In a project, there is a need for a communication management plan to ensure that all stages of the project are completed and that the reporting of a phase of the plan has been adequately done to the stakeholders involved. So, a good communication plan will include communication analysis requirements, communication methods and models, a communication matrix, a status report, and a change control plan, which are discussed in the following headings, and we will follow an example of a restaurant project plan regarding communication management.
Communication Requirement Analysis
Every communication plan is prepared to address some individual or group requirements. So, analysis is necessary in this regard. So, the following requirements are to be addressed by the company regarding communications:
- The sender’s requirements are correctly met.
- The requirements of the receiver are correctly met.
- The right kind of communication channel has been used.
So, in light of the above three communication requirements, a restaurant project will have to set its requirements, which are exhibited in the following table.
| Communication Requirement | Stakeholder | Medium |
| Customer Queries | Sales Department | Letter/Email/Social Media |
| Supplier Orders | Procurement | Letter/Email/Social Media |
| Disputes Management | CRM | Letter/Email/Social Media |
Communication Methods and Models
An organization’s Communication methods can be either downward, upward, lateral, or horizontal, depending on the message’s nature, so one should be concerned about the communication methodology being applied and used in the process.
Communication Matrix
The communication matrix used for this purpose is as follows and prepared in the context of a restaurant.
| STAKEHOLDER | METHOD | REASONING | FREQUENCY | SENDER | MASSAGE | FEEDBACK/ DUE DATE |
| Customer | Letter/Email/Social Media | To respond to customer queries. | As per the communication pattern | Letter/Email/Social Media | What is the message | Requirement & deadline |
| Manager | Letter/Email/Social Media | To communicate with employees. | As per the communication pattern | Letter/Email/Social Media | What is the message | Requirement & deadline |
| Accountant | Letter/Email/Social Media | To calculate the profits of the business. | As per the communication pattern | Letter/Email/Social Media | What is the message | Requirement & deadline |
Status Report
The status report will explain the project’s progress from the start till the end and highlight the project’s milestones. So, the major component of a status report will include:
| Component | Description |
| Introduction | This part will include a formal briefing of the project and its importance. |
| Status of Project | It will explain what the speed of a project is. |
| Milestones | The parts of the project which have been completed. |
| Lessons Learnt | The bottlenecks that have been faced in this process. |
| Conclusion | A favorable end to the project communication plan. |
Change Control Plan
The change control plan will highlight the changes required in the change management process. So, a change control plan has the following format:
| Change Requested By | Change Requested | Request Date | Reviewed By | Priority | Impact |
| The person is asking for change. | The nature of the change to be made. | The date on which request is placed. | The manager is reviewing it. | High/Medium/Low | High/Medium/Low |
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