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4. Adding Stakeholders to the PMIS > Project Communications Plan
Creating the project communications plan is an important step in sound project planning. This plan facilitates effective and efficient communications with all project stakeholders, describing how project communications will occur while project work is being done. A good communications plan generally includes the following elements:
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Communication objectives
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Targeted project stakeholders
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Key communications format and content
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Communication methods and frequency
Why is having a project communications plan necessary? Because part of setting up a PMIS is defining who has access to that PMIS and the level of access that they can have. Table 4-1 summarizes the communication needs of the SharePoint Dojo project.
Table 4-1. SharePoint Dojo project communications requirements
|
Stakeholder |
Project information requirements |
|---|---|
|
Chief executive officer | |
|
Chief financial officer |
Access to project budget information, and the ability to review and update any change to project finances |
|
Chief compliance officer |
Ability to monitor project process compliance, as well as to review and update project risks |
|
Program manager |
Ability to review project tasks, milestones, and risks |
|
Other project managers |
Ability to review and update project information from other teams to share lessons learned and satisfy continuous improvement process |
Knowing which pieces of information are required by different stakeholders will help you create appropriate levels of information access and appropriate methods of delivery. For example, you wouldn’t expect the CEO to regularly check the PMIS for updates; he wants the updates sent via email on a regularly scheduled basis. You can configure the PMIS to send the relevant updates automatically. Wouldn’t that be beneficial? Instead of manually emailing status data to the CEO, you can focus on more important aspects of your project. To learn how to set up automated alerts, see the section Subscribing to Alerts in Chapter 7.
