P ROJECT

C OMMUNICATION
H ANDBOOK
First Edition
Revision 0
February 14, 2003

Office of Project Management Process Improvement

Office of Project Management Process Improvement
1120 N Street, Mail Station 28
Sacramento, CA 95814
www.dot.ca.gov/hq/projmgmt

Project Communication Handbook

February 14, 2003
Rev 0
Preface
The California Department of Transportation (Department) Project
Communication Handbook provides an updated overview of project
communication at the Department.

This version is effective as of February 14, 2003.

The project team thanks all individuals within the districts and
headquarters for their support and contributions to the production
of this handbook.

Purpose This document provides an overview of the basic concepts and

processes that guide project communication at the Department. The
purpose of the Project Communication Handbook is to assist the
project team in identifying internal and external stakeholders, and
to enhance communication among all parties involved.

Audience Department project managers and other staff acting in a project

management capacity.

Background This is the 1st edition of the Project Communication Handbook.

Revisions Revision 0 represents the original version of the 1st edition.

Conventions Titles of books and other documents appear in italics.

Web site URLs appear in bold italics.

Supplementary information appears in the left margin alongside

Like this normal text in the right column.
example.

Project Communication Handbook iii

 C
CONTENTS

Preface.............................................................................................................. .....iii
Purpose......................................................................................... ...................iii
Audience...................................................................................... ....................iii
Background...................................................................................... ................iii
Revisions........................................................................................... ...............iii
Conventions.............................................................................. .......................iii
Figures................................................................................................... ................vi

Overview.................................................................................... ......................7
What Is Project Communication?...................................................... ......................8
What Is Project Communication Management?.................................................... ...9
Why Do We Do It?.......................................................................... ...................9

Processes.......................................................................................................10
Overview....................................................................................... .......................11
Develop the Communication Plan.................................................................... .....12
Gather Planning Inputs ...................................................... ............................13
Identify Stakeholders................................................................ ......................13
Determine Stakeholder Needs............................................... .........................13
Identify Communication Methods and WBS Products......................................14
Prepare the Communication Plan Draft.......................................... .................14
Distribute the Communication Plan Draft.................................................... ....18
Incorporate Changes and Finalize the Communication Plan............................19

Project Communication Handbook iv

 Contents

Distribute Information............................................................ ..............................20

Involve the Community.......................................................................... .........21
Report Communication Performance................................................ ....................22
Maintain and Archive Project Records......................................................... ..........23

Tools and Methods.............................................................................. ............24

Communication Tools......................................................................................... ...25
Project Fact Sheet.................................................................... .......................25
Filing Systems..................................................................................... ............25
Work Breakdown Structure................................................ .............................26
Resource Breakdown Structure....................................................... ................26
Project Charter...................................................................................... ..........26
Communication Methods........................................................................ ..............27

Appendices.............................................................................................. .......29
Appendix A: Stakeholders Analysis.......................................................... .............30
Appendix B: Communication Matrix.................................................................... ..31
Appendix C: Sample Communication Plan............................................ ................32

Glossary.........................................................................................................39

Acronyms.......................................................................................................41

Index................................................................................... ...........................42

Project Communication Handbook v

Contents

Figures

Figure 1. Communication plan flowchart.......................................................12

Figure 2. Conflict management flowchart......................................................17

Figure 3. Stakeholders analysis template......................................................30

Figure 4. Communication matrix template....................................................31

Figure 5. Sample communication plan..........................................................32

Figure 6. Sample communication plan (continued).......................................33

Figure 7. Sample stakeholders analysis.........................................................34

Figure 8. Sample communication matrix.......................................................35

Figure 9. Sample communication matrix (continued)....................................36

Figure 10. Sample communication matrix (continued)..................................37

Figure 11. Sample communication matrix (continued)..................................38

vi Project Communication Handbook

 1
OVERVIEW

This chapter summarizes Department project communication. It:

 Defines what “project communication” and “project

communication management” mean at the Department

 Explains the purpose and goals of project communication

management at the Department

Project Communication Handbook 7

Appendix C: Sample Communication Plan Appendices

What Is Project Communication?

Project communication is the exchange of project-specific
information. Effective communication creates understanding of the
information given and received.

The project team must provide timely and accurate information to

For more all stakeholders (people affected by a project). Members of the
information about project team prepare information in a variety of ways to meet the
project stakeholders,
needs of various project stakeholders. Team members also
see the Project
Management incorporate feedback from these stakeholders.
Handbook.

Project communication differs from general communication in that it

centers on the Work Breakdown Structure (WBS). For details about
the WBS, see “Work Breakdown Structure” on page 26.

For each WBS element, there are:

 Suppliers who provide inputs needed for the WBS element

 Task managers who are responsible for delivering the WBS

For more element
information about task
managers, see the  Customers who receive the products of the WBS element
Project Management
Handbook. Suppliers must communicate with the task managers, and the task
managers must communicate with suppliers and customers. The
supplier is often the task manager for an earlier deliverable in the
project lifecycle; the customer may be a task manager for a later
deliverable. Good project communication includes notifying the next
task manager in the project delivery chain about when to expect a
deliverable.

The project communication plan is a part of the overall project plan.

It builds on the project workplan, which shows:
 What will be produced on the project — the project WBS

 Who will produce it — the Resource Breakdown Structure

(RBS)

 When it will be produced

For more information, see “Prepare the Communication Plan Draft”

on page 14.

8 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

What Is Project Communication

Management?
“Project communication management includes the processes
required to ensure timely and appropriate generation, collection,
dissemination, storage, and ultimate disposition of project
information.”1

Task managers responsible for a deliverable need to know why the

customers want it, what features they want, how long it will take,
and how they want to receive it. Task managers tell their customers
exactly when to expect the deliverable. If that deliverable is a WBS
element on the critical path, it is even more important that task
managers inform their internal customers when the deliverable will
arrive. The recipient functional managers must have their staff
ready to start work immediately after it arrives.

Task managers must ensure that internal customers know about any
changes in the delivery date so that recipient functional managers
can schedule their resources accordingly. Task managers follow up
with the customer of each deliverable. The task is not complete
merely because the final product is delivered to the customer. Task
managers contact the customers to confirm that the deliverable met
their needs and expectations. Task managers should enter feedback
that others might use in future projects into the lessons learned
database and into the Department’s guidance and training
materials.

Why Do We Do Project communication management tools and techniques ensure

It? the timely and appropriate generation, collection, dissemination,
storage and ultimate disposition of project information.

Department project managers use project communications

management to:
 Develop a communication plan for the project

 Distribute information via the methods that reach customers

most effectively

 File data using the Project Development Uniform Filing System

and Construction Organization of Project Documents

 Archive records in accordance with Department Records

Retention policies

1
PMBOK Guide –2000 Edition, page 117

Project Communication Handbook 9

 2
P R O C E SS E S

This chapter explains the various processes involved in Department

project communication.

Project Communication Handbook 10

Appendices Appendix C: Sample Communication Plan

Overview
Understanding the communication process is the first step in
communication planning. Consider these four factors:
 Who is involved in the communication process — the identified
stakeholders, such as project management and staff,
customer management and staff, and external stakeholders

 What is being communicated — the message; the information

being communicated

 When the information is communicated — weekly, monthly,

quarterly, as needed, or as identified

 How the information is disseminated — in a meeting, a

memorandum, an email, a newsletter, a presentation, etc.

For more information about the roles of the customers, Deputy

District Director for Program and Project Management (DDDPPM),
and District Director, see the Project Management Handbook.

Project Communication Handbook 11

Appendix C: Sample Communication Plan Appendices

Develop the Communication Plan

Preparing the project communication plan assists the project team
in identifying internal and external stakeholders and enhances
communication among all parties involved in the project. The
project team writes a communication plan to ensure that an
effective communication strategy is built into the project delivery
process. The plan is a framework and should be a living, evolving
document that can be revised when appropriate. The
communication plan is part of the project management plan. Figure
1 shows the steps in the development of the communication plan.

Begin Process

WBS Product
Gather Planning Inputs Project Charter
List

Identify Stakeholders

Determine Stakeholder
Needs

Identify Communication
Methods and WBS Products

Prepare Communication
Plan Draft

Distribute Communication
Plan Draft

Any Changes from

Stakeholders?
Yes

Incorporate
Changes
No

Finalize Project
Communication Plan

End Process

Figure 1. Communication plan flowchart

12 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

The project development team (PDT) develops a communication

plan by asking the following questions:
 Who needs what information?

 When do they need the information?

 Who delivers the information?

 How should the information be delivered?

While all projects share the need to communicate project

information, the specific information needs and the methods of
distribution may vary widely.

Gather Planning The PDT develops two inputs to the project communication planning
Inputs process:
 WBS product list — a list of potential project products, based
on the workplan, that includes all the elements of the WBS,
and the sub-products of the WBS.

 Project charter — the record of the agreement between the

sponsor and the project manager on the key elements of a
project. The project charter lists the project manager, project
sponsor, and the PDT (for further details about the project
charter, see the Project Management Handbook).

Identify The project team must identify the stakeholders on a project,

Stakeholders determine what their needs and expectations are, and then manage
and influence those expectations to ensure a successful project.

The PDT brainstorms a list of stakeholders using the roles identified

in the Project Management Handbook and the RBS list of functional
areas.

Determine Project stakeholders have information and communication needs.

Stakeholder Identifying the information needs of the stakeholders and
Needs determining a suitable means of meeting those needs are important
factors for project success.2

For more information about external project stakeholders, see

The key to “Involve the Community” on page 21.
successful community
involvement is
communicating with
As early as possible, the PDT assigns team members to contact
external project local, regional, state, and federal agencies that have even a minor
stakeholders early and stake in a project. By working with these agencies from the earliest
often. stages, the project team reduces the chance of conflict at critical
times.

For more information about the PDT, see the Project Management
Handbook.

2
PMBOK Guide – 2000 Edition, page 119

Project Communication Handbook 13

Appendix C: Sample Communication Plan Appendices

Identify Project team members and stakeholders use different

Communication communication methods at particular times during the project
Methods and lifecycle. For examples of communication methods, see
WBS Products “Communication Methods” on page 27.

The project team uses the WBS product list to identify the products
that may be needed on the project. The PDT identifies:
 Who produces the product

 Who receives the product

 The method of product transmittal

This information is tied directly to WBS elements and sub-products

required for the project. The communication matrix includes all the
information needed to manage project communication.

Prepare the The project communication plan includes the information needed to
Communication successfully manage project product deliverables.
Plan Draft
The project communication plan includes the following:
 Brief introduction and background — answers the question,
“Why do we need a project communication plan?”

 A list of the project sponsor, project manager, PDT members,

and other key stakeholders

 Methods of communications to be used, including formal

meetings to be held (who, what, when, how)

 Project reporting information — answers the question, “How

will project performance be collected and disseminated to the
internal and external project stakeholders?”

 Stakeholders analysis — includes internal stakeholders (name

and contact information) identified by RBS number and
function, and external stakeholders (name and contact
information) identified by agency or organization. The
stakeholders analysis is designed to help the PDT analyze
internal and external stakeholder needs by gathering the
following information from each stakeholder:
 Goals for the project. What is each stakeholder’s desired
outcome for the project? If stakeholders have contradictory
goals, the assigned team member brings this to the
attention of the project manager. The project manager
should ensure at the start that there is a consistent vision
for the project. Early misunderstandings can escalate into
major conflicts later in the project.

14 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

 Preferred methods of communication. Project team

members will use this information as a means to meet
individual communication needs. If the team cannot
reasonably communicate through each stakeholder’s
preferred medium, the team needs to negotiate a method to
ensure that each stakeholder receives and understands the
project communication.
 Preferred method for rewarding the team, within the
constraints of what is achievable. The PDT uses this
information to plan appropriate celebrations at the
completion of each project component. For a list of possible
rewards, see “Decide How to Reward the Team” on page 16.
For a stakeholders analysis template, see “Appendix A:
Stakeholders Analysis” on page 30. For a sample stakeholders
analysis, see “Appendix C: Sample Communication Plan” on
page 32.

 Communication matrix — this tool is used to track project

performance by project component and WBS element. The
WBS product list is the input. It includes the WBS codes, WBS
titles, sub-products, and Uniform Filing System location
numbers. The list also indicates which sub-products should be
filed in the project history file (PHF). To complete the
communication matrix, the PDT indicates if the sub-product is
required, who produces it, who receives it, the method of
transmittal, and the date submitted. For a communication
matrix template, see “Appendix B: Communication Matrix” on
page 31. For a sample communication matrix, see “Appendix
C: Sample Communication Plan” on page 32.

 Conflict management strategy — designed to make issues

between project stakeholders more manageable. For more
information, see “Develop a Conflict Management Strategy”
on page 16.

Templates for the stakeholders analysis and the communication

matrix are available on the Internet at:
http://www.dot.ca.gov/hq/projmgmt/guidance.htm

The project manager assigns a team member to complete the draft

project communication plan for each appropriate project
component:
 Project Initiation Document (PID)

 Permits and Environmental Studies

 Plans, Specifications, and Estimates (PS&E)

 Right of Way

 Construction

Project Communication Handbook 15

Appendix C: Sample Communication Plan Appendices

Decide How to Reward the Team

Some rewards that are achievable in California State service are:
 Gold and Silver Superior Accomplishment awards

 End-of-component team celebration sponsored by appropriate

managers or project sponsors

 Certificates and letters of appreciation from the District

Director, Deputy District Director, or other appropriate manger

 Certificates and letters of appreciation from local agencies and

other external stakeholders

 Excellence in Transportation awards presented by the

Department

 Tranny awards presented by the California Transportation

Foundation

 Purcell, Roberts, and Moskowitz awards presented by the

Department

 Excellence in Highway Design awards presented by the

Federal Highway Administration

 Environmental Excellence awards presented by the Federal

Highway Administration

 Public Affairs Skills awards presented by the Federal Highway

Administration

Develop a Conflict Management Strategy

A good communication plan includes a conflict management
strategy. Project managers minimize conflicts and resolve issues
through constant communication with the project sponsor(s), project
team members, and other project stakeholders. Project managers
can use the sample strategy that appears later in this section, or
can develop a more specific strategy.

The project manager negotiates and/or mediates conflict resolution.

Project managers encourage project stakeholders to seek win-win
solutions to their problems when possible. Because the project
manager discusses and develops a conflict management strategy
before the project begins, issues are more manageable. The project
manager documents in the project record any decisions that utilize
the conflict management strategy.

Figure 2 shows an overview of conflict management.

16 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Plan Execute Control

Begin Conflict
Management Process Record Diary Entries on
Conflict Arises All Project Issues and
Results

Obtain Project Information

Review Conflict Close
Management Plan

File Diary Entries

Project Manager Drafts Follow the Plan to in Project Folder
Conflict Management Plan Resolve Issue or
Take Issue to Next
Level

End Conflict
Forward Draft to Key Document Management Process
Stakeholders for Input Meetings and
Results

File Conflict
Changes Based on Management
Input from Issues/Results in
Stakeholders? Project Records
(PDPM Uniform
Yes Incorporate
Filing System)
Changes into
Conflict
No
Management
Plan

Finalize Conflict
Management Plan

Figure 2. Conflict management flowchart

Project Communication Handbook 17

Appendix C: Sample Communication Plan Appendices

Sample Conflict Management Strategy

The project manager and the project stakeholders meet and agree
The project to attempt to resolve all conflicts at an individual level as much as
manager prepares the possible. Two (or more) parties with a dispute will meet and use the
conflict management following guidelines:
strategy with input
from stakeholders.
Stakeholders use this
strategy to resolve
 To resolve conflicts within the scope of the project:
issues at any time
during the project.

Step Action

1 Acknowledge the conflict.

2 Establish ground rules.

3 Establish common ground and shared goals.

4 Separate the problem from the people.

5 Have the parties share collected data related to the conflict.

6 Explore solutions, listing as many alternatives as possible.

7 Evaluate solutions, looking for a win-win solution.

8 Select the best solution.

9 Share the solution with the project stakeholders.

If a conflict cannot be resolved at an individual level, the conflict

may need to be addressed by the project manager with the
functional manager or the DDDPPM.

Each time stakeholders meet to resolve a conflict, they record the

following information:
 Issues

 Meeting date and location

 Attendees

 Results of meeting

Distribute the The project manager sends the draft project communication plan to
Communication the project stakeholders for review and input. When reviewing the
Plan Draft communication matrix, functional managers ensure that a task
manager is assigned to each sub-product listed in the functional
manager’s area of responsibility. The functional managers list all the
For complete assigned task managers on the communication matrix and the
definitions of task stakeholders analysis. For templates and samples, see the
managers and “Appendices” on page 29.
functional managers,
see the Project
Management
Handbook.

18 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Incorporate The project manager or team members incorporate changes from

Changes and the project stakeholders into the project communication plan. The
Finalize the project manager then distributes the final project communication
Communication plan to the PDT. The project management support unit (PMSU) uses
the finalized project communication matrix to track the progress of
Plan
project deliverables. (For a sample of a completed project
communication plan, see
“Appendix C: Sample Communication Plan” on page 32.)

Project Communication Handbook 19

Appendix C: Sample Communication Plan Appendices

Distribute Information
Proper information distribution makes information available to
For a complete project stakeholders in a timely manner. Following the
definition of a communication plan ensures that all members of the project team
stakeholder, see the are aware of their responsibilities to communicate with external
Project Management
stakeholders. The more information stakeholders have regarding a
Handbook.
project or deliverable, the less likely last minute conflicts, changes,
or complaints will affect a project.

Team members can improve overall project communication by

adhering to the following communication guidelines:
 Awareness
 Base communication strategies on stakeholder needs and
feedback.
 Ensure that communication is shared in a timely manner.
 Content
 Advocate open, honest, face-to-face, two-way
communication.
 Create an environment where project team members and
other stakeholders can constructively challenge behavior
and ideas.
 Context
 Remember that communication is two-way. Listen as well as
deliver the message.
 Involve senior management when appropriate.
 Communication flow
 Coordinate communication with project milestone events,
activities, and results.
 Include key stakeholders in developing an interest-based
conflict management process.
 Effectiveness
 Conduct regular assessments of the communication plan
and process.
 Communication must focus on the customer.
 Format and media
 Take advantage of existing communication vehicles and
opportunities.
 The project team has a variety of methods to share
information. For examples, see “Communication Methods”
on page 27.

20 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Involve the The Department has adopted a number of policies that encourage
Community community involvement and building partnerships. The key to
successful community involvement is communicating with external
project stakeholders early and often. Project team members must be
familiar with the Department’s policies and procedures related to:
 Community involvement — extensive information related to
working with external project stakeholders, including
preparing community involvement plans, can be found in the
Project Development Procedures Manual (PDPM), Chapter 22.
All project team members must be aware of this information
and follow established procedures. For more information, see
the complete chapter at:
http://www.dot.ca.gov/hq/oppd/pdpm/chap_htm/chapt2
2/chapt22

 Context sensitive solutions — the Department has adopted

a number of policies that encourage designers to respond to
community values where state highways serve as main
streets. The Department tries to accommodate a community’s
values when discussing the design of projects with community
stakeholders. The Director’s Policy on Context Sensitive
Solutions details the roles and responsibilities of all project
team members. For more information, see the complete policy
statement at: http://www.dot.ca.gov/hq/oppd/context-
solution.pdf

 Accommodating non-motorized travel — the Department

fully considers the needs of non-motorized travelers (including
pedestrians, bicyclists, and persons with disabilities) in all
programming, planning, maintenance, construction,
operations, and project development activities and products.
The Deputy Directive on Accommodating Non-Motorized
Travel details the roles and responsibilities of project team
members. For more information, see the complete policy
statement, at: http://www.dot.ca.gov/hq/oppd/non-
motor-travel.pdf

 Public information — the Department has an established

policy on public information. Project team members must be
familiar with this policy and understand their roles and
responsibilities related to the dissemination of public
information. Headquarters Public Affairs provides information
about statewide and policy concerns, while District Public
Affairs Offices answer questions related to local and/or internal
District operations.

Project Communication Handbook 21

Appendix C: Sample Communication Plan Appendices

Report Communication Performance

Throughout the project, team members assess the project
communication plan. The original plan provides adequate
information to manage project communication. However, it is
important to verify whether the project communication plan is
effective.

Periodically, the project manager asks the project stakeholders if the

project communication is sufficient to suit their needs. In some
cases, project stakeholders may need greater detail or more
frequent delivery. In other cases, certain stakeholders may need
summary information, or may request notification only if problems
arise.

 To evaluate and report communication performance:

Step Action

1 Review the project communication plan.

2 Solicit feedback from the project stakeholders, verbally or in

writing, as to whether the current information or communication
method is adequate, based on the following criteria:
 Type of information
 Frequency of information
 Depth/detail of information
 Format of information
 Method of transmittal

3 Discuss the stakeholder feedback with the PDT.

4 Update the project communication plan if needed.

22 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Maintain and Archive Project Records

From the start of the project until the award of the construction
contract, the Project Engineer maintains a set of project records.
These are organized and indexed according to the Project
Development Uniform Filing System. From construction award to
final closeout, the Resident Engineer maintains a set of project
records that are organized and indexed according to the
Construction Organization of Project Documents.

These filing systems address one of the most error-prone aspects of

project communication — communication over long spans of time.
In many cases, the recipients of deliverables may not need the
deliverables until several years after they are produced. The future
recipient must know where to find the deliverable and understand
previous project decisions, even though the task manager and other
project team members are no longer available.

For more information about these filing systems, see “Filing

Systems” on page 25.

The project team archives the PHF when the project is complete.
This file consists of selected project development records and final
project records. These include all letters, memos, reports, etc., that
document project decisions, or that would be useful to develop a
subsequent project.

The PDPM indicates which project development records are included

in the PHF and describes the archival process. For more information,
see the complete chapter at:
http://www.dot.ca.gov/hq/oppd/pdpm/chap_htm/chapt07/cha
pt07.htm

Project Communication Handbook 23

 3
TOOLS AND
METHODS

This chapter describes some of the communication tools and

methods used by Department project team members. Stakeholders
must choose appropriate tools and methods to accomplish the
communication task at hand.

Project Communication Handbook 24

Appendices Appendix C: Sample Communication Plan

Communication Tools
Project team members use a variety of tools to organize and present
project information.

Project Fact The project fact sheet contains summary data for stakeholders
Sheet outside the project team, and is typically posted on the project
website. No set standard exists for a project fact sheet. Districts use
information from the project charter and other sources. The table
below shows what information is in the charter as compared to the
fact sheet.

Information Charter Fact

Sheet

Background X X

Project purpose X X

Project component objectives X

Project description/scope statement X X

Project/component constraints, assumptions and X

risks

Component deliverables X

Key team members X

Deliverable management process X

Location map X X

Major milestone delivery dates X

Estimated cost X

Project contacts X

Filing Systems A filing system is a set of agreed-upon folder and file naming
conventions used to classify project documents to make them easier
to find. It is, essentially, a numbering scheme used to identify
different types of documents and the folders where they are stored.
All project records must be filed according to the following file
systems:
 The Project Development Uniform Filing System — the
standard filing system for project records up until the award of
the construction contract.
For more information, see Chapter 7 of the PDPM located at:
http://www.dot.ca.gov/hq/oppd/pdpm/chap_htm/chapt0
7/chapt07.htm

Project Communication Handbook 25

Appendix C: Sample Communication Plan Appendices

 The Construction Organization of Project Documents — the

standard filing system for project construction records from
the award of the construction contract onwards.
For more information, see Section 5-102 of the Construction
Manual located at:
http://www.dot.ca.gov/hq/construc/manual2001/chapte
r5/chp5_1.pdf

Work Breakdown The WBS is a deliverable-oriented grouping of project elements that

Structure organizes and defines the total scope of the project. Project
communication relates to WBS elements. Team members use the
WBS and RBS to create the communication plan. For more
information about the WBS, see
http://www.dot.ca.gov/hq/projmgmt/guidance.htm

Resource The RBS is a standardized, hierarchical list of roles that might be

Breakdown needed to produce a project deliverable. Project team members use
Structure the RBS to determine what roles are needed to produce project-
specific WBS elements and to identify who needs to receive certain
communication products. For more information about the RBS, see
http://www.dot.ca.gov/hq/projmgmt/guidance.htm

Project Charter The project charter documents the agreement between the sponsor
and the project manager over the key elements of a project and
component. The charter helps the project manager guide the project
team efficiently and effectively through the project development
process.

26 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Communication Methods
Project team members use a variety of communication methods to
deliver project information, including meetings, telephone calls,
email, voicemail, and websites. Meetings in particular are often the
most effective way to disseminate information to project
stakeholders. Before planning a meeting, the project manager or
assigned team member should consider the communication
objectives carefully and choose a meeting format that will meet the
objectives.

For more information about the applicability, format, publicity, and

considerations for meetings, see Chapter 22 of the PDPM, located
at:
http://www.dot.ca.gov/hq/oppd/pdpm/chap_htm/chapt22/cha
pt22.htm

Project team members use meetings and many other

communication methods:
Method Purpose Responsibility Frequency Audience

Project Develop a formal document Project manager Weekly until Project

development called the baseline workplan, baseline manager and
team meeting which is used to define, workplan is all
monitor, and manage project signed stakeholders
execution.

Identify the basic task

elements of a project and
assess the resource needs for
delivering a project within an
assigned time frame.

Project Communicate changes in DDDPPM Weekly at Project

management Department policy or designated manager and
senior staff procedures, manage program time functional
meeting expectations, and enhance managers
training processes.

Project status Report status and progress of DDDPPM Monthly at Project

review scheduled milestones and designated manager,
meeting activities. time DDDPPM,
and
Identify and discuss problems database
and solutions for project administrativ
obstacles. e staff

Project team Report status and progress of Project manager As needed Project
meeting scheduled milestones and (weekly, manager,
activities. monthly, functional
quarterly, or managers,
Identify and discuss project ad hoc) and task
issues and corrective actions. managers

Office meeting Report status and progress of Project manager, As needed All
scheduled tasks. functional stakeholders
manager, or task
Identify and discuss project manager
issues and corrective actions.

Project Communication Handbook 27

Appendix C: Sample Communication Plan Appendices

Method Purpose Responsibility Frequency Audience

External Involve external customers Project manager, As needed All

customer and suppliers in the project functional stakeholders
and/or supplier manager, or task
meeting For more information, see manager
“Involve the Community” on
page 21.

Project Internet Report status and progress of Webmaster Monthly or All

site scheduled milestones and as needed stakeholders
activities.

Teleconference Communicate changes in Varies Weekly at HQ staff,

Department policy or designated project
procedures, manage program time manager,
expectations, and enhance DDDPPM
training processes.

Report status and progress of

scheduled milestones and
activities.

Identify and discuss problems

and solutions for project
obstacles.

Correspondenc Document status of action All stakeholders As needed All

e (letters, items, decisions made, and stakeholders
memos, email, problems encountered.
etc.)

Site visit Identify and discuss problems Project manager As needed All
and solutions for project or functional stakeholders
obstacles. manager

28 Project Communication Handbook

 A
APPENDICES

The Appendices contain templates and samples of the various

pieces of the communication plan.

Project Communication Handbook 29

Appendix C: Sample Communication Plan Appendices

Appendix A: Stakeholders Analysis

The project manager assigns team members to create the
stakeholders analysis with input from the PDT members. Figure 3
shows the stakeholders analysis template.

Figure 3. Stakeholders analysis template

30 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Appendix B: Communication Matrix

The project manager assigns team members to create the
communication matrix with input from the PDT members. Figure 4
shows the communication matrix template.

Figure 4. Communication matrix template

Project Communication Handbook 31

Appendix C: Sample Communication Plan Appendices

Appendix C: Sample Communication Plan

Figures 6 through 11 show a sample communication plan.

Project Communication Plan

District 8
Project 34040K
SB-395
Permits and Environmental Studies Phase
Introduction and Background
The purpose of the Project Communication Plan is to provide consistent and timely information
to all project stakeholders. This plan will assist the project team in building an effective
communication strategy to enhance communication throughout project delivery.

This project is one of the two segments of the proposed improvements on US-395 from I-15 to
SR-14. The location of this project is from the junction of I-15/US-395 to 0.5 miles south of
Farmington Road. The first part of this segment from I-15 to Purple Sage Road will be realigned
and widened to a 4 or 6-lane freeway. The second portion from Purple Sage Road to Farmington
Road will be widened to a 4-lane expressway.

Project Team Representatives

Project Sponsor: Frank White
Project Manager: Lisa Gonzales
Assistant Project Manager: Maher Ahmad
The PDT is made up of the following Project Team Representatives:
Name Division Telephone
Lisa Gonzales Project Management (909) XXX-XXXX
Maher Ahmad Project Management (909) XXX-XXXX
Wendy Young Design I (909) XXX-XXXX
Donald Johnson Planning (909) XXX-XXXX
Michael Burns Environmental Cultural Studies (909) XXX-XXXX
Allen Wong Construction (909) XXX-XXXX
Ram Vapari Design I (909) XXX-XXXX
Tanya Khan Materials (909) XXX-XXXX
Mary Lee Environmental Project Management (909) XXX-XXXX
Ian Jones Right of Way (909) XXX-XXXX
Ricky Scott Public Affairs (909) XXX-XXXX
Vlade Jurko Project Management/HQ (909) XXX-XXXX
John Allen Environmental (909) XXX-XXXX
Linda Brown Land Surveying (909) XXX-XXXX
Shawna Smith Land Surveying (909) XXX-XXXX
Ferouz Syed Environmental Bio and Permit (909) XXX-XXXX
Figure 5. Sample communication plan

32 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Community Involvement
In March 1990, the Department developed a Community Involvement Program for the
study of the realignment of US-395. Two groups were organized: the Community
Advisory Committee (CAC) and the Project Development Team (PDT). During the time
of the study, the CAC had 9 meetings and the PDT had 12. Two public meetings were
held, one in June 1990 and the other in August 1991. A Community Involvement
Program Report was completed by Resource Management International, Inc., and
accepted by the Department in July 1992.

During the period from June 1999 to July 2000, informational meetings were held
between the Department, local and Federal agencies and property/business owners to
discuss different alternatives of the proposed realignments. The Department’s Districts 6,
8, and 9 as well as regional MPO’s and RTPA’s and the Counties of San Bernardino and
Kern have been working in partnership with local agencies, cities and communities to
find a viable alternative for the eventual upgrading of US-395.

Communication Methods
The Project Manager schedules formal monthly PDT meetings during the PA&ED phase.
Notices/invitations are sent out through Lotus Notes. Meetings are held in the District 8
Conference Room. Notes will be taken and distributed to the PDT. The Project Manager
also meets with the Functional Units informally on an as needed basis to discuss/resolve
issues.

The Environmental Branch will be meeting regularly with the Bureau of Land
Management as issues arise. The Project Manager will participate in these meetings on an
as needed basis.

Project Reporting Information

District 8 utilizes an online Data Retrieval System. From this site, the user can query
much of the data that is available in electronic format through the District 8 website.

Conflict Management Strategy

All parties agree to work cooperatively to avoid and resolve conflicts at the lowest level
possible. If disagreements emerge which cannot be resolved, the following procedure will
be followed:
1. All parties involved must agree that an impasse exists
2. All parties involved must be able to respond in the affirmative to the following
statements:
 The position taken is legal and ethical
 The position taken is good for our customers
 The position taken makes efficient use of resources
 Each party accepts full responsibility for the position he/she is taking
 The position taken works towards meeting project delivery goals
When the parties at the lowest level are unable to come to a solution, the problem must be
escalated to the next working level.
Figure 6. Sample communication plan (continued)

Project Communication Handbook 33

Appendix C: Sample Communication Plan Appendices

Figure 7. Sample stakeholders analysis

34 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Figure 8. Sample communication matrix

Project Communication Handbook 35

Appendix C: Sample Communication Plan Appendices

Figure 9. Sample communication matrix (continued)

36 Project Communication Handbook

Appendices Appendix C: Sample Communication Plan

Figure 10. Sample communication matrix (continued)

Project Communication Handbook 37

Appendix C: Sample Communication Plan Appendices

Figure 11. Sample communication matrix (continued)

38 Project Communication Handbook

 G
G LO SS A RY

Administrative Consists of documenting project results to formalize acceptance of

Closure the product of the project by the sponsor (or customer).

Conflict Management Prescribed method of resolving problems arising during the course
of a project.

Construction Standard filing system for project construction records.

Organization of
Project Documents

Critical Path The set of activities that are critical to completing the project on
schedule, determines the duration of a project. The critical path
changes as activities are completed ahead of or behind schedule.

Customer A person or organization receiving a completed project deliverable.

External customers receive the final deliverable.

Deliverable A tangible project element with a scheduled completion date.

Filing System A numbering scheme used to identify different types of documents.

In order to quickly find and identify files, every Department
document has a file naming convention.

Project Charter Documents the agreement between the sponsor and the project
manager on the key elements of a project and component.

Project Communication Handbook 39

Glossary

Project Development The standard filing system for all project records and documents up
Uniform Filing until the award of the construction contract.
System

Project Fact Sheet A summary of project information for external customers.

Project Milestone Used to measure the progress of a project. Signifies the start or
Events completion of a major project deliverable.

Stakeholders Individuals and organizations who are actively involved in the

project, or whose interests may be positively or negatively affected
as a result of project execution or successful project completion.

Supplier A person or organization responsible for producing the required

input to begin a process or activity.

WBS Product List A complete list of potential sub-products of a project.

40 Project Communication Handbook

 A
ACRONYMS

DDDPPM Deputy District Director for Program and Project Management

HQ Headquarters

PDPM Project Development Procedures Manual

PDT Project Development Team

PHF Project History File

PID Project Initiation Document

PMSU Project Management Support Unit

PS&E Plans, Specifications, and Estimates

RBS Resource Breakdown Structure

WBS Work Breakdown Structure

Project Communication Handbook 41

 I
INDEX

A
Awards............................................................................................................................................ ......16
C
Communication Matrix........................................................................................................... .........14, 31
Communication Methods................................................................................................. .....................27
Communication Plan......................................................................................................... ..............12, 32
Community Involvement................................................................................................................... ....21
Conflict Management..................................................................................................................... .......16
Conflict Management Strategy................................................................................. ............................18
Context Sensitive Solutions........................................................................................ ..........................21
D
Distribute Information..................................................................................................................... ......20
F
Filing System................................................................................................................. .......................25
H
History File...................................................................................................................................... ......23
I
Information Distribution............................................................................................................. ...........20
L
Lifecycle.......................................................................................................................... .......................8
M
Meetings...................................................................................................................................... .........27

Project Communication Handbook 42

 Acronyms

N
Non-motorized Travel..................................................................................................................... .......21
O
Open Channels.............................................................................................................. .......................21
P
PDT...................................................................................................................................... ...........13, 19
PHF................................................................................................................................. ................15, 23
Project Charter.......................................................................................................................... ......13, 26
Project Communication Definition.................................................................................................. .........8
Project Fact Sheet................................................................................................................. ................25
Project History File.............................................................................................................. ..................23
Project Manager............................................................................................................................. .......16
Public Information........................................................................................................................ .........21
R
Records.............................................................................................................................................. ...23
Reporting Communication Performance......................................................................................... .......22
Rewards........................................................................................................................................ ........16
S
Stakeholders.................................................................................................................................. .......13
Stakeholders Analysis..................................................................................................... ................14, 30
T
Task Manager.............................................................................................................................. ......9, 18
Tools...................................................................................................................... .........................24, 25
W
WBS............................................................................................................................... .............8, 14, 26
Work Breakdown Structure............................................................................................. ........................8

Project Communication Handbook 43