Purpose of communication matrix in the project management

A communication matrix is a useful tool for managing communication. The tool is frequently used in project management to review work, track progress, and manage communication among all stakeholders. The Communication Matrix tool provides a communication framework for project stakeholders from the start of a project to the completion of milestones/goals. Furthermore, the communication Matrix enables all stakeholders to communicate in an effective, timely, and logical manner. A project team must be alert to determine how frequently and by what means communication management is required. This study will delve deeper into the role, purpose, and significance of communication matrices in project management, as well as provide an example of a communication matrix for project management. Communication matrix is the right and precise tool to synchronize the team members/stakeholders to achieve maximum out of project.

Purpose of communication matrix in the project management

Purpose of communication matrix is to keep all communication constituents at one place. Communication management in the project management plays vital role to synchronize the team members so that the team members perform well to achieve goals. Moreover, communication matrix is a mechanism for delivering the right information to the right stakeholders so that risks could be minimized and to avoid failures. Every stakeholder of the project is responsible for timely communication with other stakeholder involved in the project. The process of communication matrix consists of communication planning, information distribution, performance reporting, and managing the stakeholders. Hence, for successful project management, the managers, owners, and team members are required to strictly follow the communication matrix.

Example - Communication Matrix for Project Management

Project Name: Software Development

Project Manager Name:

Project Description:

ID

Information

Target

Audience

(Receiver)

Purpose/ Frequency of Communication

Owner

Method of Communication

01

Draft project proposal

Board of Directors

For approval and amendments/As required

Business Manager

Hard copy, printed format

02

Amendments in project proposal

Business manager

For amendments and final draft/ As required.

Board of Directors

Hard copy, printed format

03

Final project proposal for approval

Board of Directors

For amendments and final draft/ As required.

Business Manager

Hard copy, printed format

04

Building Teams

Project Manager

Build a team of most suitable resources/ As required.

Business Manager

Email, shared drive

05

Finalization of project team

Project Manager

To finalize the resources for project/ As required.

Business Manager

Email, shared drive

06

Scope of Work and Timeline

Project Team

Determining the scope of work and discussion about timeline/ Once.

Project Manager

Email, shared drive

07

Work requests

Project manager, relevant department, group lead

Work requests/ As required.

Business Manager

Email, shared drive, internal messenger

08

Working manual & SOPs

Project team

Issuing working manual & SOPs to team members/ Once.

Business Manager

Email, shared drive

09

Achieving milestones by following timeline and deliver to client

Business Manager, team, client

Coordination with business manager, team and client to achieve milestone according to the timeline/ As required.

Project Manager

Email, shared drive

10

Final delivery to the client

Project manager, Business manager, Client

Deliver the final finished product to the client/ As required.

Business Manager

Email, shared drive

References

AN ROINN OIDEACHAIS AGUS SCILEANNA, DEPARTMENT OF EDUCAIOTN AND SKILLS. (2014, February). Communications Management Plan. Retrieved on April 6, 2017 from https://www.education.ie/en/The-Department/Management-Organisation/ETB-SOLAS-Project-Management-Office/ETB_SOLAS_PMO_Newsletters/ETB-SOLAS-Project-Management-Office-Communications-Management-Plan-February-2014-.pdf

Dow, W., & Taylor, B. (2008). Project management communications Bible. Indianapolis, IN: Wiley.

Charles Sturt University (2011, June 24). Research Office Implementation Communication Plan. Retrieved on April 6, 2017 from https://www.csu.edu.au/__data/assets/pdf_file/0005/187430/Research-Office-Communications-Plan.pdf