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SMARTWORKS <br />4. Project Management Approach <br />4.1. Communication/Status and Relationship Management Approach <br />Communication Management is the cornerstone of any project and a well -structured Communication Plan <br />is a must from the beginning. Regular and ongoing communications include those opportunities to <br />communicate with project team members, sponsors, steering committee members, and other key <br />stakeholders on a regular basis. These types of communication include regular status reports, scheduled <br />project team meetings, monthly updates with the steering committee or with executive project sponsors <br />on a project. <br />During the Project Kick Off Meeting, a Communication Plan will be presented and reviewed with Customer <br />staff based on the following Communication Strategy: <br />Goals of Communication Strategy <br />• Keep people informed on project status <br />• Focus on communication to effectively prepare Customer for their software rollout <br />• Focus on communication to build support for project <br />• Monitor effectiveness of communication <br />Guiding Principles <br />• Clear messages using simple language <br />• Openness, honesty, credibility, and trust in all communications <br />• Two-way communication, with feedback valued and asked for <br />• Project Team and Management ownership of the communication program <br />• Ongoing commitment to the communications process <br />Effective Communication Guidelines <br />• There are multiple audiences for project communications <br />• Communication needs to be: <br />• Tailored to specific groups <br />• Regular and informative <br />• Real-time and relevant <br />• Communication content needs to be of interest to the target audience <br />Following is the proposed communication plan for the project: <br />Who / Target <br />PurposeWhat <br />.. <br />Frequency <br />Project Kick Off <br />All stakeholders <br />Communicate plans and <br />At or near <br />Remote Meeting <br />stakeholder roles/responsibilities. <br />Project Start <br />Date <br />Status Reports <br />All stakeholders and <br />Update stakeholders on progress of <br />Weekly <br />Distribute electronically <br />Project Office <br />the project. <br />using agreed Status Report <br />template <br />Team Meetings <br />Entire Project Team <br />To review detailed plans (tasks, <br />Weekly <br />Meeting <br />assignments, and action items) and <br />Review Project Plan, Status <br />risks. <br />Reports, and Risk Log <br />City of Santa Ana—SmartWorks Statement of Work <br />25H-70 Page 63 <br />