This document outlines the communications management plan for a server installation project. It will utilize the Teambox program for communication between project team members, including daily status reports and mandatory daily meetings. Stakeholders can provide input through a dedicated message board. Any issues affecting scope, costs, timeline or quality will be escalated according to a defined priority system. The plan provides contact details for key roles, details standard formats and procedures for communication, and defines key terms.

1. COMMUNICATIONS MANAGEMENT PLAN
SERVER INSTALLATION PROJECT

2. TABLE OF CONTENTS
Introduction......................................................................................................................................2
Communications Management Approach........................................................................................2
Communications Management Constraints.....................................................................................2
Stakeholder Communication Requirements....................................................................................2
Project Team Directory....................................................................................................................2
Communication Methods and Technologies...................................................................................3
Communication Flowchart...............................................................................................................4
Communication Standards...............................................................................................................4
Communication Escalation Process.................................................................................................4
Glossary of Communication Terminology......................................................................................5
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3. INTRODUCTION
This communications plan will outline the guidelines for proper information distribution. All
communications that are project specific will be communicated through the Teambox project
management communication program. Any information that is needed will be defined here in
this communication management plan.
COMMUNICATIONS MANAGEMENT APPROACH
As listed above we will utilize Teambox for our communication needs. All important messages
will be sent to the project manager via e-mail immediately which includes any incident that will
affect the scope, cost, timeline, or quality of the work that is outside the previously defined
guidelines. We will utilize all aspects of the Teambox application; all daily reports will be posted
in on the message board by all other managers in all of the previously defined site locations for
the project manager to review. Daily communication between all managers will be conducted in
the message board area and all files will be shared through the built in file sharing. The managers
will manage their teams so that the only reporting to the PM will be by the single manager in site
location; managers will have their own team message boards so that they can communicate with
their teams.
Mandatory project status reports will be sent daily at 5:00pm and their will be a mandatory sign
on and discussion from 5:30pm to 6:30pm. All site location managers and the project manager
will be required to be signed in at that time.
COMMUNICATIONS MANAGEMENT CONSTRAINTS
Due to constraints on the budget there will be no required communication on the weekend or on
the off time. All computers issued by this company will be used for work purposes only and
social media will not be accessed through them.
STAKEHOLDER COMMUNICATION REQUIREMENTS
Stakeholders will communicate their interests through a message board set up that the can be
accessed by the project sponsor, program manager, project manager, and project stakeholders.
Every morning between the hours of 9:00am and 10:00am will be a required login to indicate the
current project status and for stakeholders to voice concerns or ask questions in regards to the
project.
PROJECT TEAM DIRECTORY
The following table presents contact information for all persons identified in this
communications management plan. The email addresses and phone numbers in this table will be
used to communicate with these people.
Role Name Title Organization/
Department
Email Phone
Project Sponsor A. Joe VP of
Technology
IT a.joe@abc.com (555) 555-
1212
Program
Manager
B. Jon PMO
Manager
PMO b.jon@abc.com (555) 555-
1313
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4. Project Manager C. Larry Project
Manager
PMO c.larry@abc.com (555) 555-
1414
Project
Stakeholders
See Stakeholder
Register
See
Stakeholder
Register
See
Stakeholder
Register
See Stakeholder
Register
See
Stakeholder
Register
Customer J. Doe XYZ Corp Manager IT J.Doe@xyz.com (615) 555-
8121
Project Team D. Henry Lead Tester Tester d.henry@abc.com (555) 555-
1515
Technical Lead E. Josh Lead Engineer Engineer e.josh@abc.com (555) 555-
1616
COMMUNICATION METHODS AND TECHNOLOGIES
As defined above we will utilize Teambox which has the ability to set up multiple message
boards, e-mail messages, file-sharing, image and video sharing, with a web interface and a
mobile application as well. This application will allow all involved personnel to communicate
effectively and allow the project manager to make informed decisions due to up to date
information at their fingertips.
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5. COMMUNICATION FLOWCHART
COMMUNICATION STANDARDS
All network diagrams will be created using Microsoft Visio and stored in the shared Network
Diagram folder with the file name standard being
(Location_Country_AuthorsName_BuildingArea.vso). As stated in the Communications
Methods the main form of communication will be message boards created for each of the
different groups with specified mandatory logon times. Under the folder named Blank Standard
Forms in the shared folder will be a standard report for filing out and posting to your specified
message board and there will be an emergency form for filling out an emergency email. There
will be other standardized forms in this folder as well.
COMMUNICATION ESCALATION PROCESS
Any situations that arise that affect the project scope, cost, timeframe, quality, or anything else
that will impact the project in any way will be reported to the project manager immediately via e-
mail correspondence using the standardized emergency_form in the shared Blank Standard
Forms folder. Once the e-mail is received the project manager will communicate with the
manager that has the issue to try and resolve it, and the project manager will contact the proper
authority if deemed necessary based on the table below.
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6. Priority Definition Decision
Authority
Timeframe for Resolution
Priority 1 Major impact to project or
business operations. If not
resolved quickly there will be a
significant adverse impact to
revenue and/or schedule.
Vice President
or higher
Project Manager Notified
Immediately
Within 4 hours Vice President or
Higher Notified
Priority 2 Medium impact to project or
business operations which may
result in some adverse impact to
revenue and/or schedule.
Project
Sponsor
Project Manager Contacted
Immediately
Within one business day Project
Sponsor Notified
Priority 3 Slight impact which may cause
some minor scheduling
difficulties with the project but
no impact to business operations
or revenue.
Project
Manager
Notified through the daily report
Priority 4 Insignificant impact to project
but there may be a better
solution.
Project
Manager
Work continues and any
recommendations are submitted
via the project change control
process and posted to the
designated message board
GLOSSARY OF COMMUNICATION TERMINOLOGY
Term Definition
Communication The effective sending and receiving of information. Ideally, the
information received should match the information sent. It is the
responsibility of the sender to ensure this takes place.
Stakeholder Individuals or groups involved in the project or whose interests may
be affected by the project’s execution or outcome.
Communications
Management Plan
Portion of the overall Project Management Plan which details how
project communications will be conducted, who will participate in
communications, frequency of communications, and methods of
communications.
Escalation The process which details how conflicts and issues will be passed
up the management chain for resolution as well as the timeframe to
achieve resolution.
Teambox Program specifically designed for managing large groups of people
during projects through the use of several different types of
communications and devices such as e-mail, message boards,
pictures, videos, file sharing, RSS feeds, web interface, and mobile
applications.
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7. SPONSOR ACCEPTANCE
Approved by the Project Sponsor:
Joe Schmoe 09/15/2015
___________________________________________ Date:____________________
Joe Schmoe
Project Manager
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