Planning Project Info/Coms

Do I really need a plan for project I/C and if so, what would it look like?

Info/Coms Planning

·      Do I really need a communications plan?

·         Considering the importance of communication

·         And information storage and retrieval

·         It is surprising that planning this activity is not more evident on projects

·      The reality is

·         Communication is so second nature to our everyday activity

·         A lot is done by default

·         Or the way we've always done it

·         In project work, there is room for improvement

·         And a little planning is the way to achieve it

The Info/Coms Plan

·      Whether the plan is formal or informal

·      We suggest three components as follows

1. Communications with "internal" stakeholders

·         Those directly associated with project activities

2. Communications with "external" stakeholders

·         Those with some interest in the project

·         I.e. the public (as described in Issacon #1440)

3. Storage and retrieval of information

·         Including access, security and safety

Sample plan outline

An example table of contents might be

1. Introduction and purpose

2. Audience(s)
3. Senders (who is responsible)
4. Communication (content type)
5. Timing (frequency)
6. Channel (media)
7. Feedback (confirmation)
8. Data storage and retrieval
9. Other issues (details, explanations)

Section explanations - 1

The following provides some suggested content

1. Introduction and purpose

·         Describes the communication aspects of the project

·         The stakeholders' information needs

·         Explains why the plan is necessary

·         E.g. company policy, portfolio management, sound public relations

·         What the plan must achieve

·         E.g. coordination, integration, improved acceptance

Section explanations - 2

2. Audience

·         List the key audiences, stakeholders

·         Derived from the project's responsibility matrix

·         Or from the stakeholder survey and analysis

·         And their respective priority levels

·         Identify "Copies to . . ." where the single document suffices

·         In the case of the public, a communication may be broadcast

·         Or specifically focused

·         Archiving includes audit, tax, unit estimating purposes

Section explanations - 3

3. Senders

·         Spells out who, specifically, is responsible for each type of communication

·         E.g. whether progress reports, cost reports, forecasts, change requests

·         Or general public information

Section explanations - 4

4. Communication

·         Describes the content type

·         E.g. factual, risk alerts, sensitive, project specific, generic (for use on other projects), short- or long-term storage, lessons learned etc

·         Hardcopy or live presentation, work shop, town hall, electronic media, etc

·         And the corresponding skills required

Section explanations - 5

5. Timing: What information is distributed when

·         Prepared and distributed on a regular schedule

·         E.g. progress reports

·         Or matched to project activities

·         To alert those impacted by impending works

Section explanations - 6

6. Channel

·         Describes the media by which the information will be transmitted, or stored

·         E.g. hardcopy: standard form, regular newsletter, filing system or archive

·         Or electronic: phone, Email, file, web site update, backup drive

·         Or workshops, public demonstrations, open houses

Section explanations - 7

7. Feedback

·         The means to assure that the message was correctly received

·         E.g. routine confirmation as part of procedure

·         Responses to requests for information

·         Or the means for people to raise issues and questions

·         E.g. public forums, workshops

Section explanations - 8 & 9

8. Data storage and retrieval

·         Where the data will be stored

·         And in what form, hardcopy and/or electronic

·         Will there be a summary/conversion process

·         For archiving purposes

·         How frequent will the data be backed up

·         How will the retrieved data be distributed

·         Who will be responsible

9. Other issues

·         Provides additional details or clarification

·         Specific to the project