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Effective Project Communications webinar

Simplex-IT LLC

Thursday, August 20, 2015 from 2:00 PM to 2:30 PM (EDT)

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CommunicationsEffective Project Communications

Communication is critical when working on a project, but how do we best gauge how much is enough? Too much? In person or in writing? By groups or individuals?  Routinely scheduled or ad hoc? The answer depends on the size and nature of the project, the preference of the team, and organizational requirements. And all of this is determined as you create your communication plan.

Your project communication plan can be as simple or complex as you need. It’s purpose is to document how various information within a project will be communicated. Some common methods of communication you’ll see in communication plans are:

Project Reports: Probably the most important communication, reports are usually listed specifically by name. You’ll also want to document the recipients, the sender, and the schedule of delivery. Oftentimes we’ll set variances for reports as well. For example, a standard budget report might suffice, unless the budget exceed 10% of the plan, then perhaps we would want to also include a detailed budget report, and escalate the recipients.

Meeting Notes: You’ll want to determine how to best distribute meeting notes. Options might include saving a document to a shared folder, sending and email, or making an entry in a SharePoint site.

Contact Information: If you are working with a diverse team, especially those outside your organization, it’s great to get everyone’s contact information in one place.

Meeting plan: I like to document a plan for scheduled meetings in my communication plan. I’ll list who should attend, the nature of the meeting, and the options for participation. For example:

Meeting Cadence Attendees Options for attending
Working level meetings Weekly or as needed TBD In person or phone
Status meetings Bi-weekly Resources with active and upcoming tasks In person or Skype call
Project review Monthly Entire project team In person

 

Go to resources: I also like to list resources that are specifically responsible for certain things that might impact my project. For example, who should we talk to if we need elevated access rights? What about after hours supports, is there anyone available for that?

I typically like to have some conversations during the beginning of the project to determine what would work best, and then go over that plan before the project starts (or during if need be). Your communication plan doesn’t have to be formal. It’s purpose is to help document who needs to know what and when. Sometimes it’s as simple as emailing meeting notes and providing a weekly report. And sometimes it’ll be more involved. The most important thing to remember about communication plans is to customize them to meet the needs of the project. You don’t want to over communicate – your team will start to ignore your emails if they receive 50 a day. But not communicating enough can impact the project. So have some conversations about communications needs and preferences and you’ll set yourself up for an effective, well informed project team.

Join us on August 20th for the Project Management webinar on Project Communications. We’ll look at some of the reports available in MS Project and Project Web App and discuss getting the right information to each person on the project team.

We'll also give a free copy of Microsoft Office 2013, courtesy of Microsoft!

Simplex-PM is part of Simplex-IT, which is an award winning IT services organization located in Hudson, Ohio (between Cleveland and Akron).  Simplex-PM is aimed at Project Managers in the Small to Medium Business world, offering mentoring, training and support for organizations and people struggling to implement Project Management into their organization.  Simplex-PM is well-versed with Microsoft’s Project Suite, including Microsoft Project Online, Project Standard, Project Professional and Project through Office 365 and Project Server.


Have questions about Effective Project Communications webinar? Contact Simplex-IT LLC

When

Thursday, August 20, 2015 from 2:00 PM to 2:30 PM (EDT)


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Organizer

Simplex-IT LLC

Simplex-IT is: 

-IT solutions-

The experience of our Certified Network Engineers and Technicians, combined with our strategic partnerships, allows us the ability to competently evaluate all of your organization's IT needs. Our solutions are designed to reduce your costs, increase your revenue and mitigate your business risks through their productivity and efficiency enhancing benefits.

-Business Solutions/Managed Services-

Simplex-IT delivers proactive maintenance services through our flat-rate IT Support Service. Designed to reduce your costs, increase your profits and mitigate your business risks, we partner with you as your Virtual CIO and IT Department, allowing you to focus on running your business, not your technology.

-Disaster Recovery-

There is no reason a temporary setback should turn into a permanent failure - if you protect your organization before disaster strikes. The first step is to create a Disaster Recovery, or Business Continuity Plan. We can help you get started right away. We will put together a comprehensive plan for your entire organization

 

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