Dr. Simon mentioned that the communications management plan is perhaps the most important part of the DDP. The communications management plan organizes and documents the various forms of communications and it was discussed that it mentions how to go above someone. I have not encountered this type of document in my experience thus far but I can recognize why this document is important as it lays out a foundation for communication which is vital for a project.
Do you agree that this is the most important document and how does your company lay out thee expectations of communication in this document?
As with any project in a team setting, communication is one of the most important, if not the most important, skills needed for success. The more people that are involved in the same goal means more ideas and that can lead to more chaos if there is not a plan and effective communication in place. Having direct and clear communication from the project leader to all the members working on it will help streamline ideas and reach deadlines since everyone will be on the same page and will be working together in order to reach that goal. The communications management plan is a document that will help outline what I have just stated above and I do agree that it is the most important document when it comes to a project. Communication can make the biggest difference between groups working together and creating a great result and groups working independently from each other and not ending up with one cohesive final product. A company can lay out these expectations by really analyzing and seeing what will work effectively on the given project. These expectations can depend on the team size, the project complexity, and even the project managers themselves. The overall goal is to have an effective communication plan and the communications management plan document should be able to clearly outline this.
I have not had to deal with such a type of document, however, I could see the importance of such a document. When a large project has many moving parts and communication channels, a document that lays out how to communicate can be beneficial so that everyone is on the same page on how to interact with the rest of the project. Because everyone has their own way of trying to reach out to someone, having a set guideline can help ease confusion between teammates and foster better communication. Because of this, I believe that it is one of the most important docuemnt for a teamsize that is compartively large and would require many forms of communications that are not standardized. By being able to reach someone effectively , less time is spent on trying to figure out who to go to and what to do, and more time is spent being productive rather than being spent on logistics.
I have not worked in the industry, but I have a colleague who works in a different industry, but his job is basically to be the "walking communications document". He manages communications at a construction job site, and his role (besides inspecting to see if work is being done and checking for mistakes) is to provide a bridge of communication between certain hired contractors and the company. Different parties get hired, and all need to be in contact with the company for payment, contracts, and what work needs to be done. My friend is that point of reference for every person (both ways of contact between contractor and employer/company). He is the focal point of communication on the entire job site. This is important because it allows communication of ideas and necessities in the job site. Kudos to my friend, because its no easy task having many angry people trying to communicate their feelings through him (he gets very stressed, and people take it out on him to get their point across).
Translating this knowledge to a paper, I still feel like this focal point allows a common communication path to be established, where everyone knows where to go with their problems, ideas, etc. This is an imperative document in any company to make sure everyone is on the same page, which could help in the progression of the company's project.
The communications management portion of a DDP is the most significant because of how it outlines communication amongst everyone in the project as well as “higher up’s”. This structure assists in how to spread around information, who to properly send it around to, and the order it should be sent around. Without this organization, people would be left out from important information and it would leave gaps, hence this could lead to not meeting deadlines or meeting small milestones.
The colleague of the speaker manages communication at a construction site, acting as a bridge between contractors and the company. This person serves as a central point of contact for all parties involved and is essential for effective communication and coordination. The speaker believes that having a focal point for communication is crucial in any company to ensure everyone is on the same page and progressing the project.
The communication management plan is a must I would say. It helps to keep track of what is going on with the project in every aspect. In my company, we don't have a document stipulating how we communicate per se, but pre-scheduled meetings are done, to discuss the project's progress. It is very important to be informed every step of the way since we need to know if what we have is going on the right path or if we need to make modifications that can make the project a success. Everyone needs to be on the same page, so the overall project doesn't get affected by miscommunication or misunderstanding.
The Communications Management Plan is a crucial document that outlines how project communication will be managed, who will be responsible for it, what channels will be used, and how stakeholders will be engaged throughout the project's lifecycle. Effective communication is fundamental to the success of any project, and the Communications Management Plan helps ensure that all stakeholders are informed, involved, and engaged in the project's progress. While some may argue that other documents such as the project charter, scope statement, or risk management plan are more critical, it's worth noting that communication failure is one of the leading causes of project failure. Therefore, having a well-defined Communications Management Plan can help mitigate risks and improve project outcomes. Regarding your second question, companies can have different ways of laying out the expectations of communication in this document. Some may include a communication matrix that outlines who needs to receive what information, how often, and in what format. Others may specify the tone and style of communication, including the language to be used, and the appropriate level of detail for different stakeholders. Ultimately, the Communications Management Plan should be tailored to the needs of the project and the stakeholders involved.