Chapter 6. Communication Management, Leadership, and Project Team Management
6.3 Communications Management Protocol
The communication management plan can include a protocol that delineates all the critical communication channels for the team and stakeholders, such as the purpose of communication, frequency of communications, ICTs utilized, types of information to be communicated, and participants. Table 6.3.1 provides an example of a Communications Management Protocol for Grocery LLC’s Mobile Commerce Project (see 1.2).
| Purpose of Communication | Schedule Frequency | ICTs or Other Means Utilized | Types of Information | Participants: Team Members and Stakeholders |
| Planning | Every Monday at 10:00 am | Microsoft Teams, Zoom, OneDrive, Emails | Requirements, project activities, updated schedules, cost estimates, risks, and issues | All team members, Project Manager, IT Department, Business Analysts, Store Managers |
| Stakeholder Requirements Gathering | Weekly, Tuesday-Friday between May 2 – June 10, 2022 | Zoom, Online Surveys, Emails, Phone Calls | Customer needs, expectations, product preferences, operational constraints, technical needs | Store Managers, Employees, Customers, Project Team, Business Analysts |
| Design Review | Bi-weekly, every 2nd and 4th Wednesday of the month | Microsoft Teams, Zoom, OneDrive, Emails | Mobile app wireframes, website designs, feedback on UI/UX, functional requirements | Project Manager, IT Development Team, UI/UX Designers, Marketing Team, Store Managers |
| Retrospective | Every Friday at 4:00 PM | Microsoft Teams, Zoom, OneDrive, Emails | Status updates, lessons learned, challenges faced during the week, successes | All team members, Project Manager |
| Status Updates | Every Monday after planning meetings or as needed | Emails, Zoom, OneDrive | Progress reports, tracking Gantt charts, budget and schedule comparisons, risk assessments | Project Sponsor, Clients, Store Managers, Project Manager, Business Analysts |
| Client Progress Review | Monthly, the last Monday of the month | Zoom, Emails, OneDrive | High-level progress summary, key milestones achieved, risks, issues, financial overview | Clients, Project Sponsor, Project Manager, Marketing Department |
| Digital Marketing Coordination | Monthly, the last Friday of the month | Zoom, Emails, Collaboration tools (Trello, Slack) | Digital marketing campaign progress, mobile app and website launch plan, customer engagement strategy | Marketing Team, IT Team, Business Analysts, Project Manager, Store Managers |
| Final Project Review | October 20, 2022 | Zoom, Microsoft Teams, In-person (if safe) | Final deliverables, lessons learned, user acceptance testing results, next steps for post-launch phase | Project Manager, All Team Members, Store Managers, IT Department, Clients |
