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Communication Plan
Document Communication Plan
Author: Joni Halonen
Version: 0.11
Date: 21.2.2025

Introduction

The purpose of this communication plan is to define the communication methods and channels used for the [ECSP1]. 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: Joni Parantainen, Valtteri Pohto, Vesa Löytölä, Niilo Hurme, Joni Halonen
  2. Project manager(s) and Coaches: Marko 'Narsuman' Rintamäki
  3. Stakeholder representatives: Hanh Nguyen
  4. Other external stakeholders: Oskar Sinkkilä, Ville Purhonen, Lauri Laine, Hanh Nguyen, Anton Jylhä, Eino Puttonen, Sami Koivisto, Grigory Provodin, Ali Muneeb, Juha-Matti Hietala, Sara Jokela

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

General Communications Channels

ECSP1 - eCommerce Server Platform V1.0 is using various forms of written and verbal communication: Discord, Mural, Whiteboard

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. 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 tuesdays and fridays 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:

  • Whiteboard, which is used to store important features.

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 weekly coach meetings with Narsuman. Assigned project secretary prepares agendas for those meetings and writes notes about them.

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 discord. For all project documents, assigned project secretary will send copies to the stakeholder representatives by email.

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. 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/