Communication Plan

smenso offers detailed and flexible functionality for managing communication plans that ensures effective project communication. With smenso, you can efficiently organize and manage various communication channels and meetings to ensure all project participants are always informed and information flows smoothly.

Managing different communication channels and meetings

smenso enables the management and organization of different types of communication and meetings within a project. You can maintain detailed information for each meeting and communication channel to ensure all relevant aspects are covered. The following data can be maintained for the individual types of communication:

1. Type of communication

   • Define the type of meeting or communication, such as:
     • Project meeting
     • Jour fixe
     • Steering committee meeting
     • Workshops
     • Status updates

2. Objectives of the communication

   • Define the specific objectives and purpose of the meeting, e.g.:
     • Regular alignment with the customer and project progress
     • Discussion of current topics and tracking of action items
     • Clarification of points that cannot be resolved at the project level
     • Strategic planning and decision-making
     • Feedback and review sessions

3. Timing and frequency

   • Define the timing and frequency of meetings, such as:
     • Weekly, Thursday at 1:30 PM
     • Monthly, first Monday of the month at 10:00 AM
     • Daily, stand-up meeting at 9:00 AM
     • Ad hoc as needed

4. Participants

   • Define the participants for each type of communication, e.g.:
     • Customer/Sponsor
     • Project management
     • Team members
     • External consultants
     • Stakeholders

5. Form of communication

   • Specify the form of the meeting, such as:
     • In-person meeting at the customer’s site
     • Virtual meetings via video or conference call
     • Hybrid meetings with optional dial-in
     • Email updates and written reports

Automated notifications and reminders

smenso supports adherence to the communication plan through automated notifications and reminders. When a meeting is approaching or a communication activity is due, the relevant people are notified automatically. This helps ensure that no important meetings or communication steps are forgotten.

Transparency and traceability

smenso provides a clear and concise presentation of all planned communication activities. Project managers can view the status and details of planned meetings at any time and ensure that all relevant information is documented. This promotes transparency and enables easy traceability.

Integration into project planning

The communication plan functionality in smenso is seamlessly integrated into overall project planning.  Communication activities can be embedded directly into project schedules and Gantt charts so that progress and communication activities are visualized in real time. This makes it easier to coordinate and synchronize communication activities with other project tasks.

Customizability and flexibility

The user interface in smenso is designed to be intuitive and flexible, allowing project managers and team members to easily adapt the communication plan to the specific needs of their project. The ability to define different types of communication and their details individually makes smenso a powerful tool for managing project communication.

With smenso, you are in control of all communication activities within your project and can ensure that all participants are always well informed and in sync. A well-thought-out communication plan contributes significantly to project success and helps maximize the efficiency and effectiveness of project work.