Communications Matrix The following table identifies the communications requirements for this project. Communication Type Objective of Communication Medium Frequency Audience Owner Deliverable Format Kickoff Meeting Introduce the project team and the project. Review project objectives and management approach. Face to Face Once Project Sponsor Project Team Stakeholders Project Manager Agenda Meeting Minutes Soft copy archived on project SharePoint site and project web site Project Team Meetings Review status of the project with the team. Face to Face Conference Call Weekly Project Team Project Manager Agenda Meeting Minutes Project schedule Soft copy archived on project SharePoint site and project web site Technical Design Meetings Discuss and develop technical design solutions for the project. Face to Face As Needed Project Technical Staff Technical Lead Agenda Meeting Minutes Soft copy archived on project SharePoint site and project web site Monthly Project Status Meetings Report on the status of the project to management. Face to Face Conference Call Monthly PMO Project Manager Slide updates Project schedule Soft copy archived on project SharePoint site and project web site Project Status Reports Report the status of the project including activities, progress, costs and issues. Email Monthly Project Sponsor Project Team Stakeholders PMO Project Manager Project Status Report Project schedule Soft copy archived on project SharePoint site and project web site
Communication Flowchart Flowcharts provide a visual representation of a process or processes which often allow a better understanding of how the process is intended to work. Project communications may be extremely complex depending on the size and scope of the project and the number of stakeholders. A flowchart provides all stakeholders with a better understanding of the steps involved with the distribution of all project communications. The communication flowchart below was created to aid in project communication. This flowchart provides a framework for the project team to follow for this project. However, there may be occasions or situations which fall outside of the communication flowchart where additional clarification is necessary. In these situations the Project Manager is responsible for discussing the communication with the Project Sponsor and making a determination on how to proceed. Guidelines for Meetings Meeting Agenda Meeting Agenda will be distributed 5 business days in advance of the meeting. The Agenda should identify the presenter for each topic along with a time limit for that topic. The first item in the agenda should be a review of action items from the previous meeting. Meeting Minutes Meeting minutes will be distributed within 2 business days following the meeting. Meeting minutes will include the status of all from the agenda along with new action items and the Parking Lot list. Action Items Action Items are recorded in both the meeting agenda and minutes. Action items will include both the action item along with the owner of the action item. Meetings will start with a review of the status of all action items from previous meetings and end with a review of all new action items resulting from the meeting. The review of the new action items will include identifying the owner for each action item. Meeting Chair Person
model to provide a framework for escalating communication issues. The table below defines the priority levels, decision authorities, and timeframes for resolution. 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 Within 4 hours Priority 2 Medium impact to project or business operations which may result in some adverse impact to revenue and/or schedule. Project Sponsor Within one business day Priority 3 Slight impact may cause some minor scheduling difficulties with the project but no impact to business operations or revenue. Project Manager Within two business days 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 ** NOTE: Any communication including sensitive and/or confidential information will require escalation to VP level or higher for approval prior to external distribution. 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.