11.

Communication Management Plan

11.1 General Project Information

Project Name: Laboratory development project

Location: Mechanical Engineering Department, University of Alberta Edmonton
Project Manager: Shannon MacDonald

11.2 Objectives

To keep all the stakeholders well informed in advance about the project progress
and future activities. The prior knowledge through proper communication channel
will give confidence to all stakeholders. A prompt and accurate communication
will ensure any change in expectations of a stakeholder or alteration in working
environment, thus enabling the project manager to take necessary action to
mitigate any risk.

It will be essential to communicate all the planning process to Dr Lipsett to keep

him aware as he is the most influential stakeholder in this project.

In absence of a good Communication Management Plan not only important

things can be missed but also there is high probability of miscommunication
which may lead to grave problems in course of project.

11.3 Communication Constraints

To read and understand the safety codes for research facility layout will be a
cumbersome task, safety codes are written in very general manner and often
prone to misinterpretation. This area requires an expert advice to avoid any risk
possible.

Dr Lipsett has a very demanding work schedule and his availability for direct face
to face meetings is a big constraint which pushes the project manager to use
other mediums. Dr Lipsett is not only the owner of the project but also the most
influential stakeholder in the project, so we have to tread carefully.

Dr Lipsett has deemed communication with the research students as optional to

them because of their busy schedule and honoring their will to participate in this
project. Although they will be using the new facility but their influence is minimal.

Internal communication among project manager and team member will face
hurdles due to varying schedules of all members. For a successful project,
healthy communication between team is the key.

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11.4 Communication Assumptions

Project members and project manager are assumed to put every effort for
healthy and fruitful communication without any bias. And in event of some error
or change due to any reason, right communication via appropriate medium
should be circulated.

From the owner’s side, it is assumed that Dr Lipsett will notify the project
manager in case of any changes in expectation or environment of project.

11.5 Communication Risks

Communication lapse with the stakeholders is biggest risk, as the number of

stakeholders is very few so everyone require good amount of attention.

Communication with research students is restricted to their choice which might

hinder the project manager understanding their expectations. As they will be
using the new facility, their opinion matters.

Dr Lipsett’s busy schedule poses as a risk to delay communication in the project.

Communication gap among project team can hamper the integrity.

Slow communication or approval from University authority can delay the

schedule.

11.6 Target Audiences

Internal Stakeholder External Stakeholder

Dr Michael Lipsett The project team Mechanical
Engineering
Students
Dr Glen Thomas University of Alberta Vendors
Roger Marchand Bee Clean Inc.
Research Students
Lab technicians

11.6.1 Stake holder’s requiring formal Communication

• Dr Michael Lipsett
• Dr Glenn Thomas

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 • Roger Marchand

11.6.2 Team Responsibility

For all the formal communication, project manager is responsible. All the
outgoing formal communication must pass via project manager only. Team
members are strictly restricted to contact any stakeholder.

It is the responsibility of the team to provide each stakeholder with the right
kind of information and appropriate time.

11.7 Communication Tools and Format

Dr Lipsett will receive full fledged report on the project progress status, project
issues, project risks, project deliverables and project resources as promised in
project charter. Report will be given in standard format via email. For the
progress face to face meetings would be arranged with him as per his availability.

Layout planned for the new lab will be conveyed in engineering drawing in
standard format of Chrome engineering via hard copies and auto-cad drawing.

Meetings with Roger Marchand will be used to fully understand the process of
heavy equipment transportation. Schedule planning will depend upon this
activity.

Report on schedule will be provided to Roger for execution activities and

reminders through email.

Team members will have weekly meetings or more for discussing the progress
and scheduling their activities.

Online conference on “skype” will be used as and when required for team
communication. Team will be using group on “facebook” the social networking
website for communicating. Team will use www.scribd.com for sharing
documents.

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11.8 Communication matrix

Stakeholder Need Type of report Frequency Medium

Owner of the project
Dr Michael Detailed Report Bi-Weekly E-mail
need to know report
Lipsett
of all acitivities
Progress Report Weekly Meeting

Dr Glen Thomas Execution Schedule Once E-mail

Responsible for Execution

Roger Marchand heavy equipment Schedule, Bi-Weekly Meeting, E-mail
movement Execution Planning

Responsible for
Research
movement of light Execution Schedule Once E-mail
Students
stuff

Meeting,
Responsible for
Project Team All reports Weekly Facebook,Scribd,
project management
Skype

11.9 Communication Guidelines

All the reports should be in standard format.

Project manager is responsible for communication with all the stakeholders.

Team members are prohibited to contact any stakeholder.

Team communication is open.

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11.10 Special Communication Events

Special communication events comprises of imparting information to a group of

stakeholders effectively in two way communication process.

• Before actual movement of equipments, all lab technicians involved would

be explained the activities to be executed by presentation.
• All research students involved in the movement of smaller objects would
be addressed for safe working and activity order with checklist.
• Pizza break after movement will be used for taking feedback.

11.11 Budget

Total budget of $350 will be allocated to communication management plan, $250

as direct expenditure with $100 as contingency resource.

• For all communication via hard copy reports, $50.

• Communication via email & meeting will only consume time.
• $200 for pizza break event.

All these expenditure can be covered through existing project budgets

11.12 Evaluation

Feedback from all the stakeholders will be evaluated for measuring the
effectiveness of Communication Management Plan.

Team satisfaction after completing the project and level of motivation during
project is good indicator of healthy communication plan.

Feedback from Dr Lipsett will be key indicator of project’s success and further
down the line efficiency of utilizing best management practices (Communication
management plan being one of them).

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11.13 Appendix

Documentation or agreed upon report formats

Typical project meeting minutes.