Build a Communications Schedule using Project Management Software
Schedule
It is now time to describe each communication event including its purpose, method and frequency by completing the following project management software schedule:
| ID | Event | Description | Purpose | Method | Frequency | Date(s) |
| 1.1 | Project team meetings | Meeting involving all team members to discuss the work in progress / recently completed / coming up | To keep the team informed of the project status and ensure that issues, risks or changes are raised accordingly | Verbal | Weekly | xx/yy/zz |
| 1.2 | Quality review meetings | Regular meetings involving the Quality Manager and quality review staff to ascertain the level of quality of all project deliverables | To ensure that quality issues are identified early, thereby providing time to enhance the quality of each deliverable and meet the quality criteria | Verbal | Monthly | xx/yy/zz |
| 1.3 | Stage-Gate Review Meetings | Formal meetings held at the end of each phase to identify the overall status of the project, the quality of the deliverables produced and any outstanding risks, issues or changes | To control the progress of the project through each phase in the project Lifecycle, thereby enhancing its likelihood of success | Verbal | Weekly | xx/yy/zz |
| 1.4 | Change Approval Group meetings | Formal meetings held regularly to review change requests | To provide a formal process for the approval of project changes | Verbal | Fortnightly | xx/yy/zz |
| 1.5 | Customer Acceptance Meetings | Held with the customer to obtain final acceptance of a set of completed project deliverables | To provide a controlled process for the acceptance of deliverables and ensure that customer requirements are met | Verbal | Following deliverable’s completion | xx/yy/zz |
| 1.6 | Supplier Performance Meetings | Regular meetings with each supplier to discuss performance issues and product delivery status | To provide a forum within which to assess supplier performance and resolve supplier issues | Verbal | Monthly | xx/yy/zz |
| 1.7 | Status reports | Reports providing the status of the schedule, budget, risks and issues | To keep all key project stakeholders informed of the status of the project | Status Report | Weekly | xx/yy/zz |
Project Planning: Communications Schedule
Matrix
Complete the following table helping you to identify the people participating in each communication event and their roles. Use the Unique Identifier (ID) to link events listed in the prior table to the participating parties listed below.
| ID | Project Sponsor | Project Manager | Project Leader | Project Member | Quality Manager | Procurement Manager | Communications Manager | Profit Office Manager | Other Project Resource | Other External Body |
| 1.1 | - | A | R | R | R | R | R,M | R | R | R(Supplier) |
| 1.2 | - | R | R | - | A | - | M | R | - | R (Supplier) |
| 1.3 | A | R | - | - | - | - | M | - | - | - |
| 1.4 | A | R | - | - | - | - | M | - | - | - |
| 1.5 | R | A | R | - | R | - | M | - | - | R(Supplier) |
| 1.6 | - | R | - | - | - | A | M | - | - | - |
| 1.7 | R | A | R | - | R | R | M | R | - | - |
Project Plan: Communications Matrix
Key: A = Accountable for the communications event, develops and distributes materials and facilitates meetings. Marked in yellowR = Receives communications materials provided, takes part in meetings. Marked in whiteM = Monitors communications process and provides feedback. Marked in orange
