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Communication Plan
Document Communication Plan
Author: Joonas Kuokkanen
Version: 1.01
Date: 02.02.2024

Introduction

The purpose of this communication plan is to define the communication methods and channels used for the DataDynamos team. Clear and consistent communication ensures good information flow as well as helps to achieve project's quality objectives.

Stakeholders

  • Combitech
  • Jamk
  • DataDynamo team members
  • Coaches and mentors
  • Product owner, Reima Parviainen

Project Stakeholders can be divided into four groups from the point of view of communication:

  1. Project group team members Team indroduction
  2. Project manager(s) and Coaches - Marko Rintamäki, Scrum master - Reima Parviainen, Product owner
  3. Stakeholder representatives - Combitech
  4. Other external stakeholders (e.g. Head of Department(s), technical experts, etc.)

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

General Communications Channels

DataDynamo is using various forms of written and verbal communication. Most used ones are:

  • Discord: The primary communication platform for team members to discuss and coordinate tasks, share updates, and foster a collaborative environment.

  • Teams: Mostly used for daily scrums (Mondays & Fridays). Backup communication platform if there is technical difficulties with discord.

Written Communication Models

  • Discord channels organized by topics or projects for discussions and information sharing.

Internal Communications

  • Daily Scrum: Held every monday and friday 9:00 to discuss team/individual challenges, progress.

  • Team level meetings: Held every monday and friday after whole organisations zoom session to discuss teams week topic and plans for the day/week

  • Open communication in Discord/Teams: Daily communication in the Discord or Teams channel, and if there are any questions, team members can help.

Communications with Coaches

  • Scheduled meetings with coeaches or mentors for feedback, guidance and assistance.

  • Discord is utilized for both public and private interactions involving mentors or coaches, allowing for questions and discussions.

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 and secondary Teams. For all project documents, assigned project secretary will send copies to the stakeholder representatives by email. Reima Parviainen is responsible for current affairs on behalf of the stakeholder, and Marko Rintamäki for project management.

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/