationships
- Disciplines, departments and specialities involved in the
project
- Logistics of how many individuals will be involved with
the project and at which locations
- External information needs
10.1.1.2 Communications technology
The technologies or methods used to transfer information can
vary significantly from brief conversations to extended meetings,
from simple written documents to immediately accessible on-line
schedules and databases. The relevant factors include:
- The immediacy of the need for information - is project
success dependent upon having frequently updated
information available on a moment's notice, or would
regularly issued written reports suffice?
- The availability of technnology - are the systems that
are already in place appropriate or do project needs
warrant a change?
- The expected project staffing - will extensive training
and learning be required?
- The length of the project - is the available technology
likely to change before the project is over?
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10.1.2 Communications Planning -
Tools and techniques
10.1.2.1 Stakeholder analysis
The information needs of the various stakeholders should be
analyzed to develop a methodical and logical view of their
information needs and sources to meet the needs.
Care should be taken to avoid wasting resources on unnecessary
information or inappropriate technology.
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10.1.3 Communications Planning -
Outputs
10.1.3.1 Communications management
plan
The communications management plan is a document which
provides:
- A collection and filing structure which details what
methods will be used to gather and store various types of
information. Procedures should also cover collecting and
disseminating updates and corrections to previously
distributed material.
- A distribution structure which details to whom
information (status reports, data schedule, technical
documentation, etc) will flow and what methods (written
reports, meetings, etc) will be used.
- A description of the information to be distributed,
including format, content, level of detail and
conventions/definitions to be used.
- Production schedules for timing of communication.
- A method for updating and refining the communications
plan.
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