National Project Management

Office Communications Plan

Prepared for: All team members of the National Project Management Office
Prepared by: Jim Curlewis, National Project Management Office
Date: 28 May 2014
Version: 1.0

Executive Summary
Objective
The following table outlines the communications schedule for the National Project
Management Office. It outlines the duration, frequency and details of what will be
communicated during each of the meetings.

Project Management Office Communication Schedule

Communications

Details

Performance Review

Two weeks after the end of quarter the

1:1

PMO Manager will meet with each member

Duration

Frequency

1 hour

Quarterly

1 hour

Monthly

1.5 hours

Monthly

Monthly

of the PMO and discuss the performance of

the group, revenues, targets and also
personal performance giving individual
feedback on areas for improvement.
Professional Services

This meeting will be for all members of the

Meeting

Professional Services Organisation. It will

encompass three sessions each of 20
minutes (PMO, PO and PS). This meeting
will be setup so the team can discuss
issues that are occurring in the team as a
whole and also give the team visibility over
how projects, targets and objectives are
tracking. This will be an information session
and not mandatory to attend, the purpose
of this meeting will be to give the team
visibility over what is occurring in the
professional services department.

National Project

This is a regular meeting with all members

Management Office

of the PMO covering the following topics:

Meeting

currently running projects, processes and all

other PMO operations matters.

Project Board

This meeting will be booked between the

30 minutes

Meeting

8th and 12th of every month and give each

(per person)

PM a forum to present their projects and

their status to the executive.
1:1 Meeting

An individual meeting will be booked with

30 minutes

Fortnightly

each member of the PMO. This will be a

forum for discussion around any concerns,

Page 2

National PMO Communication Plan

Version 1.0

2014


Communications

Details

Duration

Frequency

feedback or escalating issues.

Operations Stand-up

Every Tuesday the PMO will have a 30-

30 minutes

Weekly

As required

Weekly

As required

Daily

As required

Ad-hoc

minute operations call with the group,

everyone is to attend this meeting so
Project Managers can call out problems
around resourcing or other project related
topics for discussion. The Operations
Manager will be present to take topics back
to the consulting team. There will be a
weekly quiz and prizes awarded to the
monthly winner of the quiz
Off-Track Escalation

Every Thursday the PMO will have an OffTrack escalation call, attendance to this call
is only if you have reported a project as
being off track in the central project register
so the PMO Manager can discuss how you
are going to get the project back on track.

PMO Manager Call

Between 8:30 and 9:00am every day the

PMO Manager will be available on his
mobile for discussion around any topics
(personal, work or team related), if the
mobile diverts to voicemail leave a message
and the PMO Manager will call back. This
call is designed to allow access to the PMO
Manager each day for any team members.

Ad-hoc Calls

If there is a problem pick up the phone and

make a call, dont email if its urgent/critical
or impacting. If a project has a problem,
escalate to up and discuss the next steps
and don't just hope things will turn around
or feel youre all alone to deal with the
problems.

Page 3

National PMO Communication Plan

Version 1.0

2014