Communication, Collaboration, and Management Across Borders - Assignment Example

• Purpose and scope of the communication

            The purpose of this document is to define the communications goals and strategies of the Starbucks app project. These strategies and goals are aimed at providing guidance in planning and measuring the results of current and future communication efforts. In addition, this plan will outline the project’s structure and methods of collecting, formatting, screening, and distributing the project’s information.

            The overall objective of this communication plan is to promote the project’s success by meeting the information needs of project stakeholders. The intended audience of the Starbucks app project communication plan is the project manager, project sponsor, the project team, and any other stakeholders in the project.

2. Execution of the plan

2.1: Distribute information

The communication matrix below is used to outline details that concern the communication activities implemented during the Starbucks app project. The project matrix shows a communication plan strategy for the project manager, the project team, and other stakeholders of the project.

Name/Nature of Communication

From

To

Content Provided By

Type (Man/Mktg/Info)

Frequency

Format Used

Delivery Media

Comments

Sponsors

Urgent Issues

Program Manager, Program Director

Executive Sponsor, Program Sponsor

Program Manager, Project Managers, External Stakeholders

As needed

E-mail

The Program Manager will collect this issue and add an entry in the Issues Log.

Issues Updates/
Resolutions

Program Sponsor

Program Manager

Program Sponsor

As needed

Verbal updates, E-mail, Memos

The Program Manager will update the Issue and associated Log.

Status Report

Project Manager

Program Director

Project Managers

Mandatory

Monthly

Status Report form

E-mail or Shared Storage

Team Members

New Program Issues or Action Items

Program Manager, Project Managers and Team members, and other persons

Program Manager

Project Managers, Project Team Members, and other persons

(1) Weekly

(2) As required (via Stakeholder Meeting minutes)

3) As needed (via Program Manager)

(1)    Project Status Report form

(2) Stakeholder Meeting Minutes document

(3) Standard Issue or Action Item Submission form by Program Manager

(1) E-mail

(2) Memo.

(3) Meeting Minutes with the Program Manager.

In case of new issues arise as a result of the project status report, the project manager will update the team on the new developments during the subsequent meetings. 

Issue Items Status / Updates / Resolution

Program Manager, Project Managers

Program Manager

Program Manager, Project Managers, Project Team Members

(1) Weekly (via the Project Status Report)

(2) As needed

(1) Project Status Report form

(2) Lotus Notes “Response” form

(1) E-mail

(2) Lotus Notes Issues/Action databases

Change Requests

Project Managers

Program Manager

Project Managers

Mandatory

As needed

Standard Change Request form

E-mail

The changes, as discussed on the weekly program status will be submitted to the program manager.

Project Status Reports

Project Managers

Program Manager

Project Managers and Team Members

Weekly (by Tuesday noon)

Standard Status Form

E-mail

These reports will act as inputs for discussion at the weekly Program Status Meeting

Stakeholders

New Issues/Action Items

Stakeholders

Program Manager

Stakeholders

Bi-Weekly

Discussions during a bi-weekly stakeholders' meeting

Issues/Action Items section of meeting minutes

Issues/Action Items Status/Updates/Resolutions

Program Manager

Stakeholders

Program Manager, Project Managers, Team Members

Bi-Weekly

Program Management update during a stakeholders meeting.

Stakeholders Meeting

The program manager will update the stakeholders on the progress of the project.

Source: (Binder, 2007).

3. Monitor and Control

3.1: Report Performance

            The project manager will be responsible for the ultimate success of the project. In this regard, he/she oversees all the activities of the project. However, the program manager will be tasked with the responsibility of ensuring that the communication plan is well monitored, controlled, and well executed. He/she has to ensure that the communication plan extensively explains the effective communication channels and activities during the project. He reports any setbacks and progress of the communication channel. The program manager will report to the project manager (Binder, 2007).

            3.2: Manage stakeholders

The following constitute the stakeholders of the Starbucks app project.

The project sponsor: This is the champion of the Starbucks app project and is responsible for funding the project hence its success.

Program manager: the program manager oversees the activities of the Starbucks app at the portfolio level. In this regard, the project manager is responsible for the overall program costs and profitability of the Starbucks app project (Binder, 2007).

Project manager: the program manager is responsible for the overall execution of the Starbucks app project. The project manager will be responsible for the daily resources of the project. In addition, the project manager will provide guidance and monitor and report on Starbucks app project metrics as outlined in the Project Management Plan (Binder, 2007).

Project Team: the project team will offer the technical aspect of the project. They are responsible for the completion and execution of the project’s framework.

Stakeholders: these are the individuals or organizations who have an interest in the Starbucks app project and whose actions impact the progress and success of the Starbucks app project (Binder, 2007).