How to make a good project communication management plan 1 1? Information transmission mode
There are many ways to send information. The following are common ways to convey information in a project.
(1) meeting.
(2) written notice, including email.
(3) Special project management software.
2. Structure of information collection and archiving
According to the management requirements of the project implementation company and the characteristics of the project cycle, this paper defines what information will be generated in the project, which department it comes from, what media it exists in, and how to deal with the old information. In addition, the coding rules of files also belong to this category.
You can refer to the provisions on the management of documents and quality records in IS09000 to formulate relevant clauses.
(1) describes the object, time and way of information transmission.
According to the different needs of stakeholders, different delivery methods can be formulated, such as:
(1) paper documents.
② Electronic documents.
③ Formal business letters.
4 fax.
⑤ Meeting communication.
(2) the format of the project progress report.
Generally speaking, a unified progress report should be sent to all the members of Xiangtan Iron and Steel Badminton Team to let them know the progress of the project. Therefore, it is necessary for the company to formulate a unified document template for this report. The project manager can modify the template according to the unified formulation and send the progress status report of the project regularly.
(3) Calendar for creating and obtaining information.
In combination with the project plan, specify who is responsible for creating, collecting and sending key project information. The timetable needs to be understood by all project stakeholders to remind them to create, accept or transmit project information in time according to the timetable. Important time points should be emphasized in the schedule, such as the time of project meeting and the time of meeting with customers.
3. Communication analysis of project stakeholders
After understanding and investigating the stakeholders, we can analyze and respond according to the needs of stakeholders and make communication plans for stakeholders. Its main contents include: what information the project members can see, what information the project manager needs, what information the senior manager needs, and what information the customer needs. Access rights, access paths and file receiving formats of files. According to the organizational structure of the project team, it is necessary to determine the information browsing authority of internal personnel, and also consider the communication needs of key stakeholders such as customers, customer leaders and subcontractors. The project should also stipulate some main communication rules in the initial planning. For example, who publishes what kind of things, who calls meetings, who publishes official documents and so on.
4. The method of updating the communication management plan
The communication management plan may need to be updated. When the project continues to develop in depth, communication may need to be adjusted according to actual needs, such as increasing stakeholders, changing communication documents, and holding temporary meetings.
How to do a good job in project communication management scheme II. Project communication management process
(A) the overall framework of project communication
Communication is to build a bridge between the inside and outside of the project team. Communication management is based on the project organization structure. The overall framework of project communication actually solves the problems of communication and information transmission among entities in the project organization structure. Project manager alliance
Taking an actual project as an example, in the process of project operation, general projects need departmental coordination, especially in companies with matrix organizational structure, a project manager often needs to face multiple stakeholders; At the same time, the project needs to use the resources of a third-party company, so it also needs to introduce a third-party project team. Each connecting line can be regarded as a two-way communication channel, indicating that the project manager needs to face communication from four directions.
First, communicate with the company's stakeholders. Each stakeholder has a different resource pool. In the process of project implementation, the project manager may need to communicate with stakeholders in various departments and coordinate related resources, that is, stakeholder management. Secondly, the project may also introduce third-party companies, and communication with third-party companies is also one of the key elements to ensure the smooth implementation of the project. Third, we should communicate with the customer interface person at any time during the project process, that is, demand communication, to ensure that the project objectives do not deviate from customer needs. Fourth, communication within the project team is also very important. The project manager needs to convey information to the project team members, and the project team members need to accept the information and give feedback, so as to reduce the errors in the whole information transmission process.
(B) Communication Mode Project Management Forum
According to the different functions of communication, the communication methods in the project process are divided into the following three categories:
1. Single communication.
Inform relevant personnel of certain matters by means of notification, without feedback, at least without feedback. Generally used for issuing notices, requirements, rules, orders, circulars, distributing leaflets, etc.
2. Two-way communication.
Communication consists of interactive information transmission between one party and the other, and the communication results are consistent (or inconsistent), but at least both parties have the opportunity and right to express their opinions and suggestions. For example: blind date, job performance appraisal communication, scheme communication, etc.
3. Network communication.
This is a multi-party communication model, in which all parties involved represent different stakeholders, who fully express their opinions on related matters and reach compromise and agreement. For example, during the implementation of an ERP project, Party A, Party B and the supervisor discuss the acceptance criteria for project implementation.
In the general project process, the communication in this paper can be roughly divided into two categories according to frequency: conventional communication and unconventional communication. Conventional communication is generally determined at the beginning of the project, such as determining the scope of the project and making the project plan. There are two specific forms of daily communication:
(1) document communication.
Communicate with the inside and outside of the project team mainly through daily, weekly and monthly reports.
(2) Meeting communication.
The project implementation team will hold regular group meetings to sort out the current work situation and follow-up work objectives. Or report the progress of the project to stakeholders in the output stage of the project's phased results.
(C) project communication management model
A complete communication management system model should at least include the following four aspects: communication management planning, information release, performance report and project stakeholder management. These four processes not only interact with each other, but also with processes in other knowledge fields.
1. Communication management plan is to determine the needs of project stakeholders for information and communication, and plan and manage the contents, methods and channels of information communication throughout the project life cycle.
Making a communication management plan is the first process in project communication management, and its core is the analysis of project stakeholders, mainly clarifying the 3WH (who, what, when and how) problem, that is, who needs what information, when and how to deliver it.
2. Information distribution refers to providing the right information to the right people at the right time and in the right way.
It can be said that sending information to those who need it in time and effectively is the key to the success of project communication. Communication skills, information publishing system, information retrieval system and project record are four commonly used tools and methods in information publishing. Before information release, it is also necessary to determine the responsible person, time, mode, channel, access right, technical means and feedback mode of information release (dissemination).
3. Performance report is a dynamic process of collecting and disseminating project performance information. The output of performance report mainly includes status report, progress report, project forecast and change request.
The status report uses quantitative data to explain the status of the project from three aspects: scope, time and cost; A progress report is a report on the completion of work in a specific period of time; Project prediction refers to the estimation of the future situation of the project according to the current situation and historical data of the project; A change request is a response to a demand or change.
4. Stakeholder management is to meet the information needs of different stakeholders and solve problems among stakeholders.
The management of project stakeholders is usually the responsibility of the project manager. The most typical and important project stakeholders are customers, which can be managed by using the project customer relationship management system; Project team members and business owners are also important project stakeholders, and face-to-face communication should be their main way.
Second, the implementation of project communication management
Communication with customers during the project is generally routine and formal communication. According to the software development process based on user experience, in order to better design products based on user experience, two iterations are needed before the final commercial product is developed. The first is to design a low-fidelity model, so that users can sum up suggestions for improvement after trial and design the final commercial high-fidelity model.
This stage is before determining the project plan and scope, so we should pay attention to guiding customers in the process of communication and try to attract customers to the requirements similar to the platform or the overall technical architecture of the company, otherwise it is likely to increase the difficulty and risk of the project, thus delaying the whole project or changing the requirements, wasting workload and resources. Like the traditional software development process, it is necessary to clarify the customer's needs at the beginning of the project, which involves communicating with the customer's needs. Often at this time, the customer's demand for himself is just a concept, not very clear. Through repeated communication between project team members (usually SE is the representative of project development) and customers, customers can finally know what model their proposed concepts will become, and at the same time, project team members can fully understand customers' needs to ensure that the whole project objectives and scope do not deviate from customers' expectations.
How to do a good job in project communication management plan 3 I. Project situation
Project Name: Enrollment Plan of Huang Jianxin Middle School Admissions Office
Project stakeholders: school organizers and project managers.
Project member: admissions office team.
Second, the communication plan
(1). Project communication management objectives
Establish a comprehensive and effective communication system, communicate with school leaders and teachers, and start enrollment by means of vigorous publicity and media information announcement. Ensure the reasonable collection and transmission of information on enrollment projects, scientifically organize, command and control the implementation process of enrollment projects, and obtain enough students.
(2). Project communication management task
1. Create registration information release.
Provide the required enrollment information to the project enrollment office in time, ensure to meet the information needs of implementing the communication management plan in the enrollment plan, and do a good job of feedback processing of information release.
2. Registration performance report
The collection and release of enrollment performance information provides the project organization department with information on how to use resources to achieve the goals of enrollment projects, and provides information on enrollment scope, progress, enrollment cost and so on.
3. End of registration result management
The formation of the results document of the enrollment project includes the collection of enrollment project records, the analysis of the success, effect and lessons of the project, and the archiving of these information for future reference.
(3). Communication mode
Face-to-face communication, conference communication: school leaders
Time: once a week
Person in charge of project communication: person in charge of Admissions Office A.
Face-to-face communication and telephone contact: school teachers
Time: every day
Person in charge of project communication: person in charge of admissions office B.
Hold student interviews, telephone and network communication: Parents' time: twice a week.
Person in charge of project communication: person in charge of Admissions Office C.
㈣。 Specific responsibilities of project communication management
The main responsibilities of the admissions undertaker:
Collect information: make publicity materials and plan the school enrollment policy with multimedia network TV; Process information: print and distribute the school enrollment regulations, make enrollment brochures, and determine communication needs; Provide a certain enrollment consulting service desk, and determine the communication ways and methods at the enrollment outlets: meeting communication, face-to-face communication, telephone network communication scheme summary: analyze and summarize the experience of doing a good job in enrollment.
㈤。 Talking about project communication management
1. Format requirements for information collection and archiving;
2. Information release format and authority requirements;
3. Description of the published registration information;
4. Methods of updating and revising the project communication management plan.
How to do the fourth part of the project communication management plan well
This plan is used to guide the planning and arrangement of communication work, communication methods, communication channels, etc. in the whole process of the project. By describing the planning and arrangement of communication methods and communication channels that need to be adopted in the whole process of the project, it helps the people involved in the project to understand the communication needs, such as who wants what information; When needed; How to get it.
Confidential and sensitive information
During the implementation of this project, the relevant technical information contacted by the project team members belongs to enterprise secrets, and it is not allowed to be released without the authorization of the project manager. The relevant business information they come into contact with is sensitive to the government and shall not be released to the public without the authorization of the project manager. By default, project team members should consciously keep project-related information confidential.
Communication method
Formal procedures will be used to facilitate communication during the project. Communication methods include (but not limited to)
1. Report: mainly refers to the weekly project report. The Microsoft project manager will prepare the status report together with the customer project manager and distribute it to the customer and Microsoft project management personnel.
2. Ad hoc meetings or direct conversations: organize meetings to communicate as needed, or directly discuss with relevant personnel (not limited to project team members), and pay attention to recording the results of communication and discussion.
3. Telephone or teleconference: Telephone or teleconference is the main way to communicate with people in different places or involved in non-project implementation sites. This kind of telephone call or teleconference is regarded as the same as face-to-face meeting, and attention should be paid to recording communication and meeting results.
4. Fax: For important matters, customers or Microsoft can be notified by fax.
E-mail: E-mail can effectively improve communication efficiency and reduce project cost. This project regards e-mail communication records as having the same function as paper records.
6. Meeting: The project meeting must be held on time according to the specified frequency and time, and the meeting must be prepared in advance, and the host and recorder should be arranged. The meetings involved in this project mainly include (but not limited to).
A) Daily production meeting, summarizing the construction and production activities of the day, solving the problems encountered in the production process and putting forward the problems that need to be solved; Make the project participants clear about the objectives, scope of work, implementation methods and their respective roles and responsibilities of the next project.
B) Regular meeting of project supervision, comparing the actual completion with the weekly plan, summarizing the construction and production activities last week, finding out the factors that affect the construction and production period and progress, solving the problems encountered in the production process and putting forward the problems that need to be solved; C) Internal meetings of the project department, arranging meeting time, face-to-face meeting or telephone conference every month or according to the situation, analyzing the project status, and tracking the project problems, risks and dependencies. Put forward suggestions or solutions for the production activities of the project.
Communication rules
I. Internal reports
The internal reporting mechanism of the project can be divided into written report and oral report. The written report can be in the form of special report template or system feedback and e-mail. The special report template is a work contact sheet with a unified format.
E-mail is a general communication method, and most of the internal affairs of the project can be communicated, exchanged and reported by e-mail.
The members of the project team need to report the completion of the assigned tasks according to the actual situation, and the task report needs to report the implementation of the tasks to the corresponding responsible person in a timely manner through written reports and oral forms. Report objects are carried out from bottom to top according to the organizational structure of the project.
Second, the project notice and briefing
Some project-related briefings can be delivered to all project members in two ways. News related to major projects can be released through notices or briefings. For some unimportant news, all project members can be informed orally by the relevant person in charge.
Third, foreign exchange.
All external communication is the responsibility of the project manager. Other project members shall not have any direct communication (except demand investigation) and commitment with external personnel (including customers) unless authorized and assigned by the project manager.
Fourth, publicity.
Any information disclosure activities related to the project shall be initiated and responsible by the project manager, and other project members shall not, unless authorized and assigned by the project manager.
You have to engage in any public activities without authorization.
Verb (abbreviation of verb) external investigation
Any external investigation activities related to the project shall be initiated and responsible by the project manager. Other project members are not allowed to conduct any external investigation activities without authorization, including any written investigation and oral investigation (except demand investigation).
Zhong Jian Xinjiang Construction Engineering Group First Construction Engineering Co., Ltd.
Train tou dehui new world projects department
How to do a good job in project communication management plan 5 I. Basic situation of the project
Project name: Jiujiang University Admissions Office Taihe Middle School Enrollment
Project Manager: Peng Xiaoyan
Project members: Party A, Party B,
Producer: Peng Xiaoyan
Auditor: Huang Chaoyang.
Second, the communication plan
(A) Communication objectives
Communicate with school leaders and teachers, allow Jiujiang College Admissions Office to carry out Jiujiang College's related publicity in Taihe Middle School, assist Jiujiang College's related enrollment work in Taihe Middle School, enhance Jiujiang College's influence among students and teachers as much as possible, and strive for more students for Jiujiang College.
(B) the task of communication
1. Communicate with school leaders, allow and assist the Admissions Office of Jiujiang University to carry out relevant publicity and enrollment work in Taihe Middle School.
2. Communicate with teachers and communicate with students through teachers. Or in order to improve the publicity effect, you can coordinate with the teacher and take a short break to carry out publicity and strengthen the publicity effect.
3. Communicate with students, let them know about Jiujiang College, and be firm in their willingness to apply.
(3) Communication method, time/cycle requirements and specific person in charge.
1, formulate the annual enrollment publicity work plan, make enrollment publicity materials, and be responsible for publicizing the school enrollment plan and enrollment policy in newspapers, television, radio, internet and other media;
2, responsible for issuing school enrollment brochures, assist the employment department to make all kinds of short-term training enrollment brochures;
3. Responsible for the planning of enrollment advertisements, and take various effective forms to provide enrollment consulting services for candidates and parents;
4. Establish enrollment points in schools and carry out enrollment guidance;
5. Strive to establish a perfect enrollment network and do a good job in enrollment consultation;
6. Seriously summarize and analyze the experience of school enrollment every year;
7. Complete other tasks assigned by superiors and leaders.
(4) Budget and resource guarantee
(1) budget
Single person: fare: 56+56= 1 12.
Room and board: one day's board, seven days in 25 yuan 175 yuan.
Accommodation (three persons) in 50 yuan and seven days in 350 yuan. Other expenses: including inviting leaders to dinner and giving gifts, 1, 000 yuan. Total:112 * 7+175 * 7+350 = 2359 yuan.
(2) Resource guarantee
The school provides corresponding enrollment materials.
Schools should do a good job in the enrollment of TV, Internet and newspapers inside and outside the city, and provide corresponding fees.