Communication Schedule and Protocol

XYZ Nonprofit Organization (NPO)

1. Overview

Project Title Playground Replacement Project

Project Objectives This project aims to use a $20,000 budget to replace an outdated playground on a 4,000 sq. ft. lot within 13 weeks.
Start Date Apr 3, 2023
Completion Date Jun 30, 2023

l XYZ Nonprofit Organization (NPO) l Local Residentials

l Funding Partner (FP) l End Users
Stakeholders and Team
l Community Partner (CP) l 10 Community Volunteers
l Playground Vendor (PV) l 5 Volunteers Supporting Community Volunteers

2. Project Timeline, with Milestones

Using a Gantt chart, the graph on the next page illustrates the tasks’ description, timeline, and milestones. The project’s partners can follow this guide to arrange time in
advance. The start and end dates are the latest to start or end the tasks. Any delay will prevent other tasks from being carried out and completed smoothly. Partners are not
required to work on weekends, so only timelines covering Monday to Friday are listed in the table. Partners can arrange their schedules based on their department's work
preferences.
 Week1 Week2 Week3 Week4 Week5 Week6 Week7 Week8 Week9 Week10 Week11 Week12 Week13
Project Timeline and Milestone Apr 3, 2023 Apr 10, 2023 Apr 17, 2023 Apr 24, 2023 May 1, 2023 May 8, 2023 May 15, 2023 May 22, 2023 May 29, 2023 Jun 5, 2023 Jun 12, 2023 Jun 19, 2023 Jun 26, 2023
3 4 5 6 7 10 11 12 13 14 17 18 19 20 21 24 25 26 27 28 1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 24 25 26 29 30 31 1 2 5 6 7 8 9 12 13 14 15 16 19 20 21 22 23 26 27 28 29 30
TASK ASSIGNED TO START END
M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F M T W T F

Tests and Permits

Perform Soil Tests CP 4/3/23 4/16/23

Perform Utility Checks CP 4/10/23 4/21/23

Get Construction Permits CP 4/24/23 5/26/23

Preperation and Recruitment

Fundraise Portion of Equipment Costs CP 4/10/23 5/31/23 ★

Purchase Commercial Liability Insurance CP 5/1/23 6/2/23 ★

Purchase and Reserve Equipment PV 5/8/23 5/24/23

Recruit Volunteers for Build Week CP, FP 5/8/23 6/9/23 ★

Prepare the Playground Space CP 5/29/23 6/20/23

Prepare Community Resources CP 5/29/23 6/20/23

Final Check Before Build Week PM, CP, FP, PV 6/19/23 6/23/23

Build Week

Deliver Equipment PV 6/21/23 6/26/23

Deliver Community Resources CP 6/26/23 6/29/23

Implement Equipment CP, Volunteers 6/26/23 6/29/23

Evaluation and Maintenance

Evaluation the Implementation PM, CP 6/29/23 6/30/23

Equipment Maintenance CP, PV 6/29/23 6/30/23

Note: Milestone is represented in this star symbol: ★.

The following is milestone information: 1. May 26, 2023 is the last day for CP to raise fund for equipment cost and submit the proof of purchasing commercial liability insurance. 2. June 9, 2023 is last day for submitting volunteer lists for Build Week.
3. Communication Plan
Resource
Type of Communication Owners Audience Frequency Key Dates Delivery Method Purpose Note
Links
Assign Tasks to Each Main
4/11/2023 The Notifications are sent on
In-Person/ Video Stakeholders and Keep CP, Planning
Release Planning PM CP, FP, VP Monthly 5/9/2023 every month's 2nd Tuesday at
Conference FP, VP Updated of Others' Tracker
6/13/2023 10:00 CST.
Work
4/13/2023
Key Notify Stakeholders of Newsletter The Notifications are sent on
Project Newsletter PM Monthly 5/11/2023 Email and Poster
Stakeholders Project's Plan and Progress Folder every month's 2nd Thursday.
6/15/2023
During weeks with release
Mondays In-Person/ Video Update Preparation Progress Planning
Project Team Meeting PM CP, FP Weekly planning meeting, this
10:00 CST Conference Status Tracker
meeting can be canceled.
During weeks with release
Tuesdays Update Purchasing Progress Planning
Purchasing Team Meeting PM VP Bi-weekly Video Conference planning meeting, this
10:00 CST Status Tracker
meeting is canceled.
Assign Tasks to Volunteers
Volunteers, 6/26/2023- In-Person and Stand-up This meeting only holds
Daily Stand-ups CP Daily and Receive Feedback from
PM 6/29/2023 Video Conference Notes during Build Week.
Them
6/26/2023- Update Implementation Planning This update will only be sent
Daily Email Update PM CP, FP, VP Daily Email
6/29/2023 Status Tracker during Build Week.
All team All team
Emergency As needed —— Email/ Phone Call —— —— ——
members members
Note: 1. Immediate communication for urgent matters or issues is available through email and phone calls from 9 a.m. to 6 p.m. Communication outside of business hours may not result in
an immediate response. It is best for partners to make an appointment for a meeting. The contact information of the PM is [email protected] and 773-565-8888.
2. FP needs to hold regular meetings with CP.
3. Information on the planning tracker will be available for CP and FP after the first meeting.