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Communication Plan

Team Fearless
Document Communication Plan
Author: AF0334
Version: 0.1
Date: 24.1.2025

Introduction

The purpose of this communication plan is to define the communication methods and channels used for the Future factory team 10, TEAM FEARLESS, PrestaShop 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 [AE6026,AE6374,AF0334,AC9764,AE8691,AD9095]
  2. Project manager(s) and Coaches [NARSUMAN]
  3. Stakeholder representatives [NARSUMAN,Hanh Nguyen]
  4. Other external stakeholders (TASK FORCE,MENTORS)

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

General Communications Channels

TEAM FEARLESS is using various forms of written and verbal communication: Discord, ZOOM, Mural, OPF project page, team webpage. Discord is the main communication channel for everything project related.

Written Communication Models

Project-related written communications use the document templates as described in the book 'Yrityksen viestintä' (Corporate Communications, Kortetniemi, 1997) / JAMK Jyväskylä University of Applied Sciences reporting guidelines / something else (what?). 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 tuesday and friday mornings to plan tasks of the coming week and to go through the events of the previous week. In addition, the following aids are used to support both internal and external communications:

  • DISCORD is the main communcation channel internally. It is used daily for everything project related. We also have mural for planning.

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 and tuesday and friday coach meetings with NARSUMAN. Assigned project secretary prepares agendas for those meetings and writes notes about them. In addition to the above-mentioned communication channels, the most important channel of communication is project's OPF and webpage, other ways are used where possible and necessary. All significant events related to the project will be reported to coaches on at least one of the above mentioned channels.

Communications with Stakeholder Representatives

DISCORD and ZOOM 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 channels are project's OPF and team webpage. For all project documents, assigned project secretary will send copies to the stakeholder representatives by email. [AE6374] is responsible for current affairs on behalf of the stakeholder, and [AF0334] for project management.

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 DISCORD or student emails. 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/