Communication plan

Introduction
The overall objective of this project is to Evaluating the feasibility of development of the elevated
railway design for the Kalani Valley Railway line as a solution to reduce the traffic congestion at the
interchanges along KV line.

The communication plan is a tool for making most of project communication. It is to support project
implementation and can be used to further elaborate and better plan the communication work in the
project.

Effective communication will help to deliver project’s overall objective, engage successfully with
stakeholders, communicate the results of work as well as ensure people understand the importance of
project.

Communication objectives
Communication is a common responsibility of all project partners to ensure efficient circulation of the
project results and outcomes. Circulation will take place throughout the project period and all partners
will be active participant in this task.

To ensure effective communication the Communication Strategy details the relevant message for each
target group, the methods of taking the message to the target groups and the measures to monitor the
communication process to ensure it succeeds. All partners will continuously disseminate project results
after the end of the project and will be ready to give further information and consultations.
Stakeholder Communication Plan
An Internal stakeholder communication plan helps connect the dots between project strategy and
employee delivery. It creates awareness, understanding, response and belief.

Stakeholder Information Frequency Methodology Responsible

Board of Directors Status reports Monthly Meetings and Major Projects
Presentation Committee/
round tables, Project Sponsor
emails

Major Projects High level information, Meetings Project Sponsor/

Committee/ issue escalation only Fortnightly Reports Project Director
Management Team Presentation
Project Sponsor Cost, schedule, safety, Weekly Verbal Status Project Director
environmental and Report
quality reports
Issues/concerns and
Actions

Project Team Progress, issues, risks, Weekly Team Meeting, Project Manager
schedule, plans, solution Minutes of
approach Meeting

Chief Contractor Technical Bi-Weekly Meeting Project Manager

documentation
Stakeholder issues

An External communication plan helps to the transmits of information between the project and another
person and organizations in the project's external environment. Transmission of information provides a
better understanding of the project scope, objectives and benefits among the external stakeholders so
that the conflicts between parties can be resolve and come up with terms at the beginning of the
project.

Stakeholder Communication method Timeframe

 Residents of Public consultation meetings, Beginning of the project

municipalities, villages Project leaflets, notice board,
and communities where public release, exchange of
railway line and information, Information and
associated Consultative meetings,
Community meetings as well
 infrastructure will be as on‐to‐one meetings.
constructed.
 Land owners and users
of infrastructure sites
 Local and Regional
businesses
 National, Regional and
local freight Companies
 Environmental and
Social NGOs
 Public transport Users

 Financiers/Creditors Public consultation meetings, Beginning of the project

 Construction companies Submission of documentations,
 Employees of Project leaflets, notice board,
construction public release, exchange of
companies, contractors information
and subcontractors
 Equipment and service
Suppliers
 Union representatives
 Users of the rail line
 General public Project leaflets, notice board, Beginning of the project, after
 Religion communities public press release, exchange completion of phases
 Media of information
 Potential investors

The following characteristics should be included in above mentioned communication methods.

Weekly check-ins
Weekly phone calls with Coordinator and Project Lead to go over progress, questions, and share any
related work as it’s completed. Most of the construction projects conduct weekly meetings for assess
their progress. Following details will be shared:
• Timeline & budget flags
• What’s been completed
• What’s in progress
• Any deliverables needing approval
• Questions about deliverables

Weekly email reports

Weekly emails sent on Mondays to relay project timeline, budget, and milestone particulars.
Following details will be shared:
• Budget burn
• Timeline specifics
• Links to deliverables approved
• Links to edited deliverables
• Links to anything to review
• Next steps list
• Waiting on list

Major milestone meetings

Meetings set up for presentation and delivery of major milestone deliverables. Following details will
be shared:
• Agenda for meeting
• Attendees needed for meeting
• Links or summary of deliverable(s) being presented

The meeting format is basically arranged to following steps:

• Agenda review
 Deliverable presentation by team lead
• Questions/Discussions
• Next steps review

Daily E-mails

As needed the mails are always used in construction projects to communication purposes. It will
helpful to:
• Assistance getting information from other client team members
• Assets needed
• Minor, non-deliverable approvals (license purchases, etc)
• Questions about project-specific items
• Review of deliverables or decisions prior to sending to higher-level stakeholders