Present communication plan in the organization
The case study tells about the existing information system at County Health Department. The existing system is capable of maintaining the records in a proper way. However, there is a lack of flexibility in the system of the organization. The users and the patients have to enter the same data for making appointment at different department of the health centre2. This process is time consuming. Apart from that there is a chance of error in the manual process. In order to mitigate this problem the proposal has been taken to replace the old system with the newly modified information system which will allow the centralization of the data. In order to implement the project certain communication plan has to be made5. The main objective of this system is to evaluate the existing communication system in the organization and identification of the flaws in the communication system. The identified flaws in the communication system will help to find out the solutions to mitigate the problems and will help to develop a proper project management plan.
Communication plan is an important process for maintaining the analysis of the stakeholders and managing of the stakeholders1. There are different stages in the project management. During the different stages of the project management the flow of the communication between the different stakeholders are needed to be maintained2. In this case the stakeholders present in the communication plan are clients, sponsors, media and the government , project team members3. With the lack of proper flow of the communication between the different stakeholders the scope creep in the project can be happened. The scope creep can lead to the wastage of the resources during the development of the project.
In the current business situation it can be seen that there is a lack of communication between the project team members and the government which is not desirable.
The proper management of the project can be achieved by maintaining certain methodology. There are different stages of the life cycle of the project4. Generally the life cycle of the project consists of the five stages- initialization, planning and designing , execution, monitoring and control and closing of the project. The progress of these different stages can be achieved through the proper communication plan between the stakeholders in the project. The flow of the communication helps in the synchronization of the processes between the different modules.
The evaluation of the communication plan is important as it helps to maintain the flow of communication during the development of the project. The flow of the communication is important as it helps all the stakeholders to keep updated about the progress of the project5. Apart from that proper sharing of the knowledge will help to mitigate the constraints in the development of the project.
In this case, it can be seen that the communication plan mentioned in the case study has lack of proper flow of the communication between different stakeholders in the project. The entities who are associated during the development phase of the project directly or indirectly are the stakeholders of the project. In this case it has been seen that the communication plan is not present in a proper way between the project management team and the government. In a government owned project this feature in the communication plan is not desirable6. Apart from that it can be seen that there is no proper way of communication between the project team members and the government. Apart from that there is no specific way mentioned for the communication between the project team members and media which is not desirable. Without the proper communication between the media and the project management team the people cannot get update regarding the progress of the project.
There are certain consequences of the lack of the flow of the communication in the project regarding the County Health Management project. The lack of communication can lead to the scope creep in the development of the project. The scope creep in the project can lead to the wastage of the resources. The resources can be both human resource of the time and money7. The wastage of the resources is not desirable for the project. In order to mitigate the scope creep in the project proper communication plan is required. Another flaw of the improper communication plan is the lack of the sharing of the knowledge. The constraint in the sharing of the knowledge will lead to the issues in the solutions of the problem. This can cause the delay in the delivery time of the outcome of the project.
There are certain recommendations those can be made in order to improvise the existing communication plan in the County Health Care Department. The communication flow between the different stakeholders can be improved in the communication plan. In this case, the communication and the medium of the communication between the client and the project team members can be improved. This will help in the gathering of the requirements of the project. The proper documentation of the requirements will help to mitigate the possibility of the scope creep during the development of the project. Apart from that all the stakeholders present in the development of the project can share the proper knowledge during the course of the development8. The government should be aware about the progress of the project. In this context, the communication between the project team members and the government agencies are needed to be maintained in a proper way. The media is needed to be concerned about the progress of the project so that the common people can be aware about the happening regarding the project through media.
Conclusion
The discussion is regarding the project implementation which will replace the existing information system in the County Health department. In order to carry out the project in a proper way, certain project management plan is needed to be implemented. In order to implement the successful project management plan the flow of the communication between the different stakeholders are needed to be maintained in a proper way. It has been seen that there is a lack of communication between different stakeholders present in the project. The recommendations is made to mitigate the communication gap between the different stakeholders so that the development of the proposed project can be done in a proper way.
References
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