Urgent needs need fast and reliable mediums of communication. The project will require effective methods and means of communication to succeed. The project team will come up with the best mode of communication for every phase, its purpose; channel used as well the participants who will be involved in the communication channel. The stakeholders in need get to select the most appropriate means when the need comes. Purpose of communication Schedule Frequency Mechanism used Summoned by Participants Progress Update Every three days Hall meeting Project head\ Manager The project team Project Reviews Every two weeks Hall Meeting Project Manager Project committee Contracts Renewal As agreed Meeting Project director Project team Resources information Weekly Email Project Sponsor Project manager Emergency Issues As needed Phone calls Particular Project team
members Tracking and Status updates To increase the efficiency of the project, the project team proposes that standard methods of updating members on the project status such as tracking project methods will be used. This is to ensure that the stakeholders receive the relevant information about the project on time. Various tracking methods and status updating methods will be used for the completion of the project. Tracking Method Date CPI Trend SPI Trend Month 1 Month 2 Month 3
Notification Record Status update Received by Sign offs Week 1 Full Team Project Project sponsor and manager Week 2 Project manager Project manager Week 3 Project team Project manager Week 4 Project committee Project manager
Control Systems The project will use the check sheet as the main quality control tool. This will involve a pre-designed format for the data collected thus encouraging an organized collection and groups relevant data into the respective categories. The check sheet will be necessary to keep track of the various parameters of the project in progress. The check sheet will also track necessary events by factors such as the designed timeline, estimated costs and reasons for their respective inspection failure. Preliminary data will be observed before the check sheet gets developed. Mobile phones communication For urgent communication needs such as emergency meetings, mobile phones will be used as the most effective means of method. This is because the user can use them from any point of their concern to call for a meeting or offer urgently required directions. Mobile phones will also be used for financial transactions that do not require a visit to the bank. The procurement team on the other hand will also be using the mobile phones to order for resources that running out to prevent the project resources from wearing off untimely. Training for the staff members will equip them with customer service skills that will make the promotion effective. Additionally, the training is meant to equip the workforce on the ethical issues necessary in business such as integrity, honesty and respect.
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