Project Communication Plan.

Quick Guide And Tips

Ksenia M.
02 Aug 2022
9 min read

Table of Contents

1. What does a communication plan mean?

2. The key benefits of having a communication plan

3. What is included in a project communication plan?

4. How to create a smart communication plan

5. Final thoughts
Every project manager knows that communication is the key to success.

The way you communicate, how often you do it, and who you are communicating with can
easily make or break the project. And when many different people get involved in a process,
building healthy communication becomes a challenge.

Having a communication plan helps the project management team navigate this process to the
advantage of the project.

Digital Transformation in
Construction Industry
Home > Resources > Blog > Digital Transformation in Construction Industry

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 Nov 22, 2022

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Digital Transformation in Construction

Industry
The construction industry is one of the most crucial sectors of the global economy. It

belongs to the less-digitized sectors. Over 72% of construction organizations changed

their priorities in their business models, ecosystems, and operational procedures

because of the pandemic. To remain competitive in the years and decades to

come, construction companies quickly realized they had to adopt digital

transformation.
 Contact Us

The industry’s slow adoption of new technologies has reached a turning point because

of difficulties with project efficiency, continued safety issues, and flatlining labor

productivity levels. Digital transformation in the construction industry is required to

improve communication, efficiency, productivity, and safety. This transformation can

help construction companies solve worker issues while positioning them for lucrative

expansion in a fiercely competitive sector.

What are the challenges Construction industries face

without Digital Transformation?
The gap between field and office workers:
Construction activities have long been divided into independently running company

divisions. Due to slower communication between divisions, lead times have increased

significantly in the construction industry. The requirement of remote work has only

exacerbated the difficulty of team communication.

Any onsite observations made regarding, for example, material quality must travel

through various communication routes between offices, remote workers, contractors,

and suppliers before new materials can be purchased. This communication process

often results in significant misunderstandings, delivery delays, and hostility between

contractors and workers.

Construction teams can improve collaboration by introducing a uniform communication

channel and aligning the many stakeholders on the specifications and timelines of each

project. Real-time communication is also possible with a digital solution. While

evaluating the site and communicating the information on the form can take time, many

onsite employees still utilize real paper forms to take notes. A platform for integrated

communications keeps everyone informed and speeds up the transfer of crucial

information between organizational divisions.

Productivity and effectiveness in construction

industries:
Efficiency and increased productivity mean the difference between a stressed-out

workforce and a satisfied clientele because the demand for construction services is

rising quickly, and the construction workforce is ageing to a great extent. Most

construction companies are firmly rooted in antiquated procedures that reduce

production. Those that used digital technologies for supply-chain management, better
onsite operations, and enhanced automation outperformed businesses that depended

on analogue solutions by 50% in terms of productivity.

Businesses in the construction industry can modernize every aspect of their operations,

from planning to execution, by utilizing technologies like AI, IoT, and VR. This shortens

the time needed to revise designs, obtain approvals, and determine the resources

required for project adjustments.

Increased focus on health and safety in construction

industry:
Many companies are now paying closer attention to health and safety regulations in all

kinds of businesses because of the pandemic. This emphasis on safety and health is

not new to organizations in the construction industry. Construction firms are under

pressure to reduce accidents by enhancing onsite safety and protection protocols and

enhancing assistance to workers who require it.

Higher safety standards are now achievable because of the development of technology

like wearable monitoring devices and AR glasses. Business executives

comprehensively understand their operations and can spot any safety issues early on

when this technology is implemented. The technology used in conjunction with

production can raise the bar for onsite safety requirements by lowering human error and

enhancing response times in an adverse incident.

 What are the benefits of Digital Transformation in
Construction Industries?
The following are some ways that digital technologies can:
 Collaboration: Digital transformation can also provide a shared data environment that fosters

better communication and workflow among suppliers and subcontractors in the construction

supply chain.

 Productivity increase: The construction industry’s productivity growth has been much slower

than other industries over the previous 20 years, averaging just 1% annually. By enhancing the

planning, designing, management of the building environment and other construction

operations, digital technologies can help increase productivity.

 Increased safety and risk mitigation: A building project involves several dangers, and digital

technologies can assist in reducing those risks. For instance, field workers can collect crucial

data without endangering their lives by using high-tech tools like laser scanners or distance

meters.
 High-quality construction: Human error in construction engineering and architecture tasks can

be decreased via digital technologies. It can assist in creating detailed designs and paperwork

and enhance the building’s overall modelling.

 Sales workflows: Technology helps businesses streamline their sales and procurement

procedures. That is essential to cost optimization and competitiveness. Construction suppliers

can, for instance, make it simpler for their customers to place online orders and optimize back-

office procedures using a B2B eCommerce platform. This technology can lower overhead and

enhance the client purchasing experience for larger organizations with several branches and

franchisees.

The use of Microsoft Technologies in construction

industries
Intelligent Design:
With the aid of HoloLens glasses, you can visualize your architectural plans in four

dimensions. This makes it possible for teams to visualize the building before it is

constructed, improving collaboration and design.

Even better, we can integrate HoloLens with Dynamics 365 to mobilize and improve

teamwork among your employees. By giving staff step-by-step guidance in Dynamics

365 Guides, employers can learn by doing. Even remote assistance is an option for

quick collaboration.

With cutting-edge mixed reality, AI, and the cloud, businesses can quickly and

effectively bring ideas to life and produce innovative, sustainable designs.

Intelligent Lifecycle Management:

Project delays and financial difficulties could be the key industry problems. These

greatly affect businesses and people that depend on the infrastructure. Using AI-

powered analysis of project data from the past to forecast future projects, technology

can assist in eliminating hazardous tenders and project overruns.

Additionally, you can combine sensors, networks, and ambient intelligence with

Dynamics 365 to build autonomous supply chains that anticipate and prevent project

delays and maximize resources.

Intelligent Asset Management:

You can increase building efficiency and automate chores by controlling and tracking

maintenance and facilities in real time. With Dynamics 365, this translates into superior

resource management that enables you to anticipate, identify, and resolve problems

before they arise.

Additionally, businesses can manage and operate construction equipment more

effectively to connect workers to the building. Cranes, tools, and other non-operational

assets can also be tracked and managed using IoT and Azure Digital Twins.

The connection between field and office workers:

When businesses combine mobile, wearable, and sensor technology with visual

recognition systems for real-time activity, safety, and personnel position tracking, they

can increase workplace safety for frontline employees. It is also possible to reduce the

requirement for additional onsite employees by using drones to monitor problematic

sections of the site and augmented reality for site surveys.

Employees can manage and optimize projects in real time with Dynamics 365 due to a

unified user interface that is used by all business functions. Dynamics unifies all

necessary data in a single app, making it simple for field technicians to manage

workloads.

Conclusion:
At Evolvous, we comprehend the requirement for a high degree of control over your

Construction firm, both in the office and in the field. Dynamics 365 for Construction

Industries gives a high level of control with the ability to remotely communicate job
hours, materials, project milestones, and more from any location using any device in

real time.

We are aware that enterprises in the construction industry face numerous difficulties.

Dynamics 365 for Construction provides an ERP and CRM solution to address these

issues while also providing a system that will change and develop in line with the growth

and development of your company model. Get connected with us to learn more about

our services.

roject Management Communication Plan

JOSE MARIA DELOS SANTOS
MAY 28, 2021
UPDATED: JANUARY 28, 2023

Communication is essential for the success of a

project. All involved in a project need to communicate and collaborate so that all the pieces,
such as objectives, requirements, tasks, schedules, deliverables, risks, issues, and solutions fit
together to form one successfully delivered project to satisfied stakeholders. Obtaining project
stakeholder buy-in early on is key to project success. And one effective way to communicate and
manage stakeholder expectations is through a project communication plan.

Table of contents
 What is a project management communication plan?
 Basic elements of a project communication plan
 How to create a project communication plan
 Skills for good communication

What is a project management communication plan?

Back to top

A project management communication plan is a document that is part of the project

management plan. It identifies the stakeholders involved in the project, the kind of information
they will receive from the project manager, and the method or manner by which they will receive
it throughout the course of the project. The plan also defines when each stakeholder will receive
the information and how often, as well as how they can provide feedback to the project
manager.

Read also: What is Stakeholder Analysis?

Basic elements of a project communication plan

Back to top

Project managers need stakeholders to be constantly aware of the purpose of the project, its
status and performance at any given time, and the roles and responsibilities of all involved
related to the project. These are the essential information all parties need to have. Project
managers can also tailor the project communication plan according to the unique needs of the
project, but the basic elements are the following:

 Target audience – who are the stakeholders or recipients and what are their needs?
 Type of information – what type of information, preferred format, and how detailed
should these need to be?
 Frequency – how often does communication need to take place?
 Owner – who are the responsible persons, aside from the project manager, that will do
the communication?
 Channel – what type of channel or technology will the sender use?
 Effort calculation – how much time will the sender need to communicate?
 Goal – what is the objective and desired result of the communication?
 Date – when are the important communications expected?
How to create a project communication plan
Back to top

The information needed to create a comprehensive project communication plan is available

from the project management plan. Since the PM plan already details how the team will execute,
monitor, and control the project, this information will be useful in crafting the project
communication plan. However, there are other items that the project manager needs to decide
on.

Choose a platform
Project managers usually create their communication plan on a document, with many starting
from an internal communication plan template. The plan document itself does not need to be
editable to many, but should be accessible to all for quick reference. Others can choose a
spreadsheet, a graphic layout, or use an online project management tool with document
management features.

Set a goal
It’s a given that the general goal is always to foster better communication. But it’s helpful to be
more specific in view and in relation to the goals of the actual project itself. For example, the
goal of the project communication plan can state that it aims to promote awareness of the
project inside the company, especially if the project will impact a majority of the employees.

List stakeholders
The list of stakeholders are available from the project management plan. This allows the project
manager to define the target audience, preferred channel, goals, dates, and frequency.
Stakeholders will have different levels of interest and influence on the project. Listing the
stakeholders and interviewing them will help the project manager gauge what it will take to
keep them engaged, favorable, and satisfied with the project.

Preferred channel
It is important during the course of the project that the right people get the right information.
Along with listing the right recipients, the communication plan should indicate how the project
manager can communicate with them. The communication channel can be formally written such
as a statement of work, informally written such as an email update, a formal verbal
communication such as a steering committee meeting, or an informal verbal type such as a
team lunch out. What is important is that the message gets clearly across through simple
language that is direct to the point.

Read also: Best Collaboration Software & Tools in 2021

Frequency
Project managers should include in the plan how often they will send each type of
communication out for each stakeholder. A project goes through phases and gets updated, so
how much and how fast it is progressing is important to all in varying details and degrees.
Likewise, when a project hits a roadblock or a bottleneck, it is important for the plan to
determine escalation to avoid surprises.

Skills for good communication

Back to top

Communication skills are vital to project management. It allows project managers to send
information clearly to all stakeholders, provide them a voice throughout the process, and get
support from them to finish the project successfully. Here are some tips to be a good
communicator:

 Write clearly and concisely – use simple language that any audience can understand
 Practice verbal presentation skills – useful in running meetings with different
stakeholders
 Listen actively – take time to hear and absorb what others are saying
 Welcome feedback – constructive criticism is an effective way to learn lessons from
 See other’s point of view – try to see from the point of view of another and have
empathy even if you don’t always agree.

And if you haven’t yet heard about communication plans for projects and don’t know what it
means, we have you covered! Today’s article will share what a good communication plan
consists of, how it can be created and followed, and more.

And if you’d like to learn more about project management in general, check the Why Project
Management is important article by the Bordio team.
What does a communication plan
mean?
In simple words, a project communication plan is a guideline on how, when, and to whom
specifically to share ongoing project updates, report issues, raise concerns and share any other
information that might be of interest to stakeholders.

The communication plan creates a structure and serves as a reference point for anyone involved
in the project, making sure all team members receive 100% of the information they are supposed
to.

The key benefits of having a

communication plan
A project management communication plan is often ignored or forgotten about because there are
so many other things to do when preparing for a project to start.
We want to change that dynamic by talking more about the communication plan as such, and its
benefits for project managers, team members, and key stakeholders.

So, here are the main advantages that a project communication plan can provide:

 Clarity and transparency. People often make fun of those who are very organized and
have every aspect of their lives structured. But don’t you want this in your professional life?
Especially in project management, where stakes are so high? A good project
communication plan will help facilitate the project progress and reduce the stress levels
associated with the lack of order, making everyone’s day a little bit easier.
 Better collaboration. If there is an easily accessible document with everyone’s
responsibilities and contact information, the project team members are more likely to have a
pick into it, find someone they can discuss work with, and engage in a conversation.
 No confusion and frustration. Projects get messy very quickly. Even a small project team
can drown in the hectic environment and make mistakes that don’t help the process. If
everyone knows which team members to reach out to in what scenarios, it leads to a more
friendly atmosphere, more effective communication, and faster issue resolution.
 Fewer conflicts and disruptions. If something doesn’t go according to plan, the sooner
you approach a responsible person and deal with the situation, the less likely it is to
escalate. Remember those emails with 30 recipients who get notified about something and
nobody takes action (because hey, somebody else will deal with it for sure!) causing a
disaster in the end? Yep, that’s exactly what we are trying to avoid with a communication
plan.
  Lower risk of delays. Similar to the previous comment, if a feature in a new software
product doesn’t work and team members don’t know who to notify about it, the issue
doesn’t get fixed. And that, in turn, means that the next steps are delayed, creating a risk for
the overall project delivery.
 Staying in line with the project plan. The communication plan contributed to the project
staying within the scope, budget, and timeframe. As one more layer of structure, the plan
makes the working process easier and more coherent.
 Less redundant work done. A less obvious benefit of the plan is not doing the extra work
that takes time but doesn’t provide value. If we make a list of employees and highlight who
needs to be reported about what, then we can easily spot and eliminate duplicate reporting,
as well as incorrect execution of the reporting because we identify criteria with which
information needs to be provided. In large companies or big teams, there is a common issue
where employees are forced to provide similar data to multiple people in different formats.
Needless to say, that’s not efficient. And the communication plan catches that before it
becomes a burden and causes burnout.
 Avoid cognitive bias like unrealized expectations. Let’s say someone assumed they
would be notified about an event, but they weren’t. How would they feel? Probably not that
great. A successful communication plan will eliminate the risk of unrealized expectations
that can often lead to conflicts.
 Boundaries. Having boundaries is important in life in general, and professional life is no
different. Apart from everything else, the plan will include things like communication
preferences (whether someone wants to receive calls or emails only) and communication
styles (some employees might not tolerate cursing or, the opposite, too formal
communication). That will define what’s acceptable and what’s not, helping everyone feel
confident and comfortable.

Ultimately, the main benefit is that the plan gets everyone on the same page and keeps them
there.

What is included in a project

communication plan?
Now that we’ve identified why the communication plan is important, let’s cover what should be
included in one.

Please note that the best plan is the one that’s tailored to your unique needs. So, if you find a
project communication plan template that almost fits you, don’t hesitate to adjust it to your
situation.
The basic points that the plan should include:

#1 Key roles in the project and contact details

If you work on a complex project that engages a large number of people with multiple managers
and subordinates, it might be sufficient to only limit the contact information of the line managers
and their superiors. With smaller teams and in situations when there is no clearly defined
authority system, like in Scrum, it makes sense to list every single team member and stakeholder.
Pro tip: refer to your project management software for insight and details of key stakeholders in
the project. Check past projects for additional information.

#2 Project-related events and details that need to be

communicated
Think about the topics and occurrences that require communication.

There is no single guideline to what has to be included here but it would be worth adding things
like achieved milestones, changes in the roadmap, new risks, change requests, leading strategic
discussions, external disruptions, sick leaves.

When working on this part of the communication plan, engage your colleagues to get a second
opinion and make sure you won’t miss significant events from your plan.

Pro tip: project managers should learn to balance between not communicating enough and
communicating too often. Unless you want to be ignored and treated as white noise, it’s
important to stick to what’s really important and impactful.

#3 Communication frequency and timeframes

Once we’ve identified the list of key contacts and events that have to be shared, we need to
identify how often we share:

 Periodic updates, like general project news or progress with deliverables.

 How soon after the one-time event other stakeholders should be notified. For example, if
there is a critical error in the software, does the project manager have to be contacted within
1 hour, 1 day, or 15 minutes?

It’s best to outline the timeframes for each occasion and put it in a single communication
schedule. Otherwise team members will do it based on their own judgment which might differ
from what key stakeholders have in mind.

#4 Assigning the communication roles

We already what should be communicated and how often, and who is engaged in the project.

In this part of the communication plan, we need to identify who should be contacted by who in
what situation. For example, if we are building a house and the supplier delivered poor-quality
concrete, a supplier manager will need to notify the construction site supervisor.
If we don’t define the messenger and the recipient of the message, we open ourselves up to all
kinds of issues, like no one doing anything at all, or someone telling the news to the wrong
person who is not in the position to take necessary action.

Some news and events require formal approval, so for those types of occasions, having a
responsible person assigned is a must.

#5 Channels of communication approved

The key at this point is to identify how do we communicate with one another. What channels are
we using? Some startups that practice Lean would stick to messengers and zoom calls, whereas
the public sector working under the Prince2 framework has security requirements limiting them
to using proven communication methods, such as emails and Microsoft Teams.

Apart from policies and regulations, another factor to be considered is the personal preference of
the employees. If everyone’s fine with using Skype for calls and chats, it would be
counterproductive to impose something else.

A great project manager will take the time to work out a system that will satisfy the majority. As
silly as it sounds, many people across all levels will jeopardize the process over such little things
as the communication methods they personally don’t enjoy.

#6 When does communication have to be in person

and online
This last part of the communication plan template might not be as relevant in the post-pandemic
world. However, it makes sense to separate the communication topics into online and in-person
meetings.

As we’ve seen with recent mass firing zoom calls, people don’t react as well to some news if
they are presented in the wrong format. Now, we are hoping you won’t be firing anyone during
the project, but you get the gist. There are likely to be some sensitive topics that would require
empathy and personal engagement.

What should not be a part of the communication

plan?
The project communication goals are all about contact within the team and with stakeholders.
Things like PR-related announcements should be excluded.

Examples of what does not apply to the communication plan:

  Social media coverage.
 Emails and sales calls to clients.
 Scripts to primary client contact.
 Target audience information.
 Positioning to those target audiences.

How to create a smart

communication plan
Here are a few tips to help you make your own communication plan and use it as a project
management tool for future successful projects.

1. Define every communication method and channel you’d like to use (in-person or online,
video chat in Zoom, slack chat; synchronous or asynchronous communication).
2. Define what needs to be communicated. Create an approximate list and keep it together
with other written documentation. Some things you won’t be able to predict but the
majority of the events and topics would not be a problem to remember for any project
manager.
3. Assign owners to different communication events (Who talks about milestones? Who
shares project status updates?) and viewers who will need to approve the update (if
applicable).
4. List the frequency of communication on different elements of the project (e.g. weekly
updates on the overall progress to key shareholders).
5. Create a separate schedule for all pre-planned communications (like weekly check-ins with
the team on the budget side of the project) or include them in the main project schedule.

For your convenience, you can use the communication plan template that we’ve created at
Bordio. You can download it as a PDF here:
 Download PDF

Don’t forget to consider shareholders in the plan creation. Ask for their opinion and input to
avoid difficulties down the line. Also, plan additional time to meet with them and explain why
the project communications plan is there and how it benefits them personally.

If this is the first time a project manager uses a communications plan in their project, they will
need to be extra diligent with persuading and documenting every step of the way.

It would also make sense to add project communication plan examples to the company’s inner
system for future reference.
Standardizing the process will take some time, so beware of the rough patches. Also, don’t forget
to update the plan every once in a while as the project continues to reflect the latest state of
affairs.

Communication plan checklist

Although we can’t recommend using any specific project communication plan template, here is a
brief checklist to give you a head start in your communication planning process:

 Description
 Frequency
 Method
 Audience
 Owner

The 5Ws model

An alternative take on structuring your project communication plan is via the 5Ws model that
helps you with the 5 questions:

 What needs to be communicated? (e.g., a bug in the latest product increment)

 Who should be notified about it? (the developer who wrote the code)
 Where should communication take place? (via email to be logged properly)
 When should the contact take place? (as soon as possible)
  Why is this timeframe for communication chosen? (the issue has to be fixed before the
sprint ends)

Final thoughts
Project management recognizes and emphasizes the importance of proper planning and its role in
project success. All top project management books praise planning as the key contributor to
achieving project goals.

However, not so much hype is happening around the project management communication plan,
although it’s just as important in our humble opinion.

A communication plan creates a workflow that all team members and project stakeholders can
refer to throughout the entire project execution process. It streamlines the process and facilitates
effective communication that lowers project risks and makes the process smoother.

Time management is important when working on projects, and a communication plan will
contribute to smarter use of everyone’s time and will ultimately help achieve better results.
 What is MIS? Characteristics,
Objectives, Role, Component
 Post last modified:25 January 2023
 Reading time:38 mins read

What is MIS?
MIS is an organized integration of hardware and software technologies, data, processes,
and human elements. It is a software system that focuses on the management of
information technology to provide efficient and effective strategic decision making.
What is MIS? MIS is the acronym for Management Information Systems. MIS is a set
of procedures which, when executed, provides information to support decision making.

Management Information System

A Management Information System is
 An integrated user-machine system
 For providing information
 To support the operations, management, analysis, and decision-making functions
 In an organization
The system utilizes
 Computer hardware & software
 Manual procedures
 Models for analysis, planning, control, and decision making, and
 A database
Table of Content [Show]

MIS Definition
Management Information System (MIS) is an integrated man/machine system for
providing information to hold up the operations, management and decision making
functions in an organization.G.B. Davis
A formal method of collecting timely information in a presentable form in order to
facilitate effective decision making and implementation, in order to carry out
organisational operations for the purpose of achieving the organisational goals.Walter I.
Kennevan
A Management Information System is an organized portfolio of formal systems for
obtaining, processing, and delivering information in support of the business operations
and management of an organization.Zwass (1992)

MIS Meaning
MIS Meaning: A management information system is an acronym of three words, viz.,
Management, information, system. In order to fully understand the term MIS, let us try to
understand these three words.
1. Management: Management is the art of getting things done through and with the
people in formally organised groups.

2. Information: Information is data that is processed and is presented in a form which

assists decision-making. It may contain an element of surprise, reduce uncertainty or
provoke a manager to initiate an action.

3. System: A system is an orderly grouping of interdependent components linked

together according to a plan to achieve a specific goal. The term system is the most
loosely held term in management literature because of its use in different contexts.

Components of MIS
The major components of MIS are:

Components of MIS
 People Resources: People are required for the operation of all information system.
 Data Resources: Database holds processed and organized data.
 Software Resources: It includes all sets of information processing instruction.
 Hardware Resources: Include all physical devices and materials used in information
processing.
 Process: is a step undertaken to achieve a goal.
As, We have covered the basic concept of management information system which
includes what is MIS, MIS definition, MIS meaning, MIS components.
Now, let us move further and try to understand MIS objectives, MIS characteristics, MIS
advantages, MIS role, MIS challenges, MIS limitations etc.
Objectives of MIS
What is MIS objective: MIS has five major objectives which include:
1. Data Capturing
2. Processing of Data
3. Storage
4. Retrieval
5. Dissemination

Objectives of MIS
These MIS objective are discussed below in detail.
Data Capturing
MIS capture data from various internal and external sources of the organization. Data
capturing may be manual or through computer terminals.

Processing of Data
The captured data is processed to convert into the required information. Processing of
data is done by such activities as calculating, sorting, classifying, and summarizing.

Storage of Information
MIS stores the processed or unprocessed data for future use. If any information is not
immediately required, it is saved as an organization record, for later use.

Retrieval of Information
MIS retrieves information from its stores as and when required by various users.

Dissemination of Information
Information, which is a finished product of MIS, is disseminated to the users in the
organization. It is periodic or online through a computer terminal.

Characteristics of MIS
What is MIS Characteristic? MIS plays a very important role in every aspect of an
organization. These characteristics are generic in nature.
Following are the characteristics of MIS:
1. System Approach
2. Management Oriented
3. Need-Based
4. Exception Based
5. Future Oriented
6. Integrated
7. Long Term Planning
8. Sub-System Concept
9. Central Database
Characteristics of MIS

System Approach
The information system follows a System’s approach. The system’s approach implies a
holistic approach to the study of system and its performance in the light for the objective
for which it has been constituted.

Management Oriented
The top-down approach must be followed while designing the MIS. The top-down
approach suggests that the system development starts from the determination of
management needs and overall business objectives.

The MIS development plan should be derived from the overall business plan.
Management oriented characteristic of MIS also implies that the management actively
directs the system development efforts.

Need-Based
MIS design and development should be as per the information needs of managers at
different levels, strategic planning level, management control level and operational
control level. In other words, MIS should cater to the specific needs of managers in an
organization’s hierarchy.
Exception Based
MIS should be developed on the exception-based reporting principle, which means an
abnormal situation, i.e. the maximum; minimum or expected values vary beyond
tolerance limits. In such situations, there should BE exception reporting to the decision-
maker at the required level.

Future Oriented
Besides exception-based reporting, MIS should also look at the future. In other words,
MIS should not merely provide past or historical information; rather it should provide
information, on the basis of projections based on which actions may be initiated.

Integrated
Integration is a necessary characteristic of a management information system. Integration
is significant because of its ability to produce more meaningful information.

For example, in order to develop an effective production scheduling system, it is

necessary to balance such factors as setup costs, Workforce, Overtime rates, Production
capacity, Inventory level, Capital requirements and Customer services.

Long Term Planning

MIS is developed over relatively long periods. Such a system does not develop overnight.
A heavy element of planning is involved. The MIS designer must have the future
objectives and needs of the company in mind.

Sub-System Concept
The process of MIS development is quite complex and one is likely to lose insight
frequently. Thus, the system, though viewed as a single entity, must be broken down into
digestible sub-systems which are more meaningful at the planning stage.

Central Database
A central database is a mortar that holds the functional systems together. Each system
requires access to the master file of data covering inventory, personnel, vendors,
customers, etc. It seems logical to gather data once, validate it properly and place it on a
central storage medium, which can be accessed by any other subsystem.
Advantage of MIS
A good management information system can be used not only for the storage of
electronic data alone but must be able to support the analysis required by management.
There are many advantages of MIS which are utilised by manager to achieve
organization goal.
The following are some of the benefits of a good MIS.
 Increased customer satisfaction
 Improved quantity and quality of information
 Improved quality and quantity management decisions
 Improved responsiveness number of the competitor’s condition
 Improved operational efficiency and flexibility
 Improved quality of internal and external communications
 Improved quality of planning
 Improved quality control and supervision

Role of MIS
A management information system (MIS) plays an important role in business
organizations.
What is MIS role: There are many roles of MIS and some of the important MIS role are
discussed below:
1. Decision making
2. Coordination among the department
3. Finding out Problems
4. Comparison of Business Performance
5. Strategies for an Organization
 Role of MIS

Decision making
Management Information System (MIS) plays a significant role in the decision-making
process of any organization. In any organization, a decision is made on the basis of
relevant information which can be retrieved from the MIS.

Coordination among the department

Management Information System satisfy multiple need of an organization across the
different functional department.

Finding out Problems

As we know that MIS provides relevant information about every aspect of activities.
Hence, if any mistake is made by the management then MIS, information will help in
finding out the solution to that problem.

Comparison of Business Performance

MIS store all past data and information in its Database. That why the management
information system is very useful to compare business organization performance.

Strategies for an Organization

Today each business is running in a competitive market. An MIS supports the
organization to evolve appropriate strategies for the business to assent in a competitive
environment.
Challenges of MIS
What is MIS Challenges: There are three major challenges of MIS: high cost, training of
employees and maintenance cost. These are briefly discussed below:
1. High Cost
2. Training of Employee
3. Maintenance Cost
High Cost
Development of new computerized based information system is a problem for the
organization due to the cost factor and it creates problems because with the change of
time there is need of up-to-date of the information system.

Training of Employee
Employees should have the capacity of learning of the information system with the
changing competitive and business environment; otherwise it will be difficult for the
organization to stay in the market.

Maintenance Cost
Sometimes a problem arises due to server crash and website crash. Sometimes it leads to
the loss of information. So, maintenance cost is needed to tackle the above problem.

Limitations of MIS
Even though MIS has many benefits but it also has its limitations. Limitations of
MIS are discussed below:
 While MIS may solve some critical problems but it is not a solution to all
problems of an organization.

 It cannot meet the special demands of each person.

 MIS if designed in an improper manner does not serve the management and hence
is of little relevance.

 The MIS is not good if the basic data is obsolete and outdated.
 Mostly information provided by the MIS is in quantitive form. Hence, it ignores the
qualitative information like the attitude of an employee.

Requirements of Management
Information System
Following are the requirements of a management information system:

1. Database
2. Qualified System and Management Staff
3. Top Management Support
4. Active Participation of Operating Management
5. Control and Maintenance of Management Information System
6. Evaluation of Management Information System
Read Complete: Requirements of Management Info

Methods of Effective Communication on

Construction Sites
There are several ways that you can help to improve
communication in your workplace. When considering how to do
this, think about the following:

 Effective communication starts from the top

down. Therefore, it’s essential that managers and
supervisors communicate effectively, listen to their
employees and never ignore policy or procedures. By doing
this, you’ll start to develop a positive culture across your
organisation and quickly start to see employees follow suit.
Additionally, it’s essential that your safe working policies,
procedures and practices are the same for everyone. There
should not be one rule for some and a different rule for
others. This will help to ensure everyone communicates and
follows the correct methods.
 Ensure formal communication channels are
enforced. Communication needs to be effective from the
top-down, but also allow employees to raise and report
concerns. You should request and actively listen to
feedback, both about work and around your communication
style. There might be something you can do more of to help
ensure your message is heard.
 Be selective when choosing how to communicate. One size
does not fit all with communication. Sometimes a ‘tool-box
talk’ may be the best way to share information, other times
it may be an email or visual sign. It’s important to choose
the right communication method to ensure you are properly
understood and that your message is received the way you
intended.
 Be professional, clear and concise. Don’t over complicate
your message and explain your meaning as clearly and
concisely as possible. This will help to ensure that your
message is understood and the appropriate actions are
taken.
 Provide accessible information. For example, health and
safety information and other policies and procedures should
be widely and easily available for everyone in accessible
formats. It’s essential that staff are properly briefed on any
updates to health and safety procedures to ensure that staff
can work safely and effectively.
 Ensure information is communicated in a timely manner and
delivered to all necessary parties. While being open and
transparent is an essential part of effective communication,
it’s important not to overload everyone with too much
information. Sometimes, you may need to share
communication with everyone in your organisation, other
times, this is not needed. Where possible, it’s better to be
specific with communication and target those impacted.
 Identify the linguistic strengths and weaknesses in your
organisation. It’s important to consider the current reality
and the future needs of your organisation. When hiring,
consider the language and communication skills of workers.
 Do they have skills that would benefit your workforce and
help to close the language barrier gaps? You should also
ensure that your written materials are properly and
accurately translated and provided to workers who need
them. It’s important that you ensure these are accurate
translations done by professional construction translators,
as you do not want to cause misunderstandings.

Throughout this article we have emphasised the importance of

communication in the construction workforce. Effective
communication is essential to the successful and safe
completion of your projects. Therefore, you should consider
communication as a key skill that you want your employees to
demonstrate.

Communication skills may easily be forgotten, as they are

seemingly not as important as health and safety or specific
speciality skills, but they underpin safe working on your site.
High Speed Training offers Communication Skills Training, that
can help you train your workers in communication and teach
them how to apply their communication skills to reduce
communication barriers in your workplace.
N
Clients

The clients are the people or organisations who commission and fund a
project. They are also referred to as developer, owner, project sponsor, and
customer. They have huge interests and power concerning a project as they
own and finance it.

There are two types of clients in the construction industry i.e. commercial
client and domestic client. Commercial clients get the construction projects
done in connection with a business. On the other hand, domestic clients do
not get the projects done in connection with a business. Rather their work is
usually done at their own home or the home of a family member (HSE, 2022).

Contractors

The contractors are responsible for executing the construction work. In many
ways, they are just as important as the owners. They work according to the
specifications in the construction documents. They hire subcontractors to carry
out areas of work which are perhaps not within their expertise.

Suppliers

A variety of raw materials such as cement, bricks, gravel, limestone, wood, and
electrical appliances are required to construct a building. These materials are
usually provided by different suppliers who have massive interests in the
success of a project as success creates opportunities for them with new
contracts.

Roles and responsibilities of stakeholders in construction projects

Construction stakeholders play important roles in the design, construction,
and management of a project. The owner/client is often the same person who
has initiated the project. The contractors are responsible for executing the
work according to the design and plans.

Suppliers are very important as contractors cannot start a project without the
raw materials. On the other hand, raw materials are in fact useless unless the
project design is completed by the architects. Likewise, design and raw
materials will be useless unless construction workers bring them in line with
each other to construct the building. This shows that different stakeholders
play different roles in the construction industry, and they need to be engaged
in line with their power and interest.

3. Identify stakeholders

Most projects have many stakeholders, most of whom have different

levels of interest in and influence on the project. You’ll need to identify
the stakeholders with whom you’ll communicate throughout the
project and list them. Prioritize each stakeholder based on their level
of influence and interest to determine the level of communication
required.

4. Identify methods of communication

Your CTO never checks his email but is on Slack all day. On the other
hand, your head designer never installed Slack but checks her email
constantly. And you’ll need to hire a skywriter to communicate with
your art director.

One purpose of your communication plan is to get the right eyes on

the right information, so along with listing who your stakeholders are,
your communication plan should also list how you intend on
communicating with those stakeholders.
 Consider the following methods depending on what your stakeholders
are most likely to see or attend:

 Weekly check-ins
 Meetings, whether in person, over the phone, or through video
conferencing
 Meeting summaries
 Status reports
 Formal presentations
 Surveys
 To-do lists
 Project dashboards
 Collaboration apps, such as Slack or Microsoft Teams

The communication method you choose may also depend on the

information you need to deliver. You likely don’t need a formal in-
person meeting every week to share updates on the project. You could
send a weekly email with updates and hold meetings when the team
reaches a major milestone.

5. Determine frequency of communication

List how often you will send out each type of communication (e.g.,
send a weekly email on Mondays with project progress, links to
completed deliverables, current budget, etc.) or how often you need to
loop in each stakeholder (e.g., each team member should send daily
emails to update the project manager but only include the executive
stakeholder on the video conference following each milestone).
In addition to including this information on your project management
communications plan, make sure to schedule communication
frequency on your calendar or into your task management software.

6. Determine who provides communication updates

Most often, this task will fall on the project manager, but if not, the
owner of a specific update needs to be clearly identified in your
communications plan.

How to create a project

management communication
plan
Reading time: about 8 min

As a project manager, you have the singular gift of being able to

handle a hundred responsibilities at once, including delegating tasks,
removing any blockers from a project, and making sure everyone has
the same goal in mind.

Effective project management involves breaking down high-level goals

into smaller assignments that ultimately adhere to a set deadline. But
a truly great project manager knows that no project—big or small—
will be successful without a project management communication plan.
Want a little help creating your own communication plan?

Start with our template

What is a project management

communication plan?
 A project management communication plan identifies how important
information will be communicated to stakeholders throughout the
project. It also determines who will be receiving the communication,
how those people will receive it, when they’ll receive it, and how often
they should expect to receive that information.

For instance, if you’re a project manager in charge of launching a new

website, you’ve probably already segmented the project into tasks like
wireframing, copywriting, and coding. But have you determined what
you’re going to tell your stakeholders at each stage of the project?

When formulating your project communication plan, make sure it

includes:

 The purpose or goals of the communication plan

 Information about stakeholders and their roles
 The types of information that need to be shared with stakeholders
 The methods used to communicate
 The frequency that each stakeholder would like to receive
information

Going back to our example, after wireframing, your communication

plan may dictate that you give an update to your CTO by email with
the wireframe attached in PDF format.

Why is a project
management communication plan
important?
 Poor communication contributes to project failure, which could spell
massive financial loss to the company. At the opposite end of the
spectrum, high-performing businesses communicate more
frequently and do so more effectively than their low-performing
counterparts.

A project management communication plan will keep your project on

track because it:

 Creates written documentation that the team can reference

 Sets expectations of when stakeholders will receive updates
 Increases stakeholders’ visibility into the project and its status
 Provides the opportunity for stakeholders to give feedback, which
can help the team detect issues early on and reduce wasted work
 Increases productivity during meetings or eliminates them
altogether

So, if you want your project to be completed successfully and on time,

make sure you know how to create an effective communication plan.

How to make a project management

communication plan
Based on the benefits explained above, we’re sure you’re anxious to
start your own project management communication plan. Follow these
steps to get started.

1. Choose a format
Choose a platform where it will be easy to gather feedback on your
communication plan and to share or store the plan for your team and
stakeholders to reference.

Many project managers create their communication plan on a word

document or a spreadsheet, starting from a project communication
plan template, but you might also consider choosing a more visual
option, such as a timeline or a flowchart, to clearly explain the
frequency of communication or the best method to use based on the
stakeholder.

Communication plan example (click on image to modify online)

Communication matrix (click on image to modify online)

2. Set a communication goal

Whatever you hope to achieve, the first step to crafting a successful
communication plan is to write that goal down. Referring back to the
importance of a communication plan, your goal will likely be to keep
stakeholders updated on the project status or even to keep
stakeholders mindful of the project’s benefits so they’ll continue to
advocate for it. Use our weekly project status report template to help
you keep everyone up-to-date on projects.

3. Identify stakeholders

Most projects have many stakeholders, most of whom have different

levels of interest in and influence on the project. You’ll need to identify
the stakeholders with whom you’ll communicate throughout the
project and list them. Prioritize each stakeholder based on their level
of influence and interest to determine the level of communication
required.
Get the buy-in you need by performing a stakeholder analysis.

Learn how

4. Identify methods of communication

Your CTO never checks his email but is on Slack all day. On the other
hand, your head designer never installed Slack but checks her email
 constantly. And you’ll need to hire a skywriter to communicate with
your art director.

One purpose of your communication plan is to get the right eyes on

the right information, so along with listing who your stakeholders are,
your communication plan should also list how you intend on
communicating with those stakeholders.

Consider the following methods depending on what your stakeholders

are most likely to see or attend:

 Weekly check-ins
 Meetings, whether in person, over the phone, or through video
conferencing
 Meeting summaries
 Status reports
 Formal presentations
 Surveys
 To-do lists
 Project dashboards
 Collaboration apps, such as Slack or Microsoft Teams

The communication method you choose may also depend on the

information you need to deliver. You likely don’t need a formal in-
person meeting every week to share updates on the project. You could
send a weekly email with updates and hold meetings when the team
reaches a major milestone.

5. Determine frequency of communication

List how often you will send out each type of communication (e.g.,
send a weekly email on Mondays with project progress, links to
completed deliverables, current budget, etc.) or how often you need to
loop in each stakeholder (e.g., each team member should send daily
emails to update the project manager but only include the executive
stakeholder on the video conference following each milestone).

In addition to including this information on your project management

communications plan, make sure to schedule communication
frequency on your calendar or into your task management software.

6. Determine who provides communication updates

Most often, this task will fall on the project manager, but if not, the
owner of a specific update needs to be clearly identified in your
communications plan.

What should you do if your project

changes?
No business is immune to scope creep, so even the best-organized
companies will face times when projects change, and the
communication plan needs to change along with it. If change becomes
necessary, refer back to your project overview and realign your
communication plan to the revised project. A communication plan will
act as your North Star if problems start to arise.

How should you communicate sensitive

information?
There may be times when knowing whom to contact and with what
information could be a security risk. Plan for this possible scenario
when crafting your communication plan. We recommend crafting a
flowchart that shows how to share sensitive information.

Process for communicating sensitive information (click on image to modify online)

How to use a communication plan for

project management
Once you’ve got your communication plan in order, you need to put it
to good use. Your communication plan should be distributed to
everyone in your team and all the stakeholders involved.
This is where the real magic comes in: In addition to keeping everyone
apprised of the project’s status, your team members and stakeholders
also won’t be needlessly bothering you with updates.

If your CTO knows from the project management communication plan

that he will receive a Slack with a link to the meeting minutes after
every weekly check-in, he won’t be checking his email or walking over
to your desk for an update. Instead of your team members working
with silo mentality, they’ll feel more motivated because they’ll know
they’re not alone on the project and that things are getting done.

Furthermore, it’s encouraging to receive regular communication with

updates: It drives the momentum of the project and keeps the hard
deadline at the forefront of your team’s minds.

Don’t get lost in the details

While a communication plan is vital to the success of your project,

don’t get caught up in the necessity of communicating every detail
along the way. If you communicate too much or too often, your
communication is just going to get ignored.

Be precise and purposeful in your emails. You also may want to craft
an email template that clearly defines the most important aspects of
the project. That way, if you’re tempted to start drifting into
communication that may or may not be of value to your stakeholders,
the plan will keep you focused on the important things.

Standardize the process

If this is your first time incorporating a project management

communications plan into your project, it might be tough to get
everyone to see its importance. And if the first time doesn’t go as
smoothly as you’d hoped, learn from your mistakes and try again.
You’ll find with enough practice that communication makes projects
go smoother, relieves stress, and helps deliver more projects on time.
That in itself is worth the effort it takes to develop a communication
plan in the first place.

Keep your plan up to date

No business is immune to scope creep, so even the best-organized

companies will face times when projects change, and the
communication plan needs to change along with it. If change becomes
necessary, refer back to your project overview and realign your
communication plan to the revised project. A communication plan will
act as your North Star when problems start to arrive.
 How to create a project
management communication
plan
Reading time: about 8 min

As a project manager, you have the singular gift of being able to

handle a hundred responsibilities at once, including delegating tasks,
removing any blockers from a project, and making sure everyone has
the same goal in mind.

Effective project management involves breaking down high-level goals

into smaller assignments that ultimately adhere to a set deadline. But
a truly great project manager knows that no project—big or small—
will be successful without a project management communication plan.
Want a little help creating your own communication plan?

Start with our template

What is a project management

communication plan?
 A project management communication plan identifies how important
information will be communicated to stakeholders throughout the
project. It also determines who will be receiving the communication,
how those people will receive it, when they’ll receive it, and how often
they should expect to receive that information.

For instance, if you’re a project manager in charge of launching a new

website, you’ve probably already segmented the project into tasks like
wireframing, copywriting, and coding. But have you determined what
you’re going to tell your stakeholders at each stage of the project?

When formulating your project communication plan, make sure it

includes:

 The purpose or goals of the communication plan

 Information about stakeholders and their roles
 The types of information that need to be shared with stakeholders
 The methods used to communicate
 The frequency that each stakeholder would like to receive
information

Going back to our example, after wireframing, your communication

plan may dictate that you give an update to your CTO by email with
the wireframe attached in PDF format.

Why is a project
management communication plan
important?
 Poor communication contributes to project failure, which could spell
massive financial loss to the company. At the opposite end of the
spectrum, high-performing businesses communicate more
frequently and do so more effectively than their low-performing
counterparts.

A project management communication plan will keep your project on

track because it:

 Creates written documentation that the team can reference

 Sets expectations of when stakeholders will receive updates
 Increases stakeholders’ visibility into the project and its status
 Provides the opportunity for stakeholders to give feedback, which
can help the team detect issues early on and reduce wasted work
 Increases productivity during meetings or eliminates them
altogether

So, if you want your project to be completed successfully and on time,

make sure you know how to create an effective communication plan.

How to make a project management

communication plan
Based on the benefits explained above, we’re sure you’re anxious to
start your own project management communication plan. Follow these
steps to get started.

1. Choose a format
Choose a platform where it will be easy to gather feedback on your
communication plan and to share or store the plan for your team and
stakeholders to reference.

Many project managers create their communication plan on a word

document or a spreadsheet, starting from a project communication
plan template, but you might also consider choosing a more visual
option, such as a timeline or a flowchart, to clearly explain the
frequency of communication or the best method to use based on the
stakeholder.

Communication plan example (click on image to modify online)

Communication matrix (click on image to modify online)

2. Set a communication goal

Whatever you hope to achieve, the first step to crafting a successful
communication plan is to write that goal down. Referring back to the
importance of a communication plan, your goal will likely be to keep
stakeholders updated on the project status or even to keep
stakeholders mindful of the project’s benefits so they’ll continue to
advocate for it. Use our weekly project status report template to help
you keep everyone up-to-date on projects.

3. Identify stakeholders

Most projects have many stakeholders, most of whom have different

levels of interest in and influence on the project. You’ll need to identify
the stakeholders with whom you’ll communicate throughout the
project and list them. Prioritize each stakeholder based on their level
of influence and interest to determine the level of communication
required.
Get the buy-in you need by performing a stakeholder analysis.

Learn how

4. Identify methods of communication

Your CTO never checks his email but is on Slack all day. On the other
hand, your head designer never installed Slack but checks her email
 constantly. And you’ll need to hire a skywriter to communicate with
your art director.

One purpose of your communication plan is to get the right eyes on

the right information, so along with listing who your stakeholders are,
your communication plan should also list how you intend on
communicating with those stakeholders.

Consider the following methods depending on what your stakeholders

are most likely to see or attend:

 Weekly check-ins
 Meetings, whether in person, over the phone, or through video
conferencing
 Meeting summaries
 Status reports
 Formal presentations
 Surveys
 To-do lists
 Project dashboards
 Collaboration apps, such as Slack or Microsoft Teams

The communication method you choose may also depend on the

information you need to deliver. You likely don’t need a formal in-
person meeting every week to share updates on the project. You could
send a weekly email with updates and hold meetings when the team
reaches a major milestone.

5. Determine frequency of communication

List how often you will send out each type of communication (e.g.,
send a weekly email on Mondays with project progress, links to
completed deliverables, current budget, etc.) or how often you need to
loop in each stakeholder (e.g., each team member should send daily
emails to update the project manager but only include the executive
stakeholder on the video conference following each milestone).

In addition to including this information on your project management

communications plan, make sure to schedule communication
frequency on your calendar or into your task management software.

6. Determine who provides communication updates

Most often, this task will fall on the project manager, but if not, the
owner of a specific update needs to be clearly identified in your
communications plan.

What should you do if your project

changes?
No business is immune to scope creep, so even the best-organized
companies will face times when projects change, and the
communication plan needs to change along with it. If change becomes
necessary, refer back to your project overview and realign your
communication plan to the revised project. A communication plan will
act as your North Star if problems start to arise.

How should you communicate sensitive

information?
There may be times when knowing whom to contact and with what
information could be a security risk. Plan for this possible scenario
when crafting your communication plan. We recommend crafting a
flowchart that shows how to share sensitive information.

Process for communicating sensitive information (click on image to modify online)

How to use a communication plan for

project management
Once you’ve got your communication plan in order, you need to put it
to good use. Your communication plan should be distributed to
everyone in your team and all the stakeholders involved.
This is where the real magic comes in: In addition to keeping everyone
apprised of the project’s status, your team members and stakeholders
also won’t be needlessly bothering you with updates.

If your CTO knows from the project management communication plan

that he will receive a Slack with a link to the meeting minutes after
every weekly check-in, he won’t be checking his email or walking over
to your desk for an update. Instead of your team members working
with silo mentality, they’ll feel more motivated because they’ll know
they’re not alone on the project and that things are getting done.

Furthermore, it’s encouraging to receive regular communication with

updates: It drives the momentum of the project and keeps the hard
deadline at the forefront of your team’s minds.

Don’t get lost in the details

While a communication plan is vital to the success of your project,

don’t get caught up in the necessity of communicating every detail
along the way. If you communicate too much or too often, your
communication is just going to get ignored.

Be precise and purposeful in your emails. You also may want to craft
an email template that clearly defines the most important aspects of
the project. That way, if you’re tempted to start drifting into
communication that may or may not be of value to your stakeholders,
the plan will keep you focused on the important things.

Standardize the process

If this is your first time incorporating a project management

communications plan into your project, it might be tough to get
everyone to see its importance. And if the first time doesn’t go as
smoothly as you’d hoped, learn from your mistakes and try again.
You’ll find with enough practice that communication makes projects
go smoother, relieves stress, and helps deliver more projects on time.
That in itself is worth the effort it takes to develop a communication
plan in the first place.

Keep your plan up to date

No business is immune to scope creep, so even the best-organized

companies will face times when projects change, and the
communication plan needs to change along with it. If change becomes
necessary, refer back to your project overview and realign your
communication plan to the revised project. A communication plan will
act as your North Star when problems start to arrive.