The communication plan in project management is an important document that describes all communication in the project.
Project communication can be planned by describing not only stakeholders and their contacts, but also all strategic topics concerning the project team, stakeholders, and external vendors and subcontractors. Reference: “Communication process in management“, https://www.mmrls.org/communication-process-in-management/
Content of Project Communication plan
The most important thing is the methodology of how the project manager communicates with internal teams and in general, with the teams he works with, with subcontractors, with suppliers, with the contracting company, etc. Reference: “Communications plan example for project managers“, https://mpmu.org/communications-plan-example-for-project-managers/ And by most important I mean that this communication will be the most frequent (daily) and therefore the most important. Of course, it is important that if a director wants to receive information on the implementation of the project, he can receive it on time and that it is comprehensive. But my idea is that this will not happen very often and in general it will be determined when these updates happen. It is much more likely that the project manager will seek communication with senior management than the other way around.
If I have to determine how the communication happens, I would set up regular meetings with the management in the calendar, so that it is convenient for them and me. I can always email them if needed. With subcontractors and suppliers, it would be best to communicate over the phone as I cannot say how often I will need to contact them and regular set meetings will not be the best course of action. My communication with the contractor should again be strictly defined in meetings, which will probably be at least 1 time (and maybe even more times) a week.
To avoid the unpleasant scenarios (these scenarios should be talked about and discussed in a meeting at the very beginning), which are given as examples in the module, I suggest the following preventive measures:
Employees leave
This is a factor that can never be reduced to 0 and will always exist. What can be done is to work towards minimization. The easiest way is to make the employees happy. I think the word is exactly happy. For this, pay plays a major role (after all, everyone works for money), but it does not end the topic. Sometimes a person may leave because they don’t get along with their manager or director (and it has nothing to do with money or happiness).
But what I think is that for people not to think about leaving, the most important thing is that the pay is at a level (something that, unfortunately, in Europe is more or less easy to achieve, because 99% of people do not value work si and everyone is ready to work for USD 2000 no matter what it is, I do not include the programmers in this number, they are also paid much worse than in white countries, but against the background of the rest of the people, they can still live quite comfortably). Next, there must be “peace and understanding” in the work team – that everyone feels valued and appreciated, and that these things are witnessed/appreciated by management.
Regular salary increases are also mandatory, they may be small, but they should be 1-2 times a year. I know people who haven’t moved on pay for over 10 years – that’s not normal.
Employees are dissatisfied
Here, in my opinion, there is no panacea, and there will probably always be disgruntled (in one way or another) employees. For employees to be motivated and to be less dissatisfied, direct team leaders would mostly help. Their guidance, the motivation they can give to their subordinates and of course, the ability to help in a given situation would be of immense importance. It is especially important that people in lower positions feel supported and protected by their direct managers, thus they would be less likely to be dissatisfied.
The customer is dissatisfied
For a customer to be unhappy, there probably has to be a reason. The goal of the project manager is to lead the implementation of the project in such a way that there is no dissatisfaction on the part of the client. Of course, here again, the scenarios are endless. However, I think that if the deadlines, quality, and budget (pre-set) are strictly adhered to, it would be very difficult for the client to express any dissatisfaction. Also, if things are fine on the contractor’s side (i.e. our side) and there is still dissatisfaction for some reason, it is probably best to take the matter to the level of Directors and (Vice) Presidents and Owners.
Directors are unhappy
Again, I’d guess that to get here someone didn’t do their work as well as humans. Otherwise, it is difficult to create dissatisfaction just like that. The possibilities are many and probably if the dissatisfaction is not directed by the Directors to the project manager it would be good to resolve such issues at the level of Directors and above.
Agencies and outside organizations put you in an uncomfortable situation
This is again perfectly normal to happen all the time. The only solution that I could give to the prima vista is that for the implementation of each actvity, we should have a readiness for a second company/company. If a certain company (for example, 3D design) is late with the implementation, they should owe a penalty and we should sign a contract with another competing company executor. I know it’s not that simple and switching from one contractor to another (for the same thing) often results in extra costs and more delays.
But in the end, it is good to discuss this with directors and interested parties, because if a company delays the implementation of the project, it should be weighed, which is the more reasonable and good action – to stay with this company and work with delay or seek an alternative.
Suppliers suspend deliveries for an indefinite period
This is certainly not good, but it is one of the easier cases to solve. The items will simply be shipped by another company (to be able to afford it, it’s good that the payment is done at the end, otherwise we will register losses that nobody will be happy about).
Strategy and themes
Transparency is very important, but it cannot be infinite. However, we are performing a project for another company and our subcontractors or suppliers do not need to know what we are doing. By transparency, I mean the relationship between the contracting company and us (the contractor company) – this is still not entirely our decision, but how we will deal with the performance of the activity, compliance with deadlines, etc. Transparency within our company is also important. Important details and items that can be communicated by team leaders to the people on those teams are good to communicate. Reference: “Communication strategy in project management“, https://ossalumni.org/communication-strategy-in-project-management/ Thus, individuals will feel important and empathetic to the cause and will certainly feel more motivated and happy, and as we have already discussed, happy people do not leave.
I would certainly like to talk about the difficult and difficult scenarios, what to do when such a situation arises, and what and how to communicate it to the contractor. To what extent would my powers extend and from where would communication at a higher level continue in the event of such a situation?
I would suggest to management that if they have any important topics and things they want to communicate with me, they do so at the outset to set the right expectations and boundaries. I would clearly emphasize that I am a person who can be relied on and I would work hard and with a clear position for the implementation of the project. However, I am not a magician, and even if I have good suggestions and ideas, it is good that they are supported by the Directors. In this way, I want to have bilateral relations of understanding and mutual assistance. Reference: “How to Create a Project Management Communication Plan“, https://www.islandjournal.net/how-to-create-a-project-management-communication-plan-example-template/
Last but not least, the documents we should prepare regarding the communication plan for our washing machine. In my opinion, it is good to have a constructed communication plan that is different (but strictly mentioned) for each company/company/supplier/contractor and that this is clearly described in the communication plan. I will communicate with most of these countries, but when necessary, senior management will also be involved. How the communication will happen (preferences, frequency, exceptions) is good to describe, to have it in black and white and for everyone to know.
