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Communication Plan
Document Communication Plan
Author: Arttu Hiekkanen
Version: 1.0
Date: 29.01.2024

Introduction

The purpose of this communication plan is to define the communication methods and channels used for the project. Clear and consistent communication ensures good information flow as well as helps to achieve project's quality objectives.

Stakeholders

Project Stakeholders can be divided into four groups from the point of view of communication:

  1. Project group team members
  2. Project manager(s) and Coaches (Marko Rintamäki and others..)
  3. Stakeholder representative (Reima Parviainen)
  4. Other external stakeholders (Sini Karvonen, Jarmo Luostarinen)

This plan provides the basis for communication between the project team and three other project stakeholders.

General Communications Channels

The project uses mainly Discord (voice channels and messaging), Microsoft Teams and internal mail

Written Communication Models

Project-related written communications use the document templates as described in the JAMK Jyväskylä University of Applied Sciences reporting guidelines. Digital document storage format is further defined in a specific documentation plan.

Internal Communications

Internal communications refer to communication within and inside the project group. Its goal is to convey project-related information to all members of the group, thereby supporting group collaboration and contributes to the formation of group identity. In addition, internal communication is the basis for all external communications. Internal project communication uses both formal and informal channels. The project team meets weekly on monday and friday to plan tasks of the coming week and to go through the events of the previous week. The project manager prepares the weekly agenda and writes on the basis of the meeting a weekly plan that is set in the OPF pages In addition, the following aids are used to support both internal and external communications:

Gitlab is used for general documentation which every member of the team is able to follow.

Communications with Coaches

Good and open communication between the team and the coaches is the key to allow coaches to have clear and complete view of the project, and thereby provide the team with sufficient resources to support the project and its progress. The most important communication channel will be Discord. Coaches also have access to the projects gitlab and this documentation, where they can monitor the progress of the project.

Communications with Stakeholder Representatives

Meetings play a key role in the communication between the project team and the stakeholder representatives. Regular executive team meetings and their agendas are prepared by the project manager. In addition to the above, the primary communication channel is email and secondary is trough discord. For all project documents, assigned project secretary will send copies to the stakeholder representatives by email. Julius Siukola is responsible for current affairs on behalf of the stakeholder.

Communications with External Stakeholders

Project team's own judgement is used with communicating with external stakeholders. Some of the external stakeholders (other projects, part of the department's staff..) have the opportunity to communicate via email. In addition, external stakeholders are provided information on the project's website.

Monitoring and Evaluation of Communications

The success of the communications are continuously evaluated during the project, especially during weekly coach meetings and as well as in communication studies. Any inconvenience will be addressed immediately and the communication plan modified if and / or necessary.

Sources

Original can be found here: http://homes.jamk.fi/~huojo/opetus/IIZP2010/