Project Management DB assignment - Essay Example

Project Management Discussion Board Assignment Given that one’s project planning activities for an assigned project to be managed is in the process of being completed. The remaining component is the communication plan that is needed to be presented to the project sponsor at the end of the week. Using the library, the necessary components of an effective project communication plan is thereby determined. The discourse would hereby provide a 2-paragraph description of the critical audiences that must be included in the communication plan.

After which, from three of those audiences identified, the following questions for each audience would be addressed: • What information must be shared with this audience? • What is the mechanism you will use for each type of information? • What is the frequency with which you must share information? • What will you do if the communications are not proving to be effective? • What technology will you use for your communication? • At what point could communication about the project become an ethical or legal issue?

Project Management Discussion Board Assignment Critical Audiences to be Included in Communication Plan After having identified the objectives and goals of the project, relaying and communicating the plan to an audience is crucial for its success. Since the project plan would be presented to the (1) project sponsor, as the ultimate identified audience, one would potentially prepare to include other audiences in terms of the following: (2) management; (3) colleagues or employees (part of the project); (3) third party or external audiences.

For the project sponsor, the appropriate description therefore, includes the following characteristics: (1) knowledgeable of pertinent aspects relative to the comprehensive details of the project; (2) assumes “final and executory authority to set priorities, approve project scope, and settle company-wide issues in respect of design and implementation of the project from a contractual perspective” (de Kock, 2008); and (3) provides financial funds for the project. For the management team, the promoter of the project, from planning to implementation, would be actively involved to address any issues to be sought by the sponsor.

Colleagues or project members would also be present to specifically answer intricate details related to the project. Finally, external audiences or third party members, like advertisers or media practitioners could be invited or be present to provide expert and objective opinions and comments, as deemed necessary. To address the identified questions, the following details the responses: Project Sponsor Comprehensive and detailed information must be provided to the project sponsor, since they are identified as the provider of budget and the final authority for the design and implementation of the project.

A formal report and meeting should be presented to give the pertinent details and enable them to give feedback and inquiries at the earliest possible time, and enable project implementers to address any issues immediately. The initial project presentation would provide the most crucial details necessary for the sponsor to either approve or ask for any revisions to be made on the project. Subsequently, regular monthly reports must be provided to present periodic progress, as requested: either through provision of formal reports in hard copies, duplicate copies through secured official email addresses or through scheduling future regular meetings in the appointed offices.

Ethical issues and concerns require adherence to transparency and the need to comply with standards consistent with corporate responsibility and governance. Management The same comprehensive information would be provided to management, as parallel to that given to the project sponsor. All other information and communication details are analogous as management should be present when communicating with the project sponsor. All media forms and ethical issues are hereby applicable. Colleagues or Project Members Depending on the roles and responsibilities of project members, information and communication are provided on a need-to-know basis.

Confidential details pertaining to funds and security need not be disseminated to all project members who are not involved in these aspects. Third Party or External Audiences Only abstracts or project summaries must be provided. Confidential information relating to budget details and the intricate information from planning to implementation should not be disclosed for security reasons. Reference de Kock, P. (May 18, 2008). Role Description for Project Sponsor. Retrieved from http://it.toolbox.

com/blogs/ocm-lessons/role-description-for-project-sponsor-24745