Communication Plan

What is a Communication Plan?

A communication plan is a strategic document that outlines how project teams will share information among stakeholders throughout a project. It defines the types of messages to be communicated, who is responsible for delivering them, the frequency of updates, and the methods of communication the project will use.. This plan helps project teams ensure that the right people receive the correct information at the right time, reducing misunderstandings and improving collaboration.

The communication plan is typically created during the project planning phase and is updated as needed. It aligns with the overall project, taking into account stakeholder preferences, project complexity, and available communication tools. A well-designed plan promotes transparency, builds trust, and supports successful project delivery.

Key Points

• Identifies the stakeholders who require project information.
• Specifies the type, format, and frequency of communications.
• Assigns communication responsibilities to team members.
• Utilizes various channels, including meetings, emails, reports, and dashboards.
• Helps manage expectations and reduce the risk of information gaps.

Related Terms

• A stakeholder register helps identify the audience that a communication plan must address.
• A project management plan often includes or references the communication plan as a core component.
• An issue log supports the communication plan by tracking problems that the project team need to share with stakeholders.
• A responsibility assignment matrix (RAM) clarifies who communicates what, helping to enforce the communication plan.
• A risk management plan works in conjunction with the communication plan to inform stakeholders of potential threats.

Communication Plan: Example

A project team developing a new mobile app creates a communication plan to coordinate with internal departments, external vendors, and executive leadership. The plan specifies that the project manager will send weekly progress emails to all stakeholders every Friday. The design and development teams will hold bi-weekly meetings. Any critical issues will trigger immediate notifications via instant messaging and email. Reports for the executive team will be delivered monthly, using slide presentations and summaries tailored to their interests.

Communication Plan: Best Practices

• Involve stakeholders early to understand their communication needs and preferences.
• Use clear and concise language that is appropriate for each audience.
• Select tools that match the urgency and complexity of the message.
• Review and adjust the plan as the project evolves.
• Ensure accountability by assigning communication roles and responsibilities.

Additional Resources

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