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Communications Management Plan
– Project PASS PMP
Folder: /60-communications-management-plan/
Purpose
This plan outlines how project information will be communicated to stakeholders, team members, and external audiences. It defines who needs what information, when they need it, and how it will be delivered. It also outlines escalation paths, feedback loops, and documentation expectations.
Communication Objectives
- Ensure the right people receive the right information at the right time
- Maintain alignment across globally distributed contributors
- Enable decision-making through clear, reliable information flow
- Reduce confusion, duplication, and missed responsibilities
- Support transparency and stakeholder engagement
Stakeholder Communication Requirements
| Stakeholder | Info Needs | Frequency | Format | Owner |
|---|---|---|---|---|
| Sponsor | Progress updates, blockers, budget status | Weekly | GitHub report, direct message | PM |
| Contributors | Task assignments, updates, issues | Daily async | Pumble + GitHub Issues | PM |
| Reviewers | Review requests, status summaries | Weekly | Checklist + comment thread | Content Lead |
| Public Readers | Published lessons, roadmap updates | Milestone-based | GitHub Pages site | Sponsor |
| Technical Lead | System feedback, config issues | As needed | Pumble, Trello card | PM |
Communication Modes and Platforms
| Channel | Type | Use Case | Primary? |
|---|---|---|---|
| GitHub Issues | Asynchronous | Task tracking, sprint status | ✅ |
| Pumble | Real-time | Daily updates, team syncs | ✅ |
| Jitsi | Synchronous | Retrospectives, escalation calls | 🔄 |
| Trello | Asynchronous | Content mapping, collaboration | 🔄 |
| Asynchronous | Sponsor summaries or backups | 🔄 |
See: pol-communications-pace.md
Communication Frequency & Cadence
| Deliverable | Frequency | Owner | Notes |
|---|---|---|---|
| Team Check-in | Weekly | PM | Async via Pumble thread |
| Status Report | Weekly | PM | Posted to GitHub |
| Publishing Summary | Milestone-based | Tech Lead | Final site publish summary |
| Contributor Feedback | Rolling | PM | Logged and addressed weekly |
| Escalation Report | As needed | PM | Triggers defined in PACE policy |
Escalation and Exception Handling
Escalation paths and backup channels are defined in the PACE Communications Policy. If critical communication fails or is delayed:
- The PM must initiate an alternate channel within 24 hours
- If unresolved within 48 hours, notify the Sponsor
- Incidents must be recorded in the Communications Log
Responsibilities
| Role | Responsibilities |
|---|---|
| PM | Owns comms plan, posts reports, manages cadence |
| Sponsor | Reviews summary reports, approves changes |
| Contributors | Respond, update status, flag issues |
| Reviewers | Acknowledge handoffs, complete review cycles |
| Tech Lead | Maintains publishing visibility, logs releases |
Monitoring and Adaptation
The plan will be reviewed at each phase gate or every 2 weeks.
Adjustments to cadence or channels must be logged and versioned.
Retrospective feedback is required after each milestone.
Approval
| Name | Role | Signature | Date |
|---|---|---|---|
| Sponsor | Comms Owner | ||
| PM | Plan Manager |
Communications Management Plan