The basis of this communication plan is to ensure that there is smooth and streamlined communication between the project members and the stakeholders. This will ensure that timely information is passed to members to execute activities and attainment of goals. The objectives of this communication plan include increasing stakeholder awareness, improving team efficiency, productivity, team culture and behavior. The feedback measures and success criteria will consist of a meeting evaluation form, verbal feedback, retrospective open forums stakeholder engagement profiles to measure and assess the gap between each stakeholder’s current and target attitude. Any hostile confrontations and expectations will be handled through negotiations and mutual agreement to realize a unified decision for the progression and completion of the project.
The Simpson Project aims at improving the landscape and aesthetics of Springfield residential estate. The Flanders’s Green Organization’s mission and vision are to design and develop green artistic landscapes that provide a homely and healthy ambiance in residential and office spaces. For the Simpson project, the timeframe for design to end of execution is 3months.
Previous communication between project members and stakeholders has been through verbal communication in daily, weekly or monthly meetings. The most commonly used communication tools were telephone and email, as members may be engaged in project businesses at distant locations. These modes and means of communication have not been effective and efficient in ensuring timely communication of important information. Some members fail to make and return calls and emails or attend meetings due to engagements related to the business. Therefore, there is a need to review the effectiveness of communications and implement better formal communications planning to realize the desired outcome as a result of an effective and efficient communications planning process.
This situational analysis will aid in developing a basis for understanding the environment in which the communication plan is delivered. It will offer a mutual reference point for the planning process and prioritize project actions. The situational analysis for the Simpson Project will be accomplished through a SWOT analysis (Strengths, Weaknesses, Opportunities and Threats), which scrutinizes all characteristics relative to the success or outcome of the project. Additionally, this situation analysis will assist in identifying competencies within the organization in terms of satisfying the necessities of this communication plan before its development to implement the strategy.
The communications objectives to be achieved by executing this Communications Plan are Specific, Measurable, Actionable, Relevant and Timely (SMART) to realize efficiency, boost productivity and ensure successful project completion. The objectives include;
The communication guidelines set in this plan will assist in attaining the communication objectives list. The procedures that apply to the dissemination of communications messages within the project team and stakeholders are:
The Simpson project target audiences include:
The key messages to be communicated are critical to the success of the team. They include:
|Homer Simpson||[email protected]||908763||741 Evergreen Terrace|
|Marge Simpson||[email protected]||234547||Springfield|
|Bart Simpson||[email protected]||89007||Washington|
|Lisa Simpson||[email protected]||234789||Red Bark Lane
|Maggie Simpson||[email protected]||1345689||Springfield|
|Abe Simpson||[email protected]||0800911||742 Evergreen Terrace|
|Existing Communication Methods||More
|Host Community||-Operation safety
-Restoration and Rehabilitation Preparedness
-Educational activities and exhibitions
|-Solution to environmental rehabilitation and restoration
-Local socio-economic development
|-Press releases and conferences
|–Responsible operation (in conformity with set environmental rules)|
|Politics||-Project funding and sponsorship
|-Sustainable solution in maintaining and preserving restored areas|
-Meetings and presentations
Stakeholder Communication Plan
|Name||Meeting Day & Time||Frequency||Type of Communication||Media||Delivery
|Major Milestones||Meeting and presentation||Verbal and Visual||Extemporaneous|
|Daily||Teleconference||Verbal and Visual||Impromptu|
|Weekly||Email and telephone calls||Written and verbal||Impromptu|
|Major Milestones||Meetings and forums||Verbal and Visual||Extemporaneous|
|Major Milestones||Meetings and presentations||Verbal and Visual||Extemporaneous|
Communication Types for Stakeholders
Physical stakeholder meetings are the most frequently used type of communication mode for businesses, exclusively because they save time while disseminating information to many individuals. The ideal media for communicating the project’s information and communication message would be through PowerPoint, Prezi mapping software. Physical meetings with stakeholders avoid the chance of misinterpretation as any questions and clarification can be asked and addressed on the spot.
Not every stakeholder will respond to the presentation style equally; therefore, they can report their concerns in detail and with greater control by holding different types of meetings with stakeholders separately. Online panels such as Zoom and Skype, Teleconferencing and other online platforms have proven to be efficient, making everywhere an ideal place for a meeting. Using presentations and written texts, information can be easily communicated through digital devices in real-time, ensuring efficient and timely data reception.
Stakeholder Engagement Level and Risk Analysis
Stakeholders tend to have passive-aggressiveness where they can agree, point out unnecessary flaws or change project requirements at the next status meeting, or operate in silence and sabotage the project just because it represents a threat to their plan. Therefore, the best defense against negative perception is to run a risk stakeholder analysis. The analysis of risk and engagement will be based on the following parameters.
Key: C for the current level of engagement and D for the desired one.
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