Project Communication Plan Report and Presentation Assessment 2

Task 1: Construction Documents

Assessment 2.1.1 includes FOUR separate documents explaining how you will successfully communicate the essential construction project information among the various stakeholders. These documents involving activities undertaken in Weeks 2-6 will be submitted using different templates (M.S. Word and EXLISheet). Please use the provided Templates in the Assessment 2 Files folder. It is expected to incorporate the four documents within one final report about the project to be presented to the other stakeholders in a couple of weeks.
The required report should include the following components to be delivered:

• Executive summary
• Introduction
• A1 The project brief
• A2 The RACI Chart
• A3 The work breakdown structure (WBS)
• A4 The risk register
• Conclusion
• Appendix (SAPPA documents, Drawings, schedules, email to the client, etc.)

When completing the four components of Part 2.1.1, which are named Documents A1 to A4 as detailed below, please use the 'Assessment 2 Drawings - Emily's House PDF 'document within the Assessment 2 Files Folder as the design you will construct for your client and develop a construction project information communication plan based on the project background (provided above).
Submit your report as ONE FILE in M.S. Word format (*.doc, "docx) as part of the Assessment 2.1 submission.

Task 2: Presentation

The submission of task 2.1.2 should include a 5-minute PowerPoint presentation (4-6 slides) to summarise the project's plan to the relevant stakeholders, including the client. More details and instructions about the PowerPoint presentation and email are available in the Assessment 2.1 Presentation and email guide PDF document in (The Assessment 2 Files folder)

• Send a Zoom meeting invitation email to your client (Add it as an appendix in the above report) 
• You are expected to get prepared for this meeting, be ready with your PowerPoint presentation
• Dress to the same level as the client or one level above.
• Record the zoom meeting as if you are meeting with an actual client. In the recording, you should
  keep your camera switched on, share your screen, and move through the presentation slides within 4-6 minutes. Use persuasive language and voice tone to convince your client and the other
  stakeholders of your plan.

Summary of Assessment Requirements

This assessment focuses on developing and communicating essential construction project documentation for a residential building project (“Emily’s House”) to ensure clear coordination among all stakeholders. The task is divided into two key components a comprehensive report (Task 1) and a presentation (Task 2) designed to simulate real-world professional practice.

Key Requirements:

Task 1: Construction Documents (Assessment 2.1.1)
Students are required to prepare a single compiled report including four core construction management documents, based on the provided project drawings and background information. The report must include:

1. Executive Summary – Overview of project objectives and communication framework.
2. Introduction – Project context and importance of stakeholder communication.
3. A1: Project Brief – Scope, objectives, deliverables, and client expectations.
4. A2: RACI Chart – Clear definition of team roles and responsibilities.
5. A3: Work Breakdown Structure (WBS) – Hierarchical breakdown of project activities and timelines.
6. A4: Risk Register – Identification and mitigation strategies for potential project risks.
7. Conclusion and Appendix – Supporting documents including drawings, schedules, and client communication samples.

Task 2: Presentation (Assessment 2.1.2)
Students must prepare and record a 5-minute PowerPoint presentation (4–6 slides) summarising their project communication plan. The presentation should be addressed to stakeholders, including the client, and be supported by:

• A formal Zoom meeting invitation email (to be included in the appendix).
• Professional presentation etiquette, persuasive communication, and structured delivery.

Mentor’s Step-by-Step Guidance Approach

The academic mentor guided the student through a systematic, professional approach, mirroring industry standards in construction project management documentation and communication.

Step 1: Understanding the Project Context

The mentor first helped the student interpret the “Emily’s House” project background and the importance of each required document. Together, they discussed how construction documentation serves as the foundation for stakeholder communication, project planning, and risk management.

Step 2: Structuring the Report

The mentor guided the student in outlining the report framework, ensuring logical flow and consistency:

• Executive Summary drafted last but structured first for clarity.
• Introduction focused on setting context and communication goals.
• Body sections (A1–A4) developed in alignment with the provided templates.

Step 3: Developing Each Core Document

• A1 – Project Brief: The mentor instructed the student on summarising project goals, deliverables, and client requirements while maintaining clarity and conciseness.
• A2 – RACI Chart: Guidance was given on identifying key project stakeholders and allocating clear roles (Responsible, Accountable, Consulted, Informed) to prevent communication overlaps.
• A3 – WBS: The student was trained on dividing project activities into manageable components, linking tasks to timelines, and integrating them into the communication plan.
• A4 – Risk Register: The mentor demonstrated how to list potential project risks (budget overruns, safety issues, time delays) and record mitigation strategies supported by ACORN and standard construction management frameworks.

Step 4: Preparing the Presentation

The mentor emphasized effective visual summarization converting the report into a concise PowerPoint format covering project overview, stakeholder mapping, WBS snapshot, and risk highlights.
Students were coached to use persuasive and professional language, maintain eye contact, and ensure presentation timing (4–6 minutes) was strictly followed.

Step 5: Simulating Professional Communication

The mentor helped the student draft the Zoom meeting invitation email with appropriate tone and professionalism. Mock sessions were conducted to build confidence in delivering the presentation persuasively and within the given timeframe.

Outcome and Learning Achievements

Through this structured mentorship approach, the student successfully:

• Produced a professionally formatted report integrating all required construction documents.
• Delivered a confident and well-paced presentation simulating a real stakeholder meeting.
• Developed core competencies in:
  • Construction project communication planning.
  • Role allocation and workflow coordination (via RACI and WBS).
  • Risk identification and mitigation in project management.
  • Professional client communication and presentation delivery.

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