Communication Plan
Project: School Management System (SMS)
Version: 1.0
Date: 12 August 2025
Prepared By: Abhi Soft Solutions
1. Document Control
| Version |
Date |
Author |
Description |
| 1.0 |
12 Aug 2025 |
Project Manager |
Initial Draft |
2. Purpose
The purpose of this Communication Plan is to establish clear guidelines for how project-related information will be shared among stakeholders, team members, and management to ensure smooth project execution and transparency.
3. Communication Objectives
- Ensure timely and accurate sharing of information.
- Define communication channels and frequency.
- Avoid misunderstandings by documenting decisions and updates.
- Keep all stakeholders informed about project status, risks, and changes.
4. Stakeholder Communication Requirements
| Stakeholder |
Information Needed |
Frequency |
Method |
Responsible Person |
| Project Sponsor |
Project progress, risks, budget updates |
Monthly |
Email, Presentation |
Project Manager |
| School Principal & Admin |
Feature updates, training schedules |
Bi-weekly |
Email, Meetings |
Business Analyst |
| Development Team |
Technical updates, task assignments |
Daily |
Stand-up Meetings, Chat |
Team Lead |
| QA Team |
Test plans, bug reports |
Weekly |
Email, Jira |
QA Lead |
| End Users (Teachers, Staff) |
Training materials, user guides |
Before rollout |
Workshops, Email |
Training Coordinator |
| IT Support |
Deployment plans, technical issues |
As needed |
Ticketing System, Email |
IT Lead |
- Email – Official updates, approvals, and documentation.
- Project Management Tool (Jira/Trello) – Task tracking and issue logging.
- Instant Messaging (Slack, Teams) – Quick clarifications and updates.
- Meetings – Weekly project meetings, sprint reviews, and retrospectives.
- Reports – Status reports, risk reports, and budget updates.
6. Meeting Schedule
| Meeting Type |
Participants |
Frequency |
Purpose |
Format |
| Daily Stand-up |
Dev & QA Teams |
Daily |
Task progress & blockers |
15-min call |
| Weekly Project Status |
All key stakeholders |
Weekly |
Status updates, risks, decisions |
Virtual/Onsite |
| Monthly Sponsor Review |
Project Sponsor, PM |
Monthly |
Progress, budget, high-level issues |
Presentation |
| Sprint Review |
Dev, QA, BA, Stakeholders |
Every 2 weeks |
Demo new features, collect feedback |
Virtual/Onsite |
7. Escalation Process
- Level 1: Team Lead – Handles immediate technical issues.
- Level 2: Project Manager – Escalates unresolved issues to management.
- Level 3: Project Sponsor – Final decision-making on major risks or delays.
8. Communication Guidelines
- Use clear, concise language.
- Document decisions in writing.
- Share meeting minutes within 24 hours.
- Maintain version control for all documents.
9. Approval
| Name |
Role |
Signature |
Date |
| John Smith |
Project Manager |
|
12 Aug 2025 |
| Priya Sharma |
Business Analyst |
|
12 Aug 2025 |
