Project Communications Management
Communications Planning & Distribution
Figure 11 contains a partial list of key project documents that have to be distributed during the project. It is a good idea to decide who should and wants to receive what documentation at the beginning of the planning stage in order to avoid complaints from people who needed to receive the documentation but were not notified. By the same token senior managers may request to be excluded from the meeting minutes mailing list and be sent status reports instead.
Document |
Distributed To |
Frequency |
Project Charter |
All project stakeholders |
Once before the sign-off.
Posted on the intranet afterwards |
|
Project
Plan |
All project stakeholders |
Once before the sign-off.
Every time a significant change is made to it.
Posted on the intranet afterwards |
Meeting Minutes |
Project team, other stakeholders based on individual requests |
Weekly.
Posted on the intranet afterwards |
Status Reports |
Customers, senior management |
Bi-weekly.
Posted on the intranet afterwards |
Lessons Learned |
All project stakeholders |
Once.
Posted on the intranet afterwards |
Change Requests |
Change control committee, project team |
As needed.
Posted on the intranet afterwards |
Figure 11: Project Meetings and Meeting Minutes
Describe how often the project's status meeting will be conducted and when. For example:
"Project status team meetings will be held weekly on Wednesdays at 2:30 pm".
Also, specify how the meeting minutes will be created, who will be responsible for writing them and how they will be distributed and stored. For example:
"Project status team meetings will be held weekly. Project manager will be responsible for keeping proper meeting minutes and publishing them within 24 hours after the project meeting. Also, all project stakeholders shall be e-mailed meeting minutes upon their requests."
Project Documentation
Include a reference to the project documentation locations. For instance:
"All project documentation related to this project will be kept in the following folder: F:/Projects/Project ABC"
It is highly recommended that you include an "Overview" statement describing the overall purpose of the document, especially for those stakeholders who are not very proficient in the area of project management.
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Project Procurement Management
