Teams Assigned - communication plan

A crucial issue which needs to be resolved this week is a communication plan for the group and client. Discuss these questions with your teammates

  • How often do you expect your teammates to check their email?
  • How quickly do you expect your classmates to respond to your email?
  • How often will the PM email the group?
  • How will the group meet? - in person, online chat room, phone conference, email asynchronous meeting.
  • Describe the team emergency plan?
  • When one team member emails the client will the team be cc'd?

    you will want to include an email to the client or make an agenda item that allows you to answer these questions.
  • How often will the client be updated regarding the project?
  • How quickly will the client respond to the team's email?

Here are my recommendations:

Project managers send at least 3 emails per week, one reviewing what each person should be doing this week, another asking for updates from the team, and a final message summarizing the update responses so that everyone is aware of where everyone else is.

Team members should check email daily M-F and check at least once during the weekend.

A team member should response to classmate email within 24 hours of it being sent. A response is important, even if you only states "got your message and am working on it" or "I have not done anything this week" you need to respond to classmate email.

If you are feeling left out of the loop regarding team communication, feel free to take initiative and send out a note to the entire team or your PM.

If someone on the team experiences a problem caused by work related or family such as an illness, the need to leave town, or a family crisis they need to contact their team and the instructor immediately. Even if all you do is send an email which says "I am sick and will get in touch when I am better", you need to let us know what is happening.

If a teammate is not responding to email, missing face to face meetings, or not returning phone calls, please email your instructor and document the communications in a timeline.

Recommendations for an "emergency communication plan"

What should I do if my computer or electricity dies?

  1. exchange phone #s and put them on  a piece of paper so you can call and let your team know
  2. identify alternate computers you can use (labs at the JC)
  3. back up team data on flash disc so you have past email, client data, etc

What to do if you are ill or have emergency

  1. use email to contact team
  2. clarify what you can and can’t do
  3. if needed designate a person who will take over your duties
  4. set time for checking in again

What to do if phone dies

  1. use email
  2. exchange alternate phone #

The client should be given 3 days to respond to email. When a face to face meeting is required allow at least one week to set up the meeting. Interview your client and observe their behavior, they may respond more effectively to phone calls or fax. Send an email or call the day before the meeting confirming the meeting.

If your client is not responding to your email or is unable to schedule face to face meetings contact your instructor.

Have all team members compare schedules and see if a pattern can be established for most team meetings. For example; team meetings every Wed. afternoon, or in lab before class. You can also establish communication patterns such as project managers will send email status reports on Mondays and Thursdays, 4 way phone calls will be held every Saturday at 1pm. Whatever works for you and your group.