PRINCETON PROJECT METHODOLOGY -- PROJECT COMMUNICATION PLAN (rev.

10/03/03) A well planned project has a well planned Communication strategy. The following are guidelines and options when creating a Project Communication Plan. Wh !
Initiation Meeting $istri%ute Project Initiation Plan

Wh"/T r#e!
All stakeholders* All stakeholders*

P$r%"&e
Gather information for Initiation Plan $istri%ute Plan to alert stakeholders of project scope and to gain %uy in.

Whe'/(re)$e'*+
I!"T #efore Project "tart $ate #efore &ick 'ff Meeting #efore Project "tart $ate

T+%e/Me!h",(&)
Meeting $ocument distri%uted (ia hardcopy or electronically. May %e posted on project we%site or 'IT #lack%oard site. PPM Templates) Project "napshot or *+ite, Initiation Plan Meeting

Project &ick 'ff

All stakeholders*

"tatus !eports

All stakeholders and Project 'ffice

Communicate plans and stakeholder roles-responsi%ilities. .ncourage communication among stakeholders. /pdate stakeholders on progress of the project.

At or near Project "tart $ate

!egularly "cheduled. Monthly is recommended for large-midsi0e projects. !egularly "cheduled. 5eekly is recommended for entire team. 5eekly or %i1 weekly for su%1teams as appropriate.

Team Meetings

Project Ad(isory Group Meetings 3this may apply only to larger projects4 "ponsor Meetings

.ntire Project Team. Indi(idual meetings for su%1 teams2 technical team2 and unctional teams as appropriate. Project Ad(isory Group and Project Manager "ponsor3s4 and Project Manager

To re(iew detailed plans 3tasks2 assignments2 and action items4.

$istri%ute electronically and post (ia we%-'IT #lack%oard site. PPM Template) "tatus !eport Meeting PPM Template) $etailed Plan

/pdate Project Ad(isory Group on status and discuss critical issues. 5ork through issues and change re6uests here %efore escalating to the "ponsor3s4. /pdate "ponsor3s4 on status and discuss critical issues. "eek appro(al for changes to Project Plan.

!egularly "cheduled. Monthly is recommended.

Meeting

!egularly scheduled !ecommended %iweekly or monthly and also as needed when issues cannot %e resol(ed or changes need to %e made to Project Plan.

Meeting

Wh !
.7ecuti(e "ponsor Meetings 3this may apply only to larger projects4 PP' Audit-!e(iew

Wh"/T r#e!
.7ecuti(e "ponsor3s4 and Project Manager

P$r%"&e
/pdate "ponsor3s4 on status and discuss critical issues. "eek appro(al for changes to Project Plan. !e(iew status reports2 issues2 and risks. To identify and communicate potential risks and issues that may effect the schedule2 %udget2 or deli(era%les. Identify impro(ement plans2 lessons learned2 what worked and what could ha(e gone %etter. !e(iew accomplishments. !e(iew o(erall health of the project and highlight areas that need action. To update e7ternal groups to promote communication a create awareness of project interdependencies.

Whe'/(re)$e'*+
8ot regularly scheduled. As needed when issues cannot %e resol(ed or changes need to %e made to Project Plan. Monthly "cheduled %y the Project 'ffice

T+%e/Me!h",(&)
Meeting

Post Project !e(iew

Project 'ffice2 Project Manager2 select stakeholders2 and possi%ly "ponsor3s4 if necessary. Project 'ffice2 Project Manager2 key stakeholders2 and sponsor3s4. Project 'ffice2 Project Manager2 and key stakeholders. .7amples) PMT 3Project Managers Team42 'IT +eadership Group2 AI" 9uarterly !e(iew2 AMG 3Academic Managers Group42 etc. A++ 'IT and 'IT Project Team Mem%ers.

Meeting-!eport Project 'ffice will produce report using their template.

.nd of Project or end of major phase

Meeting-!eport Project 'ffice will produce report. Meeting-!eport Project 'ffice will produce report using internal template. Presentation-$emonstrati on

9uarterly Project !e(iew Presentations to "pecial Interest Groups

9uarterly depending on si0e and criticality of the project. "cheduled %y the Project 'ffice. At project milestones so as to communicate with other interested parties of changes that will %e introduced outside of the Project Team.

'IT #lack%oard "ite

Central location to house "tatus !eports2 meeting minutes2 Project description2 and Project Plan. or any communications that can %e shared with all 'IT staff.

/pdate monthly with "tatus !eports: otherwise2 as necessary.

.lectronic Communications ;enue

Wh !
Periodic $emos and Target Presentations

Wh"/T r#e!
"pecific ocus Groups or .nd /sers. .7amples) AMG 3Academic Managers Group42 "tudents2 Power /sers2 <elp $esk2 $ept Mgrs.2 etc. To %e determined %y the Project Team

P$r%"&e
To gain input from special groups and keep them a%reast of the Project=s status.

Whe'/(re)$e'*+
'nce product has enough to *show,. As you complete critical phases or make major enhancements.

T+%e/Me!h",(&)
Presentation-$iscussion

'ther>

PA52 P5#2 +unch n +earns2 email lists2 P/ home page announcements2 etc. *Princeton Project Methodology 3PPM4 descri%es stakeholders as) *>any person or group who has a (ested interest in the success of the project2 i.e. either pro(ides ser(ices to the project2 or recei(es ser(ices from the project. A key stakeholder is defined as) A person whose support is critical to the project if the support of a key stakeholder were to be withdrawn, the project would fail. ,

General communications

As needed