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vo Iry �� 1 I, II Y„!�i�/��11, �'�l�o�. PI �l� �I� ��UII� ',�`I'k,N,7f 7� Ilf S 4. Project 4.1. C i i uiii i ik S"1 �tius anidlatiii nsiflp Management nt AIpproacli Communication Managem entis the cornerstone of any project and a well -structured Communication Plan is a must from the beginning. Regular and ongoing communications include those opportunities to communicate with project team members, sponsors, steering committee members, and other key stakeholders on a regular basis. These types of communication include regular status reports, scheduled project team meetings, monthly updates with the steering committee or with executive project sponsors on a project. During the Project Kick Off Meeting, a Communication Plan will be presented and reviewed with Customer staff based on the following Communication Strategy: Goals of Communication Strategy • Keep people informed on project status • Focus on communication to effectively prepare Customer for their software rollout • Focus on communication to build support for project • Monitor effectiveness of communication Guiding Principles • Clear messages using simple language • Openness, honesty, credibility, and trust in all communications • Two-way communication, with feedback valued and asked for • Project Team and Management ownership of the communication program • Ongoing commitment to the communications process Effective Communication Guidelines • There are multiple audiences for project communications • Communication needs to be: • Tailored to specific groups • Regular and informative • Real-time and relevant • Communication content needs to be of interest to the target audience Following is the proposed communication plan for the project: Project Kick OffMMIMersstakehold Communicate plans and At or near Remote Meeting stakeholder roles/responsibilities. Project Start Date Status Reports All stakeholders and Update stakeholders on progress of Weekly Distribute electronically Project Office the project. using agreed Status Report template Team Meetings Entire Project Team To review detailed plans (tasks, Weekly Meeting assignments, and action items) and Review Project Plan, Status risks. Reports, and Risk Log City of Santa Ana—SmartWorks Statement of Work 2 5 H -7 o Page 63