COMMUNICATION PLAN
The communication Plan for this project will be detailed and structured to ensure seamless flow of information between the AIM Design & Development (CM), General Contractor(GC), and stakeholders. The effectiveness of communication among these parties can significantly impact the project's success. Below is an example of AIM’s comprehensive strategy:
Communication Protocols
- Primary communication channels: Emails for formal communication, messaging apps (Zello) for informal and rapid exchanges, and Teams/Zoom for meetings.
- Frequency of updates: Set regular intervals for progress updates and ad hoc meetings for critical decision-making.
- Documentation: All communications related to design changes, approvals, and project progress will be documented and stored in a shared, secure, and accessible location (Google Drive)
Identify Key Stakeholders and Communication Needs
- List of Key Stakeholders: This will include project owners, design teams, engineers, GC, subcontractors, suppliers and regulatory agencies.
- Information Needs: Types of information each stakeholder group requires, the preferred format, and the frequency of updates.
Hierarchical Reporting System
- Clear Reporting Lines: AIM will establish a hierarchy for reporting issues, concerns and progress with the GC. AIM and the GC will work together to find solutions.
- Escalation Matrix: There will be a clear process for escalating unresolved or critical issues to higher levels of management or to the project owner as needed.
- Schedule: Define regular intervals for team meetings, stakeholder updates, and critical review sessions. Meetings will include daily stand-ups, weekly project team meetings, and monthly stakeholder briefings.
- Agendas and Minutes: Agendas will be prepared in advance and meeting minutes will be sent out afterward to ensure accountability and to keep all parties informed.
Technology
- Project Management Software: AIM will utilize tools like Trello, Asana, or Microsoft Project to keep track of tasks, deadlines, and responsibilities.
- BIM and Collaboration Platforms: AIM will utilize Building Information Modeling (BIM) for collaborative design and construction planning, allowing for real-time updates and visualization of project progress.
Feedback Loops and Adjustments
- Feedback Mechanisms: Formal and informal feedback loops will be established to gather insights on the communication process's effectiveness and areas for improvement.
- Continuous Improvement: Regularly assess the communication strategy's efficiency and make adjustments based on project evolution and stakeholder feedback.
Training and Onboarding
- Education on Tools and Protocols: AIM will ensure that all team members and stakeholders are familiar with the communication tools, platforms, and procedures established for the project.
- Cultural and Language Considerations: AIM will provide necessary training or resources to bridge cultural and language differences within diverse teams.
Emergency Communication Plan
- Crisis Communication: Protocols for urgent communications in the event of accidents, natural disasters, or other emergencies, including key contacts, communication chains, and backup communication methods.
Documentation and Record Keeping
- Archival System: AIM shall maintain an organized system for archiving all project communications, design documents, decisions, and revisions for legal, historical, and reference purposes.
Implementing the comprehensive communication plan outlined above will significantly enhance the efficiency, transparency, and success of the project. Regular monitoring and improvements to the communication strategy will be continuous to adapt to project dynamics and maintaining stakeholder engagement throughout the project lifecycle.