Assessment14.docx - Activity 1A What information do you...

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Activity 1A What information do you need to form the basis for your communication planning? In order to develop the communication plan the following information is required: Business plan; Scope; Objectives; Deliverables; Resources needed; Timeline; Estimated cost/budget; Potential risks; Dependencies. Who are the stakeholders within your project from whom you need to obtain information prior to planning your communications strategy? Usually, Stakeholders can include: Clients; Employees; Directors; Shareholders; Investors; Creditors; Suppliers; Contractors; The community served by the organisation. What systems are in place for documenting this initial information within your organisation and who is responsible for each system? What is your role within the systems? The system for documenting the information is made in tree steps: gather the information, collate the information and then evaluate them. The responsible is the communication team. As a project manager, the role is ensure that all information gathered, collated and evaluated reflects the project needs.
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Activity 1B What delegated authorities within your project will determine the activities in your communication management plan? The following delegated authorities will determine the activities: Be conducted routinely or as changing circumstances dictate; Be done independently within broad guidance; Involve consultation with other project members, teams and internal stakeholders; Involve taking a lead role in a team where required; Involve the selection, use and supervision of appropriate communication- management methods and tools; Take into account internal organisational change and external environmental change. Through which methods might you report on aspects of your project to its stakeholders? Ideally the communication should be as visual as possible. Visual aids useful in the communicating process include: Diagrams; Tables; Graphs; Charts; Photographs; Video clips. Also, the types of communication include: RAG views (red, amber, green); Key performance indicators (KPIs); Project dashboards; Powerpoint presentation. What will you need to consider when developing your communication management plan? List of which team member is responsible for particular communication activities; Methods and protocols for communicating information that will be used ; Which stakeholders need what information and their responsibilities within the communication flow; When information is communicated – the frequency of regular forms of communication throughout the life of the project;
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How sensitive and confidential information is handled taking into account the Privacy Act 1988; Potential constraints affecting the flow of communication; The resources allocated to communication; Standard forms or templates for specific forms of communication; A procedure for channels of communication hierarchy;
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