More on Project Communications Plans

As I’ve been stating recently, I feel it is necessary that both new and old project managers have access to as many potential processes and templates as possible – especially those working as consultants that may be acting outside of PMOs with their own processes and governing policies.

I’ve previously posted the article entitled “The Project Communications Plan” and have supplied actual communications plan documents to many readers over the past few months. The offer still stands – email me if you want a copy.

Carl Pritchard presents nice information on the details and uses of the project communications plan in his book “The Project Management Communications Toolkit.” For the benefit of our readers – mainly to give you different perspectives and templates to choose from, I am presenting Mr. Pritchard’s outline below.

The Communication Plan Defined

Purpose

The communications plan provides direction on which stakeholders should be discussing project business with which other stakeholders, the tools they should use, and the degree to which they should be sharing, documenting, and storing that information. Because of the number of stakeholders involved in a single project and their diverse roles, the communications plan orchestrates project communication through a cohesive approach to information sharing. It is a critical deliverable to the planning process.

Application

The communications plan is shared openly with all internal project stakeholders to help them understand how they should communicate and with whom. For external project stakeholders, the communications plan is normally filtered to present information only germane to their role and use.

Ideally, the list should be built in a spreadsheet program that allows the user to filter stakeholders by communications modes, contacts, frequency, or other category as appropriate.

The communications plan should reflect communications as dictated by the contract, memorandum of understanding, or statement of work, as well as any other protocols that became self-evident during the project’s evolution. Different project participants will use the communications plan in different ways:

• The project manager uses the communications plan to ensure that the various stakeholders are aware of their communications responsibilities to each other and to the organizations.
• Team members use the communications plan as a combination contact list and guide, with an interest in the types of communication preferred by the various users.
• Senior management and customers may use an abridged version of the communications plan to be clear on when to expect certain reports and documentation, and for contact information on their primary points of contact.

Content

The communications plan is a matrix of information, normally built in a spreadsheet program with the following data:

• Stakeholder name
• Primary contact
• Secondary contact
• Telephone
• E-mail
• Postal mail address
• Preferred communications mode
• Best time
• Frequency of communication

Because it is built in a spreadsheet format, the communications plan can be sorted and reordered in a variety of ways. If the types of communication (status reports, team meetings) are most important, they may be the first column, followed by frequency of communication and stakeholders (recipients and attendees, respectively). If physical proximity is an issue, the primary consideration may be the postal mail address, which can be sorted to determine which stakeholders are in common regions or locales.

Because communications breakdowns are frequently rooted not in miscommunication, but by a lack of communication, the notion of the “best time” for meetings, reports, contacts, and phone calls is crucial. If certain team members can only attend project meetings before 3 p.m. because of personal concerns, the project communications plan should highlight those interests. If a customer is never available before 10 a.m. for phone calls, such concerns should be noted as well.

Approaches

The communications plan is one of the most publicly available of the project documents. Because it serves as the framework for open communication among team members, the customer, and other stakeholders, complete and abridged versions of the document may exist, depending on the audience. If varying versions are used, some form of version control (e.g., 1.0 = complete plan, 1.1 = customer abridged, 1.2 = management abridged) should be applied.

The communications plan serves as more than just a phone directory. It provides information on the communications sensibilities and sensitivities of all of the personnel involve.

Considerations

While the plan is widely available, some stakeholders are proprietary about their contact information, and those concerns need to be respected. The communications plan should not become a medium for those who wish to broadcast information randomly to all project parties. It should be used to focus communications on an as-needed basis.

MS Office Enters the Clouds

At the Worldwide Partner Conference (WPC09) on Monday, Microsoft announced that it was taking MS Office into the clouds. This announcement was well-anticpated last week and it was so big that it prompted Google to pre-announce their Chrome OS very early – long before there is really anything to unveil…just to get their announcement in first. Let’s look further at Microsoft’s announcement and what it means to the businesses – especially smaller organizations and cloud computing.

Microsoft announced that it will be offering a free, lightweight version of Office that is accessed via the web rather than as resident software. This move is seen as a direct hit on Google and their Google Docs offering. Google Docs is a web-based office suite that offers superior sharing and collaboration options to the conventional MS Office suite of software.

Microsoft’s Slow Progression

Eleven years ago, Microsoft began letting people access their Outlook e-mail over the Internet, though it was a few more years before it allowed customers to “rent” space on an e-mail server instead of buying the machine themselves. In November 2008, Microsoft moved its Excel spreadsheet program and a worker-collaboration product called SharePoint to the Web. Microsoft offers access to the programs for a subscription fee, so you don’t have to buy the software up-front.

Fast Forward to Now

Now Microsoft realizes that it must move much faster. On Monday at the WPC09, it publicly showed off portions of its upcoming Office 2010 suite for the first time and announced its “Office in the clouds” intentions.

What does this mean for the small business in this current economy? At a time when all business big and small are looking at ways to cut back, it means a lot. It means easier file sharing, real-time collaboration, and a nice savings to the bottom-line. Companies want full-featured products. However, lightweight versions of the Office suite of products that nearly every company has come to rely on daily is likely going to be ‘good enough’ for quite some time. Most organizations only regularly utilize 25-40% of the true functionality of the feature-ladened Office suite anyway, so switching to a cloud-based lightweight FREE (did I mention FREE?) version will – for most small businesses especially – be a no-brainer.

I’m told that the Office web applications included will be Word, Excel, Powerpoint, and OneNote and they will run inside the browser. They will be accessed using Windows Live (not Office Live…which is being discontinued). More good news is that Microsoft guarantees that they will work equally well in IE, Firefox, and Safari.