Communication management plans help define the communication requirements, as well as how information is distributed. Current project management plan creates an outline for the university’s human resource communication tools and techniques. The need for the plan has been necessitated by the recognition that my university’s employees need to improve their communication skills with clients. Likewise, the university management has acknowledged the importance of implementing the use of technology in all programs within the university. Finally, the university security team of officers also needs to have its tactics improved to ensure they perform their duties effectively (Young, 2006). The plan relies more on the information from week three and four, which provided the firm setting for the intended project by highlighting the challenges that the for-profit university has been experiencing. Through the plan, therefore, the university will have an opportunity to be efficient and effective in dealing with communication requirements.
In carrying out the incentive plan, the university human resources department will have to adhere to the requirements and regulations of Title IV of Higher Education Act of 1965. The program will be targeting the lecturers, security officers, workers, and librarians of the university.
- One of the aims of the plan is to enhance communication between the employees and the clients of the university.
- The second aim is to support the full implementation of use of technology within the university to enhance efficiency, as well as first-class service provision.
- The third objective is to ensure that security and safety officers are equipped with modern tactics that would help them perform their duties effectively.
Usually, the methods, as well as technologies that are used for communication, are as important as the information being communicated (Campbell & Kwak, 2011). The technologies to be used in current plan have been considered based on their capabilities to maximize positive outcomes for the various categories.
Human Resource Department
Human resource department of the university consists of the teaching staff/examinations, non-teaching staff/students, quality assurance, information and communication personnel, and library services departments, which are supposed to be communicating constantly.
- Virtual Communication
One of the techniques that the human resource department will use to communicate with the various departments is the virtual technique. The human resource department will have to communicate constantly with the departments that are located at different parts of the campus. Even though the virtual teams have shared goals and responsibilities, they may not necessarily need to meet face-to-face with the human resource department officers. Therefore, virtual technology will be enabled by electronic communication as it is useful regarding differences in work hours or shifts. The technique is also important because it neutralizes mobility problems. Therefore, it will most likely lead to increased productivity. Moreover, the technique is expected to enhance positive working relationships.
Video conferencing is the virtual form of technology that will be used between the human resource (HR) department and the other subordinate departments. Live video conference has been chosen due to its effectiveness. For instance, if there will be a need to make demonstrations or settle issues with clients, video conferencing will become more applicable. Seeing what is being discussed is more meaningful than trying to describe it verbally in an audio conference. Through video conferencing, explanations and demonstrations, the HR department will know the measures that the quality assurance and library service teams have instituted to enhance service delivery. Lack of face-to-face communication may create misunderstanding and even non-existent communication. Through video conferencing, the information and communication and teaching staff will most likely stay alert and focused on the matters being discussed. For instance, video conferencing will be critical whenever there will be discussions on pay dispute with all the other departments that are under the HR. It will also be critical when a new information and communication strategy will be implemented within the campus. In the end, projects will be completed faster and members will feel more comfortable while interacting with one another and the clients (Biggs & Tang, 2007). Anyway, knowledge is not the only issue that will be shared faster by the non-teaching staff that will use video communication. The staff members will be more informed, thus, they will eventually be able to reduce the time they take to serve clients.
- Focus Groups
In the future, the focus groups could consist of between 8 and 12 staff members led by a trained facilitator. Such groups will be critical in one time discussions focused on specific topics. For instance, the quality assurance or security operation departments may require focus groups to discuss matters pertaining to quality service provision and security enhanced within the campus respectively. In the groups, issues affecting each department would be examined in considerable details. Focus groups as a method has been chosen because it allows group members seek for clarifications. It will be also useful in obtaining information regarding group opinions, perceptions, and feelings.
E-mails will allow communication with others using digital messages. The messages will be transferred through the Internet. For instance, the quality assurance manager could, in future, send important messages or information, such as departmental meetings, to all the members of the department through the e-mails. E-mail communication is important because it is fast. Whenever a message is sent to the intended recipients, they receive it after a few seconds only. Moreover, the e-mail informs the sender if the message has been read and it is a very important step in the process of communication (Brignall & van Valey, 2005).
Meeting with staff, individually or collectively, will provide suitable opportunities for the human resource department officials to inform the other members within the department on issues that will have to be dealt with, as well as the necessary response required. There will be face-to-face meetings between the teaching staff and examinations department when submitting examinations for printing, non-teaching staff, and the human resources managers when discussing work related issues. It will also be useful when discussing information and communication and library services, as well as when introducing a new technology tool to be used in the library. In all such instances, discussions will be performed through spoken language (Brignall & van Valey, 2005). Therefore, there will be an opportunity for the various groups to exchange their views on the specific issues freely and fairly. In doing that, it is expected that responses will be immediate. Moreover, it will be possible to express feelings and reservations against what is considered wrong. Consequently, it will be possible to develop suitable respect through meetings. Importantly, such method of communication will promote coordination of actions that are considered to have clear goals.
The university staff members, especially those that are involved in teaching, research and development will be expected to use communication methods that allow faster and efficient dissemination of information.
- Journals, articles and magazines
University staffs, especially lecturers and professors, conduct much research on their areas of specializations. It is expected that at end of the research, the findings have to be published or be made available for the public. Academic journals and articles are some of the communication platforms that the researchers will be encouraged to use in the future. Such platforms will be cheap to produce. Besides, they will be able to reach a wide audience. The staff and other interested parties will be able to read them at their own convenience.
- Video Conferencing/teaching
It is noted that teaching and learning have continued expanding beyond the boundaries of the university campus. Courses are continued to be delivered at a distance; therefore, video conferencing will be very popular at the university. In current plan, video conferencing will be used to teach and work with other staff members both within and outside of the university. Lecturers, tutorials, and professors will be able to be live, or synchronously, at two or more venues. The proposed video conferencing will provide such possibilities as ability to transmit to different locations, audio and video interactions, screens that will be displaying pictures, videos, computer images, as well as sound (Biggs & Tang, 2007). The university information and communication department will work closely with the academic staff to have teaching rooms such as lecture theatres, as well as tutorial rooms equipped with two screens that display the remote audience and presentation (Biggs & Tang, 2007).
- Team Briefing
Team briefing has been included in current plan because it is a form of communication within the team that will help pass the information to the members quickly. Team briefing will ensure that the information passed to the members is easily understood. It has been noted that the university professors and lecturers conducting their researches will need to work with teams. Therefore, continuous briefings will be critical in achieving objectives of the various researches. For instance, the professors and lecturers will hold briefings with library officers to advise them on the most current and relevant academic journals and books to enhance the conduct of research and teaching.
In addition, team briefing with library officials will focus on how to improve the university online library to make it user-friendly (Brignall & van Valey, 2005). To achieve it, the library department will have to work closely with the information and communication department to develop an online library that everyone will readily embrace.
During ground breaking, there will be information sessions or face-to-face meetings. In such meetings, arrangements will be made for the staff members to know and express their views on the project. For instance, during information meetings, the project manager will tell the quality assurance and library officers how the proposed project will improve the environment within the university. Moreover, such meetings will help dispel the misconceptions about the project.
During training on requirements, the method of communication to be used will be the team briefings and meetings. Specific teams will have specific briefings concerning their areas of operations. It will help focus on groups of interest as opposed to just offering general training that may not benefit the participants.
Training on role will also require face-to-face communication during the initial stages because members of the various teams will have to be guided on what they need to do first. Afterwards, the members of various teams will be given desk drops, which will attract their attention and make them remind the issues that they are expected to do (Brignall & van Valey, 2005).
Finally, the plan proposes that in reviewing the goals, the most appropriate method that should be used for communication is through staff surveys. In the surveys, the project manager will be able to elicit views that are representative of the various groups, and then give statistically reliable information. Besides, the method will help compile comparative information.
Current plan has outlined the communication methods and technologies that will be used during the project. It is notable that the different groups will require different methods of communication to achieve the aims of the project. However, there are exceptional cases, such as the use of video conferencing, face-to-face and focus groups, where a method of communication will be used in more than one category. Successful implementation of the strategies will be the basis for achieving the objectives of the project.