Coffee Shop Communication Management Plan A. General Information: Prepared by: Robert C Williams III Date: 21 February 2014 Authorized by: Robert C Williams III Communication Management Plan Authorization Memorandum I have carefully assessed the Communications Plan for the Coffee Shop. This document has been completed in accordance with the requirements of the HUD Project Planning and Management (PPM) Life Cycle. MANAGEMENT CERTIFICATION - Please check the appropriate statement. · The document is accepted. · The document is accepted pending the changes noted. · The document is not accepted. We fully accept the content within this project plan activities and associated tasks. NAME DATE Business Project Manager ______________________________ _____________________ NAME DATE Project Sponsor _______________________________ _____________________ NAME DATE Investment Review Sub-Committee (if applicable) _______________________________ _____________________ NAME DATE Executive Investment Board (if applicable) _______________________________ _____________________ NAME DATE Technical Review Sub-Committee _______________________________ _____________________ NAME DATE Customer Care Committee (if applicable) _______________________________ _____________________ 1. The Purpose. The main purpose of this document is to explain the communications goals and strategies of the Coffee shop. These good strategies and goals are placed in-order to provide guidance in planning and measuring results of the current and future communications efforts. The coffee shops' Communication Management Plan defines the project’s structure and methods used in collecting, screening, formatting, and distributing project’s information. In addition, it outlines understanding between project teams about the required actions and processes needed to enhance the critical links among people, ideas, and information which are essential for the success of the project. The main objective of communication plan is to promote the success of a project through acquiring the information needed by the projects' stakeholders as well as to outline the goals and the objectives of the communications plan, hence to reach and inform each and every group in the project. Detailed planning for communications activities which identifies the organizational, material resources needed and the project's policy is necessary, hence for the success of the coffee shop, since if the project is unable to do so, then the management will not be able to secure required resources, coordinate efforts from other stakeholders as well as failure to report the project's activities and results to the intended stakeholders of the project. Communi.

1. Coffee Shop
Communication Management Plan
A. General Information:
Prepared by: Robert C Williams III
Date: 21 February 2014
Authorized by: Robert C Williams III
Communication Management Plan Authorization Memorandum
I have carefully assessed the Communications Plan for the
Coffee Shop. This document has been completed in accordance
with the requirements of the HUD Project Planning and
Management (PPM) Life Cycle.
MANAGEMENT CERTIFICATION - Please check the
appropriate statement.
· The document is accepted.
· The document is accepted pending the changes noted.
· The document is not accepted.
We fully accept the content within this project plan activities
and associated tasks.
NAME DATE
Business Project Manager
______________________________
_____________________
NAME DATE
Project Sponsor
_______________________________
_____________________
NAME DATE
Investment Review Sub-Committee (if applicable)
_______________________________
_____________________
NAME DATE
Executive Investment Board (if applicable)
_______________________________

2. _____________________
NAME DATE
Technical Review Sub-Committee
_______________________________
_____________________
NAME DATE
Customer Care Committee (if applicable)
_______________________________
_____________________
1. The Purpose.
The main purpose of this document is to explain the
communications goals and strategies of the Coffee shop. These
good strategies and goals are placed in-order to provide
guidance in planning and measuring results of the current and
future communications efforts.
The coffee shops' Communication Management Plan defines the
project’s structure and methods used in collecting, screening,
formatting, and distributing project’s information. In addition,
it outlines understanding between project teams about the
required actions and processes needed to enhance the critical
links among people, ideas, and information which are essential
for the success of the project.
The main objective of communication plan is to promote the
success of a project through acquiring the information needed
by the projects' stakeholders as well as to outline the goals and
the objectives of the communications plan, hence to reach and
inform each and every group in the project.
Detailed planning for communications activities which
identifies the organizational, material resources needed and the
project's policy is necessary, hence for the success of the coffee
shop, since if the project is unable to do so, then the
management will not be able to secure required resources,
coordinate efforts from other stakeholders as well as failure to
report the project's activities and results to the intended
stakeholders of the project.

3. Communications planning activities helps to identify the
appropriate level of communication for each stakeholder of the
project, the information needed to be distributed, in addition to
the frequency of communications. The vehicles of
communications are email, meetings and face to face are also
necessary in communication planning. Therefore insufficient
planning could result to failure in accomplishing the project
objectives, repetition of activities and also it can reduce the
confidence of stakeholder in regards to the project.
2. Background.
The main product for this project is Coffee. The Coffee Shop
project is planned to start by 18th of January 2014 and be
completed by 18th of February, 2014. Its' implementation time-
frame is structured to take utmost two months. In this town,
there is no Coffee Shop around, therefore, the idea of starting
this kind of business is great, since, we will be enjoying
monopoly powers here, we do not have any competitors around
hence, we can control the market as well capture a large market
share. The entry level is low as there are no forces affecting us,
hence, the starting cost or the financed needed to start this
business will be less. The market structure is good, the town in
which the business will be located has a population of 40,000
people, and therefore I believe there is a sufficient market for
the Coffee Shop. Our Purpose is to provide the customer with
the best quality and tasteful coffee, with an objective of
capturing more customers. The project’s success can be
achieved by making the Coffee Shop environment comfortable
and conducive to the customers, while ensuring that customers
are given quality coffee as required by the management. This
idea of a coffee shop is a project of its own.
Other deliverables (high level) to be implemented on this
project with time are;
· To open new branches,
· To diversify by offering different kind of pastries,
· Installation of Wi-Fi internet access where clients can get
access to the internet through their laptops and tablets.

4. · Lastly, to adopt a coffee culture where we will incorporate the
Italian coffee culture and the Starbucks model, of which
customers can relax as they enjoy their coffee.
Therefore, our objective as a company is to;
1. To provide different kinds of coffee pastries with great taste
and pocket friendly prices.
2. To extend the business into the neighboring towns within the
first year of operation.
3. To attract people of different cultures by incorporating their
cultures in the shops and striving for high quality coffee all the
time.
3. Situational Analysis. (SWOT Analysis)
On the implementation of the Coffee Shop projects, the major
Strength, Weaknesses, opportunities and threats we are faced
with includes;
3.1 Strength
The high-level project assumptions is that the people from
shopping malls, restaurants, workplaces and offices find the
coffee shop as the most preferred place for relaxation.
3.2 Weakness;
One of the main risks affecting the project is the financial risk,
due to the financial demands for starting the project, and the
need to bring more customers; it may encounter some losses
first before making profits.
3.3 Opportunities;
The boundaries of the project cover the provision of all
varieties and tastes of coffee, and all the facilities that make the
shop comfortable and worth going to. The other things like
snacks, which go a long with coffee, will also be included. The
rest of the hard foodstuff will be excluded. 3.4
Weakness;The major limiting factor to effect the high-level
project goal of making the shop the most preferred place for
relaxation is the high capital needed to install such facilities as
TV screens, internet access and state-of-art music system.
4. Stakeholder Identification and Analysis.
4.1. Stakeholder List.

5. All stakeholders are located in the same geographical locations.
Stakeholders Names/Title
Project Role.
Robert C Williams III- General Manager of the Coffee Shop.
Manage the entire project as well as take the responsibility of
allocating resources and approval of the time schedules for the
entire project.
James Smart- the Functional Manager
Supervise the operation activities, receive copies of the weekly
status report. Another responsibility is, on the sign-off and
acceptance of milestones.
Public Health officers
Responsible for checking the health related conditions for
producing the coffee.
Farmers/Suppliers
Their major role is to produce the coffee on their farms
Investors
Finance the project development, in addition to implementation
of capital intensive activities in the project.
Government
To ensure/satisfy that the business is legal, taxes are paid as
required and also to provide the Coffee Shop with appropriate
licenses.
Customers
To buy the product-coffee from the shop
5. Communication.
Vehicle
Target
Expected Action
Comm.
Class
Input Method
Output Method
Frequency

6. Responsible
Resources.
Project status report.
All team members of the project.
Individual Status
submitted every
Friday
Mandatory.
Status
Update Form
Combined
Status e-mailed every Monday
Weekly per
the
expected
Action.
Robert Williams-
Project status meeting
All team members of the project.
Inter-action.
Mandatory.
In person.
Meeting Notes
in Word formal
Weekly per
the
expected
action.

7. Robert Williams.
Executive
Status Update
Manager of the Coffee shop
Update project
status, escalation
of all risk issues
Mandatory
Formal
Status
Report
Template
Executive Summary.
Monthly.
Robert Williams.
Phase Review
Sign-off
The project lead
member.
Review
deliverable for the
phase
Mandatory
Phase
Review
Checklist
Phase Review
Report
After Four months per the expected action.
James Smart
6. Method for Updating the Communication Plan.

8. The communications plan will be updated when needs arise and
will be reviewed during the Executive Status Meeting monthly.
Any changes to the communication will be approved by the
General Manager of Coffee Shop. In addition, if there are any
changes to be made on the plan, then it will be discussed during
the weekly project team meetings and updated on the Project's
profile.
7. Initiating the Project.
There will be a weekly organizational release meeting that will
be held by the General manager. The team members will be
invited to attend the meeting in-order to review changes and
major events to the Company. The information gathered during
the meetings will be used in the project status meeting and
included as appropriate, in addition, during this meeting; the
manager will use the opportunity to address issues that will
have an impact on the business.
8. Escalation Process
The initial review of the risk will occur during the project status
meeting as gathered by the Issue Management Database report.
Therefore, the functional manager, James Smart will be
responsible to work on issues that will not have been resolved
during the weekly meetings. When an issue or risk is identified
in the Coffee shop, we will have to conduct a review and
provide a contingency plan to be passed during the executive
status meeting. Also in the event that an issue or risk arises and
is not resolved in a timely manner, it will be assigned to the
General Manager to act on it.
Project Priority
MatrixConstrainEnhanceAcceptScopeYesTimeYesBudgetYes
Risk Scoring TemplateDefined Conditions for Risk Management
AnalysisProject ObjectiveRelative or Numerical ScalesVery
Low - 1Low - 2Moderate - 3High - 4Very High -
5CostInsignificant Cost
Increase< 3% Cost Increase3-5% Cost Increase5-7% Cost
Increase> 7% Cost IncreaseTimeInsignificant Schedule

9. SlippageSchedule Slippage <5%Overall Project Slippage 5-
10%Overall Project Slippage 10-20%Overall Project Slippage
>20%ScopeScope Decrease Barely NoticableMinor Areas of
Scope AffectedMajor Areas of Scope AffectedScope Reduction
affecting business planCoffee Shop is unviableQualityQuality
Degradation Barely NoticableSome customer compliantsCust
dissatifaction increasesdaily sales reducingPoor sales.. Business
unviable
Risk Mgmt Analysis TemplateRisk Management Analysis
TEMPLATERISK
EVALUATIONRiskProbabilityCostScheduleScope QualityRisk
Score1Delay in Municpal License70%44117.02Delay in signing
of Lease deed for property for Coffee Shop50%44115.03Delay
in finalising Eqpt vendor30%34223.34Delay in finalsing Pastry
supplier20%41442.65Customer tastes for
Pastry20%21432.06WiFi Infra availability20%11131.27Labor
Unions10%42131.08WiFi Expenses10%41141.09Changes in Tax
structure10%51120.910Delay in getting addl Power sanction for
2 Coffee makers & Chiller for pastry5%35120.6
Risk Response TemplateRisk Response MatrixRisk
EventResponse*Contingency PlanTrigger Person
Responsible1Delay in signing of Lease deed for property for
Coffee ShopReduceRedo Lease with another landlordLease not
signed by mmddyyPM2Delay in finalising Eqpt
vendorAcceptLook for Temp License for Open air caféLicense
not rxd by mmddyyPM3Delay in finalsing Pastry
supplierTransferEvaluate another vendorVendor not finalised by
mmddyyPM4Customer tastes for PastryTransferEvaluate
another vendorVendor not finalised by mmddyyPM5WiFi Infra
availabilityReduceNegotiate with UnionStop workPM6Labor
UnionsTransferEvaluate another vendorVendor not finalised by
mmddyyPM7WiFi ExpensesAcceptOperate only 1 Coffe Maker
& ChillerSanction not rxd by mmddyyPM8Changes in Tax
structureTransferEducate customer on taxes & hence price
increaseBudgetary provisionsPM9Delay in getting addl Power
sanction for 2 Coffee makers & Chiller for pastryTransferLook

10. for more choicesCust feedback on pastry
flavoursPM100ReduceWiFi Usage tied to Coffee BillingHigh
usage of wifi but less coffee salesPM* = Eliminate, Mitigate,
Share, Transfer, Accept
V 2.0
Project Scope Statement
Project Name
Coffee Shop & More…
Project Number
Project Manager
Robert C Williams III
Prioritization
Owner(s)
Robert C Williams III
Statement of Work—Project Description and
Project Product
The mission of the project is to provide the customers with
coffee with the best quality and taste so that they not only keep
coming to the shop but also bring their friends hence capturing
large market share in town. The project is therefore inclined to
achieving the objectives of the company by making the
ambience of the shop comfortable for customers and always
ensuring that the customers get quality coffee. This idea of a
coffee shop is a project of its own. The project is going to
create coffee of great taste and great quality. Therefore, the
main product of the project is coffee. At a high level, some of
the things I plan to do are opening of new branches,

11. diversification by offering different kind of pastries, installation
of Wi-Fi internet access where clients can access internet
through their laptops and tablets and adoption of a coffee
culture where she incorporated the Italian coffee culture and the
Starbucks model where clients can relax as they take their
coffee. Therefore, the high level deliverables are opening of
other branches, provision of different pastries, and installation
of Wi-Fi internet access and incorporation of Italian coffee
culture.
Project DeliverablesAmong the project deliverables are opening
of new branches, diversification by offering different kind of
pastries, installation of Wi-Fi internet access where clients can
access internet through their laptops and tablets and adoption of
a coffee culture where I will incorporate the Italian coffee
culture and the Starbucks model where clients can relax as they
take their coffee
Project Objectives
To provide different kinds of coffee pastries with great taste
and pocket friendly prices.
To extend the business into the neighboring towns within the
first year of operation.
To attract people of different cultures by incorporating their
cultures in the shops and striving for high quality coffee all the
time.
Project Assumptions
The high-level project assumptions is that the people from
shopping malls, restaurants, workplaces and offices find the
coffee shop as the most preferred place for relaxation.
Project ConstraintsThe major limiting factor to effect the high-
level project goal of making the shop the most preferred place

12. for relaxation is the high capital needed to install such facilities
as TV screens, internet access and state-of-art music system.
Exclusions
The boundaries of the project cover the provision of all
varieties and tastes of coffee, and all the facilities that make the
shop comfortable and worth going to. The other things like
snacks, which go a long with coffee, will also be included. The
rest of the hard foodstuff will be excluded.
Acceptance Criteria Among the minimum success criteria are
meeting the best quality standards in terms of production and
taste and ensuring that the customers fill the shop to the
capacity all the times. High level of hygiene and cleanliness has
to be met in the shop by maintaining outstanding cleanliness all
the times.
Technical Requirements
Among the features of the product is high taste. The product
should also be natural, meaning that there should be no other
additives apart from sugar that is used for sweetening. It must
be served in very clean mugs all the time.
APPROVALSType NameSignatureDate
Project Manager Approval:
Robert C Williams III
Customer/Sponsor Approval:
_1451687880.doc

13. V 2.0
Project Name
Coffee Shop in a Small town with no existing coffee shop and a
population of 40,000 people
Project Number
1
Project Manager
Robert C Williams III
Prioritization
1
Owner(s)
Robert C Williams III
Start Date:
1/18/2014
Scheduled Completion Date:
2/18/2014
Mission/ Purpose
The mission of the project is to provide the customers with
coffee with the best quality and taste so that they not only keep
coming to the shop but also bring their friends hence capturing
large market share in town. The project is therefore inclined to
achieving the objectives of the company by making the
ambience of the shop comfortable for customers and always
ensuring that the customers get quality coffee. This idea of a
coffee shop is a project of its own.
SOW
The project is going to create coffee of great taste and great
quality. Therefore, the main product of the project is coffee. At

14. a high level, some of the things I plan to do are opening of new
branches, diversification by offering different kind of pastries,
installation of Wi-Fi internet access where clients can access
internet through their laptops and tablets and adoption of a
coffee culture where I will incorporate the Italian coffee culture
and the Starbucks model where clients can relax as they take
their coffee. Therefore, the high level deliverables are opening
of other branches, provision of different pastries, and
installation of Wi-Fi internet access and incorporation of Italian
coffee culture.
Objectives
Among the objectives of the company are:
To provide different kinds of coffee pastries with great taste
and pocket friendly prices.
To extend the business into the neighboring towns within the
first year of operation.
To attract people of different cultures by incorporating their
cultures in the shops and striving for high quality coffee all the
time.
Business NeedThere is a very good business reason for
executing this project. In terms of competition, the project has a
green light to start. This is because there are no other coffee
shops to compete with in the town. Therefore, the market entry
can be less demanding and less costly for the project. In terms
of availability of market, the business will be situated in a town
with a big population of 40000 people. Therefore, there is
sufficient market for the shop.
Project Manager and Stakeholders
I, Robert Williams being the founder of the coffee shop will
assume the leadership role. I will work with a number of

15. stakeholders. Among these stakeholders are the public health
officers, who will be responsible for checking the health-related
conditions for producing the coffee; the farmers, who will be
producing the coffee in their farms; the suppliers who will be
delivering the coffee from the farms to the shop and the
investors who will contribute in the implementation of capital
intensive activities in the project.
Milestones
Some of the key milestones dates in this project are the time the
coffee shop is opened, the time the coffee shop extends to
another town, and the time Wi-Fi internet is installed in the
shop.
Budget
Because the market entry is going to be less costly for the
project, the order-of-magnitude of the budget is going to be
small. This is because much of the budget will go into
implementing only the basic requirements like rent, electricity,
water, seats, tables, raw coffee, sugar, and cutlery.
User Acceptance Criteria/Quality
Among the minimum success criteria are meeting the best
quality standards in terms of production and taste and ensuring
that the customers fill the shop to the capacity all the times.
High level of hygiene and cleanliness has to be met in the shop
by maintaining outstanding cleanliness all the times.
High-Level Project Assumptions
The high-level project assumptions is that the people from
shopping malls, restaurants, workplaces and offices find the
coffee shop as the most preferred place for relaxation.
High-Level Project Constraints
The major limiting factor to effect the high-level project goal of
making the shop the most preferred place for relaxation is the

16. high capital needed to install such facilities as TV screens,
internet access and state-of-art music system.
Exclusions and Boundaries
The boundaries of the project cover the provision of all
varieties and tastes of coffee, and all the facilities that make the
shop comfortable and worth going to. The other things like
snacks, which go a long with coffee, will also be included. The
rest of the hard foodstuff will be excluded.
Major Risks
One of the main risks affecting the project is the financial risk.
Because of the financial demands for starting it, and the need to
bring more customers, it may encounter some losses first before
making profits.
KEY STAKEHOLDERS
Project Manager Authority Level
The owner and the chief executive officer of the company
Robert C Williams III
Project Core Team
Project manager, cashier, kitchen chef, and servers
Robert C Williams III
Subject Matter Experts (SMEs) (include company and channel
designations if applicable)
Public Health Officers and nutritionists.
N/A
APPROVALSType NameSignatureDate
Project Manager Approval:
Robert C Williams III
1/19/2014

17. Customer/Sponsor Approval:
_1451687918.doc