5. communication plan - template

8/17/2019 5. Communication Plan - Template

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PROJOverview:This document covers 3 key areas: Project

Project Meeting Schedule Tab

Meeting %ame

Meeting Pur&ose

're(uency

!ocation

)rgani*er + ontact Info

Invitees + #ttendees %ame

Information Distribution Tab

Document

!ocation Document is Stored

Distribution Method

The ommunication Plan is a living documechange or documents change$ )nce u&date

The Project Meeting Schedule Tab is intendSchedule Tab can be modified by adding, d

Invitees + #ttendees "e(uired . )&tional

The Project Document Distribution Tab is int-ho is to receive a co&y of the document$ Tthe &roject needs$

Distribution . 're(uencySchedule

Distribution !ist "e(uired .)&tional

Distribution !ist "eci&ient/s0


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Project Contact List Tab

Project "ole . #ctivity

#ssigned To

Phone %umber

Mobile %umber

1mail #ddress

The Project ontact !ist Tab is intended to dProcurement, !egal, and ITS services$ Theneeds$

)rgani*ation + De&artment

%ame


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CT COMMUNICATION PLAN

eeting Schedule, Information Distribution, ontact !ist and "#I$

%ame the meeting according to the em&hasis of the meeting$

%ame of the document$

!ist -ho should receive either a hard co&y or soft co&y of the document$

nt that should be u&dated throughout the lifecycle of the &roject as team member change, meetingss are made the revised ommunication Plan should be &laced in the document re&ository$

d to document -hat &roject meetings are scheduled on a regular reoccurring basis$ The Project Meetingleting, or modifying ro-s based u&on the &roject needs$

The meeting &ur&ose establishes the sco&e of the meeting$ #n effective meeting &ur&ose -ill gaincommitment and &ro&er &artici&ation from the meeting invitees$ It is im&ortant to establish a meeting fre(uency for s&ecific meetings$ This allo-s &artici&ants &ro&er timeto schedule and &re&are for the meeting discussion$

2hen setting u& meetings, kee& in mind that -ith technology, many meetings are not only face to facebut also utili*e technology for -eb, video, or &hone conferencing$ In this section, s&ecify all of thisinformation to allo- the &artici&ant to be a-are of in the event they cannot be there in &erson$

The organi*er and contact information is im&ortant because meetings may need to be rescheduled dueto a higher com&eting &riority$ y having this information in a central location, the organi*er of a s&ecificmeeting can be contacted (uickly$

Indicate if the Invitees or #ttendees are re(uired or o&tional by &lacing an 4"4 for re(uired or an 4)4 foro&tional$

!ist all key &ersonnel needed for the s&ecific meeting$ This insures all documentation andcommunication is sent to the &ro&er &artici&ants$

ended to document -hat documents are schedule to be distributed, -hen they are to be distributed, ande Project Document Distribution Tab can be modified by adding, deleting, or modifying ro-s based u&on

Define the distribution fre(uency$15: 2eekly, Monthly, i2eekly, etc$

!ist -here the soft co&y of the document resides$1DMS, 6 Drive etc

Indicate if the document is re(uired to be sent to the reci&ient or o&tional by &lacing an 4"4 for re(uiredor an 4)4 for o&tional$

!ist all of the document distribution methods for the document being referenced$15: 7ard co&y, Softco&y, email, etc$


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!ist the )rgani*ation &roviding the &roject role or activity$

!ist the &roject role or activity assigned to the &roject$

!ist the &erson /s0 assigned to the &roject role or activity$

!ist the &hone number of the &erson /s0 assigned to the &roject role or activity$

!ist the mobile number of the &erson /s0 assigned to the &roject role or activity$

!ist the email address of the &erson /s0 assigned to the &roject role or activity$

ocument all resources involved -ith the &roject$ This also includes the State #&&rovers, State-ideroject ontact !ist Tab can be modified by adding, deleting, or modifying ro-s based u&on the &roject


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Ministry of

Project Number:

Project Name:

Project Manager:

Item # Meeting Name Meeting Purpose

8 Project Status Meeting,

9 Steering ommittee Meetings

3 Project Team Meetings

Progress Meeting -ith onsultant

;

? @ick )ff Meeting

A M1D "e(uirements

8B

88

89

83

8

8;

8=

8>

8?

"isk Management Meeting /eginning)f onstruction0

"isk Identification + ManagementMeetings


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Works-Project CommunicationProject Meetin!s "c#e$ue

Date Created:

Date Revised:

Project Administrator

Freuenc! " c$edu%e Meeting &ocation

Date 'ime Duration


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an

Invitees " Attendees

Name

Meeting Organi(er )Contact In*o Reuired

Optiona%


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Minist

Project Number:

Project Name:

Project Manager:

Item #

8 Monthly Project Status "e&ort Monthly

9 onsultant Progress "e&ort Monthly

3 Miuntes of the meeting #s re(uired

Project harter )nce

; Project Sco&e Statement

= ommunication Plan

> Project Schedule Monthly

? Proejct 1Cecution Plan.Integrated Project Plan

A "isks !og Monthly

8B Issues !og Monthly

88 hanges !og Monthly

89 #s re(uired

83 Preliminary Design #s re(uired

8 once&t Design #s re(uired

8; Detailed DesignStorm Drainage Design #s re(uired

8= Detailed DesignStreet !ightning #s re(uired

8>


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y of Works-Project CoInformation

Date Created:

Date Revised:


Document Format

MS 2ord "

PD' "

PD' "

PD' "

PD' "

1Ccel "

MS Project "

2ord "

1Ccel "

1Ccel "

1Ccel "

Reuired +R,Optiona% +O,


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mmunication Pan %istri&ution

Distribution &ist Distribution Met$od

Recipient +s,

PM) Soft o&y

7ard o&y

Soft o&y

Soft o&y

Soft o&y

Soft o&y

Soft o&y

Soft o&y

Soft o&y

Soft o&y

Soft o&y


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Remarks

3 co&ies #sk the consultant tosubmit the re&ort in Soft co&y

as -ell

#ll stakeholders are re(uestedto mention any s&ecific

communication re(uirement

#ll stakeholders are re(uestedto identify any risk associated

-ih the &roject

#ll stakeholders are re(uestedto identify any issue

associated -ih the &roject


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Ministry of

Project Number:

Project Name:

Project Manager:

Item # Project Ro%e " Activit!

Section 1: MoW

8

9

3

;

=

>

?

A

8B

88

89

83

8

8;

8=8>

8?

8A

9B

98

99

93

Section 2: Consutant Contractors !tilities other Ministries8 Parsons Steering ommittee.Project Director

9 Parsons Project Manager

3 Parsons


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> Su&ereme 1nvironmental ouncil

? Tender oard

A Ministry of ulture

8B

88

89

83

8

8;

8=

8>

8?

8A

9B

98

99

93

9

9;

9=

9>

9?

9A

3B

38

39

33

3

3;

3=

3>

3?


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orks-Project Communication PContact List

Date Created:

Date Revised:


Name P$one Number

7ussam #-ad

@adry Sarhan

#hmed #bdulla


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n

emai% addressMobi%e Number+i* needed,


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Ministry of

Project Number:

Project Name:

Project Manager:

The individuals to be consulted prior to a fn

The individuals who need to be inormed at

Roe Name'%ei(era&e ")onsor Project Mana!er

Project Charter C A R

Project Scope Statement C A R

Project Schedule A A R

Communication Plan C R

Risk Log I C R

Issue Log I I R

Change Log I I R

Project Execution Plan C A R

Monthly Status Report I I R

Any other deliverale report A R R

Res)onsi&e 'Doer'ndividuals who are responsible or action !ishared.

Accountable !"inal Say! The individual who is ultimately accountableadditional approvals re(uired beyond this po

Consulted #In the Loop$

Informed !"%I!

"teerin!Committee


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Works-Project Communication PanRACI

Date Created:

Date Revised:


l decision or action is taken. Two-way communication.

r a decision or action is taken. One-way communication.

Consutant PMO Contractor

I I I

I I I

R

R I I I I

R R C I R

R R R I R

I I I I I

I I I I I

C C I I

) ) ) )

plementation. The de"ree o responsibility is defned by the accountable person. R#s ca

$includes yes!no and power o veto%. Only one &A& can be assi"ned to an activity!decisiint.

Team Mem&ers*T#is can &e eft asa !rou) orse)arate$ asin$i(i$uas+

Pease istOt#er"take#o$ers


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,E PM

A )

))

A

A )

)

A )

be

n. o

,EMoW

%PMO'MinisteriaCommittee for"er(icesan$Infrastructure


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Ministry of Works-Project Commu%ocument ,istory

Revision # Description of Change

8$B 8>.#ug.83 Intial Draft

8$8 8?.#ug.83 "evision

RevisionDate


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ication Pan

Author

#bdul%abi #lSabah

7ammad @hali(, #bdul%#bi #l Sabah, Sharifa #l7ammadi

5. communication plan - template

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