XMind

Communication Management Plan

Created by: Kareem Shaker www.kareemshaker.com

1. Stakeholders Registry

   1. Sponsor

      For all stakeholders, the following contact information has to be included: Name, Location, Designation, Email, Phone Number the interests and expectations of the stakeholders have to be identified and met

      1. Positive

      2. High

      3. Low

      4. Keep Satisfied

      5. Initiating

      6. Topic

      7. Internal

   2. Steering Committee

      1. Positive

      2. High

      3. Low

      4. Keep Satisfied

      5. Initiating

      6. Topic

      7. Internal

   3. Team Members

      1. Positive

      2. Low

      3. High

      4. Keep Informed

      5. Execution

      6. Topic

      7. Internal

   4. Customers

      1. Positive

      2. High

      3. Low

      4. Keep Satisfied

      5. Execution

      6. Topic

      7. External

   5. PMO

      1. Positive

      2. High

      3. Low

      4. Keep Satisfied

      5. Planning & Control

      6. Topic

      7. Internal

   6. Media & Newspapers

      1. Neutral

      2. Low

      3. Low

      4. Monitor

      5. Initiating & Closure

      6. Topic

      7. External

   7. Vendors & Suppliers

      1. Positive

      2. Low

      3. High

      4. Keep Informed

      5. Execution & Closure

      6. Topic

      7. External

   8. EPA (Environmental Protection Agency)

      1. Negative

      2. High

      3. Low

      4. Keep Satisfied

      5. Initiating & Closure

      6. Topic

      7. External

   9. SMEs (Subject Matter Experts)

      1. Positive

      2. High

      3. High

      4. Manage Closely

      5. Planning & Executing

      6. Topic

      7. Internal

   10. Procurement Team

       1. Positive

       2. Low

       3. Low

       4. Monitor

       5. Initiating & Planning

       6. Topic

       7. Internal

2. Communication Matrix

   1. Meetings

      1. Kickoff

         Kickoff meeting is held to set expectations, communicate objectives, and introduce the project

         1. Once

         2. All Stakeholders

         3. Face to Face and Conf Call

            Some attendees may be available on conf call

         4. Project Manager

         5. Presentation

         6. Meeting Minutes

      2. Team Meetings

         Get updates from the team about the status of the tasks, risks & issues, etc.

         1. Team Members

         2. Weekly

         3. Face to Face

         4. Project Manager

         5. Issues Log

         6. Risk Registry

         7. PM Software Updates

      3. Status Reporting

         Report status to sponsor and PMO

         1. Sponsor & PMO

         2. Fortnighly

         3. Face to Face

         4. Project Manager

         5. Presentation

         6. Meeting Minutes

      4. Steering Committee

         Present project status and progress to the steering committee

         1. Steering Committee

         2. Monthly

         3. Face to Face

         4. Project Manager

         5. Presentation

         6. Meeting Minutes

      5. Ad-hoc

         As and when needed

         1. TBD

         2. TBD

         3. TBD

         4. TBD

         5. TBD

   2. Information

      1. Project Status Updates

         1. Web Updates

         2. Team Members

         3. Project Manager

         4. Project Management Software

         5. Status updates to be updated by project team members before weekly status update meeting

         6. Weekly

      2. Project Status Updates to Sponsor, PMO, & Steering Committee

         1. Project Manager

         2. Sponsor & PMO

         3. Status updates presentation

            1. Status Updates

            2. Upcoming Activities

            3. Risk Registry Updates

            4. Issues List

            5. Time & Cost Updates (Earned Value Metrics)

         4. PowerPoint Presentation

         5. MS Power Point 2003

         6. Fortnightly

      3. Meeting Minutes

         1. Project Manager

         2. Meeting Attendees

         3. Meeting Minutes

            1. Last Meeting Action Items Updates

            2. Notes

            3. Attendees List

            4. Venue

            5. List of Action Items

               1. Description

               2. Owner

               3. Due Date

            6. Next Meeting Details

         4. Word Document

         5. MS Word 2003

         6. TBD

   3. Ground Rules

      1. Meetings

         1. No laptops

         2. No hand-held devices

            1. iPhone

            2. Blackberry

            3. PSP :)

         3. Meeting Minutes to be sent within 2 working days

         4. Meeting attendees to confirm attendance 2 days before the meeting