HQS 620 Topic 5 Assignment: Communication Plan

HQS 620 Topic 5 Assignment: Communication Plan – Step-by-Step Guide

The first step before starting to write the HQS 620 Topic 5 Assignment: Communication Plan, it is essential to understand the requirements of the assignment. The first step is to read the assignment prompt carefully to identify the topic, the length and format requirements. You should go through the rubric provided so that you can understand what is needed to score the maximum points for each part of the assignment. 

It is also important to identify the audience of the paper and its purpose so that it can help you determine the tone and style to use throughout. You can then create a timeline to help you complete each stage of the paper, such as conducting research, writing the paper, and revising it to avoid last-minute stress before the deadline. After identifying the formatting style to be applied to the paper, such as APA, you should review its use, such as writing citations and referencing the resources used. You should also review how to format the title page and the headings in the paper.

How to Research and Prepare for HQS 620 Topic 5 Assignment: Communication Plan

The next step in preparing for your paper is to conduct research and identify the best sources to use to support your arguments. Identify the list of keywords from your topic using different combinations. The first step is to visit the university library and search through its database using the important keywords related to your topic. You can also find books, peer-reviewed articles, and credible sources for your topic from PubMed, JSTOR, ScienceDirect, SpringerLink, and Google Scholar. Ensure that you select the references that have been published in the last words and go through each to check for credibility. Ensure that you obtain the references in the required format, for example, in APA, so that you can save time when creating the final reference list. 

You can also group the references according to their themes that align with the outline of the paper. Go through each reference for its content and summarize the key concepts, arguments and findings for each source. You can write down your reflections on how each reference connects to the topic you are researching about. After the above steps, you can develop a strong thesis that is clear, concise and arguable. Next you should create a detailed outline of the paper so that it can help you to create headings and subheadings to be used in the paper. Ensure that you plan what point will go into each paragraph.

How to Write the Introduction for HQS 620 Topic 5 Assignment: Communication Plan

The introduction of the paper is the most crucial part as it helps to provide the context of your work, and will determine if the reader will be interested to read through to the end. You should start with a hook, which will help capture the reader’s attention. You should contextualize the topic by offering the reader a concise overview of the topic you are writing about so that they may understand its importance. You should state what you aim to achieve with the paper. The last part of the introduction should be your thesis statement, which provides the main argument of the paper.

How to Write the Body for HQS 620 Topic 5 Assignment: Communication Plan

The body of the paper helps you to present your arguments and evidence to support your claims. You can use headings and subheadings developed in the paper’s outline to guide you on how to organize the body. Start each paragraph with a topic sentence to help the reader know what point you will be discussing in that paragraph. Support your claims using the evidence conducted from the research, ensure that you cite each source properly using in-text citations. You should analyze the evidence presented and explain its significance and how it connects to the thesis statement. You should maintain a logical flow between each paragraph by using transition words and a flow of ideas.

How to Write the In-text Citations for HQS 620 Topic 5 Assignment: Communication Plan

In-text citations help the reader to give credit to the authors of the references they have used in their works. All ideas that have been borrowed from references, any statistics and direct quotes must be referenced properly. The name and date of publication of the paper should be included when writing an in-text citation. For example, in APA, after stating the information, you can put an in-text citation after the end of the sentence, such as (Smith, 2021). If you are quoting directly from a source, include the page number in the citation, for example (Smith, 2021, p. 15). Remember to also include a corresponding reference list at the end of your paper that provides full details of each source cited in your text. An example paragraph highlighting the use of in-text citations is as below:

The integration of technology in nursing practice has significantly transformed patient care and improved health outcomes. According to Smith (2021), the use of electronic health records (EHRs) has streamlined communication among healthcare providers, allowing for more coordinated and efficient care delivery. Furthermore, Johnson and Brown (2020) highlight that telehealth services have expanded access to care, particularly for patients in rural areas, thereby reducing barriers to treatment.

How to Write the Conclusion for HQS 620 Topic 5 Assignment: Communication Plan

When writing the conclusion of the paper, start by restarting your thesis, which helps remind the reader what your paper is about. Summarize the key points of the paper, by restating them. Discuss the implications of your findings and your arguments. End with a call to action that leaves a lasting impact on the reader or recommendations.

How to Format the Reference List for HQS 620 Topic 5 Assignment: Communication Plan

The reference helps provide the reader with the complete details of the sources you cited in the paper. The reference list should start with the title “References” on a new page. It should be aligned center and bolded, in sentence sentence care. The references should be organized in an ascending order alphabetically and each should have a hanging indent. If a source has no author, it should be alphabetized by the title of the work, ignoring any initial articles such as “A,” “An,” or “The.” If you have multiple works by the same author, list them in chronological order, starting with the earliest publication. 

Each reference entry should include specific elements depending on the type of source. For books, include the author’s last name, first initial, publication year in parentheses, the title of the book in italics, the edition (if applicable), and the publisher’s name. For journal articles, include the author’s last name, first initial, publication year in parentheses, the title of the article (not italicized), the title of the journal in italics, the volume number in italics, the issue number in parentheses (if applicable), and the page range of the article. For online sources, include the DOI (Digital Object Identifier) or the URL at the end of the reference. An example reference list is as follows:

References

Johnson, L. M., & Brown, R. T. (2020). The role of telehealth in improving patient outcomes. Journal of Nursing Care Quality, 35(2), 123-130. https://doi.org/10.1097/NCQ.0000000000000456

Smith, J. A. (2021). The impact of technology on nursing practice. Health Press.

HQS 620 Topic 5 Assignment: Communication Plan Instructions

The purpose of this assignment is to create a communication plan for stakeholders. This communication plan is in relation to the case study you selected in the Class Resources. 

Complete the “Communication Plan Template” located in the topic Resources folder.

This assignment requires two or three scholarly resources.

While APA style is not required for the body of this assignment, solid academic writing is expected, and documentation of sources should be presented using APA formatting guidelines, which can be found in the APA Style Guide, located in the Student Success Center. Have a look at HQS 620 Topic 6 DQ 1

Prepare Part 2 of the template according to the guidelines found in the APA Style Guide, located in the Student Success Center. An abstract is not required. 

This assignment uses a rubric. Please review the rubric prior to beginning the assignment to become familiar with the expectations for successful completion.

You are required to submit this assignment to LopesWrite. A link to the LopesWrite technical support articles is located in Class Resources if you need assistance.

HQS 620 Topic 5 Assignment: Communication Plan Example

Communication Plan Template

Part 1:

Description (What type of communication needs to take place, i.e., a team meeting?)	Stakeholders Involved (Who should be included in the development of this communication?)	Frequency (How often will the communication occur?)	Stakeholder’s Preferred Method of Communication (Meeting, newsletter, etc.)	Audience (Who is the recipient of the communication?)	Project Member (Who is responsible for the communication?)
Meetings	Project manager, logistics manager	One a month	Meeting	Project team	Project manager
Phone calls	All project team members	Anytime the need arises during working hours	Short messages	Project team members	Project manager
Surveys	Clinical nurse specialist Ms June- logistic director	At the baseline of the intervention	Anonymous questionnaires	Nurses in the healthcare facility	Logistics director, Ms June
Project Presentations	All directors (financial, IT, and logistics directors)	Twice monthly in stakeholder-project team meetings	Advanced/progress reports	Project manager and stakeholders
Conference calls	Logistics and Communication directors and project manager	At baselines, them Once monthly, then post implementation	Advanced/ Progress reports and newsletters	All stakeholders	Project manager
Advanced Reporting	Directors (project management team)	Monthly	Newsletters and posters	Project manager and stakeholders	All directors in the project management
Emails	Project manager	Weekly and when the need arises	Calls	Project team members	Project manager

Part 2

Key Elements in the Communication Cycle

Communication is an important aspect of project management, and understanding communication’s components and dynamics is significant for success. Despite the type of communication, communication must have a sender, a message, a channel, and a receiver. The sender decodes a message and sends it through a channel or medium to a receiver, who receives and decodes information and provides feedback (Jainendrakumar, 2015).

Encoding entails writing information in the correct format and choosing appropriate words for the audience. Feedback is decoded as new information, and the cycle continues. The sender is the composer of the information, which should be formal and appropriate for the chosen medium. Communication channels or mediums include text messages, emails, video conferencing, and forum posting in social media and interaction groups. Channels must be correctly selected for formality based on the intended use and legality of the information sent (Jainendrakumar, 2015).

The feedback received during the communication entails written feedback or actions based on the information received. The receiver uses the information received and acts accordingly by implementing its requirements or providing feedback. Another cycle component is noise, which represents all factors that can affect communication, such as errors in message coding and decoding or in the effectiveness of information decoding (Jainendrakumar, 2015).

Factors such as literacy for the sender and the receiver are also key to communication success. Once the receiver act on the information, they send feedback to the sender, which is now new information in their hands. The initial sender becomes the receiver, and the cycle continues. Understandings the basics of the communication cycle help ensure all stages are duly met, and the intervention to ensure distorted and professional communication reaches the receiver and appropriate feedback is received can then be implemented.

Communication Barriers and Communication Strategies

Santalova et al. (2019) note that any communication interventions should meet the demands of communication in project teams, including a need for briefing, regulation, feedback provision, timely information and news, and social support. Communication barriers within a team function can harm project management and organizational communication. According to Santalova et al. (2019), limited time and high workload of current problems, information distortion, information overloads, and unsatisfactory communication structures are vital barriers to communication in project management teams.

Emotional barriers such as mistrust, anxiety, pride, anger, and poor team support also lead to poor communication among team members. Individuals differ greatly in interests, cultures, perspectives, and decision-making. Effective communication requires all stakeholders or team members to agree to ensure all stakeholders are aware of these factors for effective communication. According to Cui (2021), emotional barriers can limit an individual’s participation in communication or how they understand information hence the need for emotional awareness. All team members need to be aware of their emotions and address them to prevent them from hindering project team members’ communication.

Conflicts and rivalry among team members is also a significant barrier to communication. Conflicts are common in teams and arise due to disagreements. They are often necessary for quality decision-making project success, but uncontrolled conflicts delay project decisions and affect project outcomes negatively. Conflicts lead to antagonism and prevent constructive team communication and interactions (Malik et al., 2021).

Physical barriers such as language and distance can also impede communication in projects. These barriers prevent face-to-face communication that hinders project progress and utilization of the best experts in projects. According to Santalova et al. (2019), language barriers at the macro level hinder flawless information sharing, harming project progress. Interventions such as translator apps and video conferencing can be used to address these communication barriers.

Communication strategies

Utilizing available communication technology and tools is one of the best strategies for enhancing communication. Technological interventions include emails, official social media groups, and video conferencing technologies like Zoom. These technological interventions make communication easier and more efficient by reducing costs and allowing flexibility (Fadipe & Lie, 2022). Tools such as social media groups help send information to all team members and receive prompt feedback immediately, hence their significance in improving team communication.

These technologies also offer a variety of communication methods that stakeholders can choose from, thus maintaining their communication preferences. Communication tools also include apps and other technologies, such as Listservs, which enable leaders to send messages to all members promptly, improving communication. Thus, communication tools are an integral intervention in enhancing communication efficacy and efficiency and enhancing project success.

Increasing team members’ social interactions is another effective intervention in improving communication. Social interactions include dinners, team-building activities, and social media groups. These social interactions offer social support, often absent in formal meetings and allow staff to familiarize themselves with each other to help engage in healthy conversations. The strategy helps the team members interact in non-formal settings, which breaks the ice and allows free information flow in these teams.

Pollack and Matous (2019) note that a project team-building activity significantly positively impacted team members’ comfort and frequency of discussing personal and work-related matters. Social interactions are thus viable interventions in promoting communication in project teams. Another effective communication strategy is multimodal communication. Multimodal communication ensures that more than one channel is used to send information (Minichetti et al., 2021).

For example, a project manager can post posters and newsletters on the notice board, send emails, and call the members to the same or different messages. The strategy is effective because each team member gets the information from either channel, increasing success chances (Rajhans, 2018). In addition, it helps meet the stakeholder preferences for communication channels by increasing the chances of using a preferred channel. These communication channels can help address communication barriers and enhance communication and subsequent project management success.

References

Cui, Y. (2021). The role of emotional intelligence in workplace transparency and open communication. Aggression and Violent Behavior, 101602. https://doi.org/10.1016/j.avb.2021.101602

Fadipe, A., & Liu, L. (2022, April). Project Management Skills for Teachers and Useful Technology Tools. In Society for Information Technology & Teacher Education International Conference (pp. 1838-1844). Association for the Advancement of Computing in Education (AACE).

Jainendrakumar, T. D., (2015). Project Communication Management for Project managers based on the PMBOK. PM World Journal. 4(9).

Malik, S., Taqi, M., Martins, J. M., Mata, M. N., Pereira, J. M., & Abreu, A. (2021). Exploring the relationship between communication and success of construction projects: The mediating role of conflict. Sustainability, 13(8), 4513. https://doi.org/10.3390/su13084513

Menichetti, J., Lie, H. C., Mellblom, A. V., Brembo, E. A., Eide, H., Gulbrandsen, P., Heyn, L., Saltveit, K. H., Stromme, H., Sundliing, V., Turk, E., & Juvet, L. K. (2021). Tested communication strategies for providing information to patients in medical consultations: A scoping review and quality assessment of the literature. Patient Education and Counseling, 104(8), 1891-1903. https://doi.org/10.1016/j.pec.2021.01.019

Pollack, J., & Matous, P. (2019). Testing the impact of targeted team building on project team communication using social network analysis. International Journal of Project Management, 37(3), 473-484. https://doi.org/10.1016/j.ijproman.2019.02.005

Rajhans, K. (2018). Effective communication management: A key to stakeholder relationship management in project-based organizations. IUP Journal of Soft Skills, 12(4), 47-66.

Santalova, M. S., Lesnikova, E. P., Nechaeva, S. N., Borshcheva, A. V., & Charykova, O. G. (2019). Information hindrances and communication barriers in project interactions. In The Future of the Global Financial System: Downfall or Harmony 6 (pp. 273-281). Springer International Publishing. https://doi.org/10.1007/978-3-030-00102-5_29