PM FPX 4010 Assessment 4 Communication and Change Management

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Capella University

PM-FPX4010 Process Groups and Knowledge Areas in Project Management

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Introduction

Effective communication is essential for every project, which is why having a communication plan is crucial. According to the Project Management Institute, a communication plan “can organize and document the process, types, and expectations of communications” (Rajkumar, 2010). Implementing such a plan ensures that all moving parts and stakeholders are aligned, helping to manage and mitigate inevitable changes that occur during a project.

Stakeholders

The stakeholders involved in this wedding project include both internal and external entities. Internal stakeholders consist of the management team members and the project manager, while external stakeholders include the client and third-party vendors who contribute to the wedding’s success. Although communication with each stakeholder may differ, every stakeholder will be kept informed.

Communication Mediums

Selecting appropriate communication mediums is a key aspect of the communication management plan. The Project Management Institute notes that “ineffective communication is to blame for more than half of projects that fail to meet business goals, according to the Pulse communication report” (Institute, 2022). To prevent such issues, specific communication mediums have been chosen to ensure that information is effectively shared among stakeholders.

For internal stakeholders, in-person meetings are the primary mode of communication. This method ensures that the management team is attentive and acknowledges the information provided, allowing for prompt resolution of any questions or concerns. Additionally, these in-person meetings are supplemented with a PDF document outlining the details of the meeting, providing a reference for future use.

External stakeholders, on the other hand, typically use electronic communication, primarily through emails. This medium allows for the transmission of various file types, including PDFs. If needed, external stakeholders can follow up with phone calls to clarify details or procedures.

In some cases, communication with external stakeholders shifts from electronic to in-person meetings, particularly during critical points in the planning or closing phases. Despite this, the majority of external communication remains digital due to the ease of access to technology.

Flow of Communications

Smooth information flow within a project is crucial for its efficiency. Tactical Project Manager recommends holding “weekly status meetings with your core team to share updates” (Neumeyer, 2022). This approach is reflected in the communication plan, which includes a weekly team meeting to discuss assignments, tasks, changes, and concerns. This model ensures that information collected from various team members is effectively communicated throughout the team.

As the wedding project progresses through its life cycle, different phases present crucial moments for stakeholders to align their understanding. The communication plan schedules briefings and meetings at the start of each project phase, allowing stakeholders to confirm details and understand the requirements for the upcoming phase.

Generally, communication is routed through a single point of contact—the Project Manager. This centralization reduces confusion among stakeholders by clearly identifying who is responsible for disseminating information. Routing all inquiries and information through the Project Manager facilitates a controlled and understandable flow of communication.

Change

Adopting a mindset to address potential risks, such as Murphy’s Law—“anything that can go wrong will go wrong” (Webster, 2022)—is essential for managing change in a project. This perspective helps the team prepare for and adapt to changes effectively, which is crucial for the project’s success.

Scope Update

Considering that changes are inevitable, let’s explore a hypothetical scenario: a timeline change in the wedding planning process. The impact of such a change depends on its timing. For instance, a timeline adjustment early in the project will have less impact than if it occurs later.

In this scenario, the wedding date is moved from December 9th to November 19th, reducing the project timeline from 100 days to 80 days, a 20% decrease. Consequently, the client has agreed to increase the budget by 20% to accommodate this change.

Change Impact

A 20% reduction in the timeline will significantly affect various aspects of the wedding project. If the change occurs during the execution phase, it will necessitate adjustments to schedule-sensitive components. This may lead to issues such as lost deposits, increased vendor costs, and higher management expenses.

Vendors who were secured for the original timeline may require rescheduling fees or may not be available on the new date. This could result in a loss of deposits and the potential need to find new vendors, increasing costs.

The management team will also face increased labor costs and potential decreases in morale as they adjust to the new timeline. These revisions must be made within a shorter timeframe, requiring the team to operate at peak efficiency.

Conclusion

An effective communication plan enhances the efficiency of the management team and the overall project health. It ensures that all project aspects are connected, leaving no variables unresolved. When changes occur, the effectiveness of the communication plan will determine whether the impact is manageable or overwhelming.

References

Rajkumar, S. (2010). Art of communication in project management. Paper presented at PMI® Research Conference: Defining the Future of Project Management, Washington, DC. Newtown Square, PA: Project Management Institute.

Institute, P. M. (2022). Communication – Project Management Institute. Communication. Retrieved October 6, 2022, from https://www.pmi.org/-/media/pmi/documents/public/pdf/whitepapers/communications.pdf

Neumeyer, A. (2022). How to Create a Project Communication Plan (with template). Tactical Project Manager. Retrieved October 6, 2022, from https://www.tacticalprojectmanager.com/communication/communication-plan/