Significant Inputs into the Plan
- Providing all the support to the Academic Manager in helping organize an event on presenting the new campus to different education agents.
- All the stakeholders need to be informed about project progress at each project milestone depending on the deadline of the project and provide all necessary information to the organizers as well as attendees.
- Project permits and information policies related to managing projects effectively and also getting information about all the stakeholders who are involved in this project.
Communication constraints during the planning
- It is essential to deploy and utilize a standard communication channel for communication regarding any project-related information.
- Cross-culture among the Project Team, Marketing Team, and marketing managers.
- Face-to-face communication needs to be followed during the development of the project plan and the involvement of these stakeholders is essential.
Specific communication requirements from stakeholders
- A standard model of communication needs to be followed by utilizing the organization specified regarding the project. tools in communicating with others
- All the emails in the communication should address fully the receiving stakeholder’s address and use appropriate heading in the email.
- In order to give information in a much more interactive way to the other stakeholders, it is essential to use visual graphs and plots regarding project progress, budget, working process, and many other aspects of the project.
Communication method
- Face-to-face conversation between the different stakeholders.
- Online meetings through utilizing Zoom and Slack.
- The communication process can be performed through personal meetings
- Stakeholders can make phone calls, use chat groups, and standard emails to communicate regarding planning for the event project.
Communication Standards
- Within the communication process, emails shared between the stakeholders must have appropriate subject/ title, proper employee id, and designation. A better approach is to use the company logo along with this email (Acharjee, Lockhart & Bi, 2018).
- Those communication email that includes confidential information regarding the project, the sender needs and disclaimer statement for informing receiving authority to not share this confidential information
Monitoring and Control
In this project, the communication process and the response of the stakeholders to different tasks or project activities are organized through monitoring and controlling the project. this process helps to ensure that all the requirements of the stakeholders have been met successfully regarding the communication process. The project manager can also utilize zoom meetings for making events.
|
Stakeholder |
Communication needs |
Format |
Responsibility |
Media or Channel |
Frequency |
|
Project Manager |
Project managers plan Project Schedules and help the Marketing manager to make discission on developing Presentation events |
Project Report and Presentation |
Marketing Manager |
Face-to-face communication, Zoom meetings, and email |
Weekly |
|
Education Agents |
Information on learning facilities, Generates leads |
Reports organization facilities, Documents list of interested students |
Marketing Manager, Marketing team |
Zoom meeting, an email containing attachments |
Daily |
|
Marketing Manager |
The marketing manager provides marketing details and provides guidance |
Create marketing materials, Documents and present Products/ service features, Create marketing tools and promotion messages (Drouin et al., 2018) |
Project Manager MMI CEO MMI CFO Project Sponsor |
Standard Email, Face-to-Face meetings, Interactive sessions, Video Conferencing |
Weekly |
|
Marketing Team |
Members make presentation plan about the project budget and finance, Make documents regarding Marketing progress, and discussion of arrangements related to the project (Project Management Institute, 2017). |
Marketing team members are attendants responsible for keeping a record of meeting minutes, meeting backlog, and recording attendance of all participants in the event |
Project Manager Marketing Manager |
A phone call, Text messages, formal email, Online conferences, Chat on Slack |
Daily |
|
Meeting |
Frequency and duration |
Agenda items |
Attendees |
Chairperson |
Location |
|
Formal Meeting |
The meeting will be in March, and the duration of this meeting will be around 150 minutes |
Planning for the event as well as the evaluation process for the project media related process |
In this meeting, all stakeholders will be added. The mainstakehlders are: Project Manager, Project Sponsor, Marketing Manager, Marketing team, Academic Manager. |
Marketing Manager, Project manager, and Project Sponsor |
Virtual event using Zoom meeting |
|
Brainstorming Meeting |
This meeting will be organized in August for 4 Hours |
Identifying the event goals, Forming the right team, identifying the appropriate tools for managing the event properly. |
Project manager, Marketing Manager, Marketing team, MMI CEO, MMI CFO, Finance Manager, Academic Manager |
Project Manager, Marketing Manager |
Face-to-face meetings and video conferencing |
|
Priority |
Definition |
Decision Authority |
Timeframe for resolution |
|
1 |
If the project gets delayed due to some failure of types of equipment the cost of the project may increase. This also affects the project documentation and schedule for other activities. |
Project Managers requires to consult with other stakeholders regarding the measures to mitigate these issues for developing the project within the deadline. |
3 to 4 days |
|
2 |
Planning the Project media-related documents or the project evaluation process may create disruptions in developing the presentation documents regarding the project |
Marketing Manager and Project Manager |
Within 12 Hours |
|
3 |
Problems among the team members being present at the time of meeting due to unavailability or being highly involved in other activities of the project. This creates problems in managing the time of meeting sessions. |
Marketing Manager, Project Manager, Project Sponsor |
Within 2 Weeks |
|
4 |
Lack of steady information and documentation regarding facilities among thee stakeholders as well as limited information regurding project documentation, meeting minutes |
Marketing managers, Project managers, Academic Managers, MMI CEO |
Within 2 to 3 Days |
References
Acharjee, R., Lockhart, P., & Bi, R. (2018). Examining the role of communication in transforming project management world. In 32nd Australian and New Zealand Academy of Management Conference.
Bakhtiar, A. T. (2018). Evaluating Iraqi Experience Application to Manage the E-Government Project and Compare it with the Experiences of other Countries Case Study. Jour of Adv Research in Dynamical & Control Systems, 10(11).
Ciric, D., Delic, M., Lalic, B., Gracanin, D., & Lolic, T. (2021). Exploring the link between project management approach and project success dimensions: A structural model approach. Advances in Production Engineering & Management, 16(1).
Daniel, P. A., & Daniel, C. (2018). Complexity, uncertainty and mental models: From a paradigm of regulation to a paradigm of emergence in project management. International journal of project management, 36(1), 184-197.
Drouin, N., Müller, R., Sankaran, S., & Vaagaasar, A. L. (2018). Balancing vertical and horizontal leadership in projects: empirical studies from Australia, Canada, Norway and Sweden. International Journal of Managing Projects in Business.
Project Management Institute. (2017). A guide to the Project Management Body of Knowledge (PMBOK guide) (6th ed.). Project Management Institute.
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