The following communication plan is for renovating a bowling alley project located at Penn 44 2241 SW 44th St in Oklahoma City, OK3119. The plan outlines the major meetings that will be held during the renovation period. The renovation exercise is expected to last for between 8 months and 12 months. During this period, the operation hours will be between 10 a.m. and 10 p.m. for Sundays through Thursdays, and between 10 a.m. and 2 p.m. for Fridays and Saturdays.
| VERBAL COMMUNICATION | ||||
| WHAT | WHEN | WHERE | OWNER | ATTENDEES |
| Introductory Meeting | Wednesday, March 1, 2017
10:00 a.m. – 12:30 p.m. |
Penn 44 (Oklahoma City) | Project Owners | Project owners, project’s management team, all technicians and other stakeholders. |
| First Project Status Meeting | Monday May 1, 2017
3:00 p.m. – 4:00 p.m. |
Penn 44 (Oklahoma City) | Project management team | Project’s management team, and technicians |
| First site Visit | Monday,
May 15, 2017 10:00 a.m. – 12:30 p.m. |
Penn 44
2241 SW 44th St. (Oklahoma City) |
Project owners | Chief technician, project manager, assistant manager and project owners |
| Supplier Meeting | As needed | Penn 44 (Oklahoma City) | Project management team | Suppliers, project’s management team and chief technician |
| Team meetings | Every Tuesday
9:00 a.m. – 10:00 a.m. |
Penn 44 (Oklahoma City) | Project management team | All stakeholders |
| Second Project Status Meeting | Friday
June 30, 2017 3:00 p.m. – 4:00 p.m. |
Penn 44 (Oklahoma City) | Project management team | Project’s management team, and technicians |
| Second site visit | Friday
July 14, 2017 10:00 a.m. – 12:30 p.m. |
Penn 44
2241 SW 44th St. (Oklahoma City) |
Project owners | Chief technician, project manager, assistant manager and project owners |
| Third Project Status Meeting | Friday
September 1, 2017 3:00 p.m. – 4:00 p.m. |
Penn 44
2241 SW 44th St. (Oklahoma City) |
Project management team | Project’s management team, and technicians |
| Third and final site visit | Friday September 15, 2017
10:00 a.m. – 12:30 p.m. |
Penn 44
2241 SW 44th St. (Oklahoma City) |
Project owners | Chief technician, project manager, assistant manager and project owners |
| WRITTEN COMMUNICATION | ||||
| WHAT | WHEN | METHOD OF DELIVERY | SENDER | RECEIVER |
| Two days before the meeting day | Electronic | Assistant project manager | Technicians and project management team | |
| Friday
February 24, 2017 |
Electronic | Assistant project manager | All stakeholders | |
| Every Monday | Electronic | Team leaders | Team members | |
| Short notes | One day after project status meetings | Paper | Chief technician | Project manager |
The introductory meeting will be held on March 1, 2017. The meeting will be attended by all stakeholders of the project who will be notified about the meeting via the e-mail five days before the meeting takes place. The e-mails will be sent by the project’s assistant manager who will be the project’s secretary.
Project status meetings will be held at the end of every two months. Attendance to the meeting will be limited to technicians and project management team. E-mails will be utilized to communicate to the relevant people and they will be sent by the assistant project manager two days before the day of the meeting.
Site visit meetings will be held two weeks after project status meetings. Attendance to the meeting will be limited to the chief technician, project manager, assistant manager and project owners. E-mails will be utilized to communicate to the relevant people and they will be sent by the assistant project manager two days before the day of the meeting.
Team meetings will be held on Tuesdays and they will be organized and conducted by team leaders who will send e-mails on Mondays to remind team members of the meeting. The meetings will start at 9:00 a.m. and end at 10:00 a.m.
Suppliers meetings will be held whenever necessary and they will be attended by chief technicians, suppliers and project management team. The meetings will be organized by project’s assistant manager and headed by project manager.