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346 MAKING PROJECT COMMUNICATION WORK

Build Baseline Plan

The Baseline Plan is the convergence of the definition of the workscope, the
schedule, the assignment of resources, and the project budget. Achieving objec-
tives in each of these areas often precedes meeting the objectives in other areas.
So the establishment of a Baseline Plan may involve negotiation and adjustment to
find the best balance in each area. Obviously, this is a major communication event.

Obtain Commitments

Even the best project plan, diligently developed by the project team, will fail un-
less the team can get widespread buy-in from the participants and a commitment
to do whatever is necessary to meet targets and obligations. The team must be
sure to have communicated these targets and to have made clear the conse-
quences of deficient support.

Communicate Baseline Plan

Support for the plan cannot be expected if it is not communicated. Communicat-
ing the baseline plan means more than circulating a document. The plan and
everyone’s role in that plan must be fully understood. Responsibilities for manag-
ing and performing the work must be clear. A traditional weak spot is the inter-
face where performance or management of work is transferred to other people.
These areas should receive special attention to be sure that the people involved
will communicate status and transfer data, and that they clearly understand the
nature of the interface.

Again, senior management should indicate approval of the baseline plan and
approval to move to the project execution phase.

Gather Project Progress Data

Gathering progress information is getting easier and easier with today’s advanced
computer-based systems. We have the ability to generate automatic notifications
of events, changes, and accomplishments. Our systems can now communicate
over direct, hardwired links, via facsimile transmission, by e-mail, and so on. In-
formation is now available in real time. We have electronic timesheets, and auto-
mated routines for approval or rejection.

There is no excuse for failing to collect timely and accurate progress data. Yet,
there is still a great possibility for grossly erroneous data unless the communica-
tion of such data has human intervention.