10.1 PLAN COMMUNICATIONS MANAGEMENT Plan Communications Management is the process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project. The key benefit of this process is a documented approach to effectively and efficiently engage stakeholders by presenting relevant information in a timely manner. This process is performed periodically throughout the project as needed. The inputs, tools and techniques, and outputs of the process are depicted in Figure 10-2. Figure 10-3 depicts the data flow diagram for the process. Plan Communications Management Inputs Tools & Techniques Outputs 1 Project charter 1 Expert judgment .1 Communications management 2 Project management plan 2 Communication requirements plan . Resource management plan analysis 2 Project management plan . Stakeholder engagement 3 Communication technology updates plan 4 Communication models . Stakeholder engagement 3 Project documents .5 Communication methods plan . Requirements .6 Interpersonal and team skills 3 Project documents updates documentation . Communication styles . Project schedule . Stakeholder register assessment . Stakeholder register 4 Enterprise environmental . Political awareness factors . Cultural awareness 5 Organizational process assets .7 Data representation . Stakeholder engagement assessment matrix 8 Meetings Figure 10-2. Plan Communications Management: Inputs, Tools & Techniques, and Outputs10.1 PLAN COMMUNICATIONS MANAGEMENT Plan Communications Management is the process of developing an appropriate approach and plan for project communications activities based on the information needs of each stakeholder or group, available organizational assets, and the needs of the project. The key benefit of this process is a documented approach to effectively and efficiently engage stakeholders by presenting relevant information in a timely manner. This process is performed periodically throughout the project as needed. The inputs, tools and techniques, and outputs of the process are depicted in Figure 10-2. Figure 10-3 depicts the data flow diagram for the process. Plan Communications Management Inputs Tools & Techniques Outputs 1 Project charter 1 Expert judgment .1 Communications management 2 Project management plan 2 Communication requirements plan . Resource management plan analysis 2 Project management plan . Stakeholder engagement 3 Communication technology updates plan 4 Communication models . Stakeholder engagement 3 Project documents .5 Communication methods plan . Requirements .6 Interpersonal and team skills 3 Project documents updates documentation . Communication styles . Project schedule . Stakeholder register assessment . Stakeholder register 4 Enterprise environmental . Political awareness factors . Cultural awareness 5 Organizational process assets .7 Data representation . Stakeholder engagement assessment matrix 8 Meetings Figure 10-2. Plan Communications Management: Inputs, Tools & Techniques, and Outputs41 Develop Project Charter Project charter Project Management Plan .. Communications management plan Project management plan Resource management plan 10.1 Project . Stakeholder engagement plan Plan Management Communications Plan Management Project management plan updates Project Stakeholder engagement plan Documents Project Documents Project documents Requirements documentation Project documents updates . Stakeholder register * Project schedule . Stakeholder register Enterprise/ Organization Enterprise environmental factors Organizational process assets Figure 10-3. Plan Communications Management: Data Flow Diagram An effective communications management plan that recognizes the diverse information needs of the project's stakeholders is developed early in the project life cycle. It should be reviewed regularly and modified when necessary, when the stakeholder community changes or at the start of each new project phase. On most projects, communications planning is performed very early, during stakeholder identification and project management plan development While all projects share the need to communicate project information, the information needs and methods of distribution may vary widely. In addition, the methods of storage, retrieval, and ultimate disposition of the project information need to be considered and documented during this process. The results of the Plan Communications Management process should be reviewed regularly throughout the project and revised as needed to ensure continued applicability.41 Develop Project Charter Project charter Project Management Plan .. Communications management plan Project management plan Resource management plan 10.1 Project . Stakeholder engagement plan Plan Management Communications Plan Management Project management plan updates Project Stakeholder engagement plan Documents Project Documents Project documents Requirements documentation Project documents updates . Stakeholder register * Project schedule . Stakeholder register Enterprise/ Organization Enterprise environmental factors Organizational process assets Figure 10-3. Plan Communications Management: Data Flow Diagram An effective communications management plan that recognizes the diverse information needs of the project's stakeholders is developed early in the project life cycle. It should be reviewed regularly and modified when necessary, when the stakeholder community changes or at the start of each new project phase. On most projects, communications planning is performed very early, during stakeholder identification and project management plan development While all projects share the need to communicate project information, the information needs and methods of distribution may vary widely. In addition, the methods of storage, retrieval, and ultimate disposition of the project information need to be considered and documented during this process. The results of the Plan Communications Management process should be reviewed regularly throughout the project and revised as needed to ensure continued applicability