Communication Planning

Correct Answer: Refine the communication plan to establish clear protocols for sharing relevant project details across all organizations.

When managing a project that involves different organizations, a good communication strategy is vital for the successful execution of the project. Therefore, the best way to solve the issue of inadequately shared project details leading to the communication gaps and affecting coordination would be to refine the communication plan. This would establish clear protocols for sharing relevant project details across all organizations - a process that ensures all key stakeholders are informed and no critical information is missed or miscommunicated. On the other hand, discouraging the sharing of project details can lead to more communication gaps and misunderstandings, and it would not support project coordination and execution. Conducting individual meetings with each organization might be time-consuming and could still result in missed or inconsistent information. Furthermore, it doesn't guarantee that all organizations will be on the same page. Waiting for the organizations to sort out communication issues by themselves might lead to project delays and more confusion.

Correct Answer: Update the communication plan to involve more frequent interactions between the two teams

The most effective and first step to resolving communication issues between the sales and project teams would be to 'Update the communication plan to involve more frequent interactions between the two teams'. This is because communication issues often arise from infrequent or ineffective flow of information and a revision of the communication plan addresses this directly. 'Reprimanding the sales team for their lack of proper communication' does not necessarily address the root cause and may create tension. 'Ignoring the problem and hoping it resolves itself' is not proactive and could lead to bigger issues down the line. While 'Assigning a mediator to take messages between the two teams' might help in the short term, it won't help in building direct communication habits between the teams.

Correct Answer: Revisit the communication plan to include the new stakeholder’s communication needs

The correct answer is 'Revisit the communication plan to include the new stakeholder's communication needs'. According to best project management practices, when a new stakeholder is introduced, the team should revise the communication plan to include their needs and expectations. This ensures transparency and effective collaboration. 'Ask the new stakeholder to adapt to the existing communication plan' is not an ideal approach because each stakeholder could have unique communication needs and preferences. On the same note, 'Exclude the new stakeholder from the communication plan' does not align with best practices as all stakeholders should be included to ensure effective collaboration. Lastly, 'Communicate with the new stakeholder informally outside of the communication plan' is not recommended because it compromises the formal structure and validity of the communication plan.