The project manager should implement a project management information system (PMIS) to avoid this situation in the future. A PMIS is a system that provides the tools and techniques to gather, integrate, and disseminate the outputs of project management processes. A PMIS can help the project manager and the team to manage the project documents, such as the requirements document, and ensure that they are updated, controlled, and shared in a timely and consistent manner. A PMIS can also facilitate collaboration and communication among the project team and other stakeholders, and reduce the risk of errors, conflicts, and rework. Encouraging better team communication by positioning team members closer together may not be enough, as it does not address the issue of document management and version control. Updating the communications management plan to ensure correct delivery of the latest version may not be effective, as it does not provide the tools and techniques to implement the plan. Restricting team members from sending the requirements documents via email may not be feasible or appropriate, as it may limit the flexibility and accessibility of the project information. References:
* A Guide to the Project Management Body of Knowledge (PMBOK Guide) - Seventh Edition, Chapter 4: Integration, Section 4.4: Manage Project Knowledge, Section 4.5: Monitor and Control Project Work
* Professional in Business Analysis (PMI-PBA) Handbook, Section 2.3: Domains and Tasks, Domain
2: Planning, Task 6: Plan Business Analysis Information Management
* Professional in Business Analysis (PMI-PBA) Examination Content Outline, Domain 2: Planning, Task 6: Plan Business Analysis Information Management