The Ultimate Guide to Creating a Project Management Communication Plan
Effective communication is the key to the success of any project. A clear and detailed project management communication plan ensures that everyone involved in the project is on the same page throughout its duration. This comprehensive guide will walk you through everything you need to create an effective project communication plan.
A project communication plan clearly defines who needs what information, when they need it, and how that information will be delivered. It helps ensure that project stakeholders are kept informed of key milestones, decisions, and deliverables. With a solid communication plan in place, you can avoid miscommunications that lead to missed deadlines, wasted efforts, and stakeholder dissatisfaction.
In this article, we will cover:
What is a Project Communication Plan and Why It's Important
Elements of an Effective Project Communication Plan
How to Create a Project Communication Plan in 4 Steps
Communication Methods for Project Managers
Top Project Management Software for Communications
Implementing Your Project Communication Plan
Communication Plan Template and Example
Let's get started!
What is a Project Communication Plan and Why It's Important
A project communication plan is a formal document that defines the communication requirements, goals, stakeholders, information sharing, technology uses, escalation paths, and frequency for a project. It serves as a guide for communications throughout the project lifecycle.
Having a well-defined project communication plan in place provides many benefits, including:
Ensures stakeholder alignment - Keeps all stakeholders up-to-date on project status and milestones. This alignment reduces miscommunications and dissatisfaction.
Promotes transparency - Open communication channels allow issues and risks to be identified early and resolved quickly.
Sets clear expectations - Documented communication methods, frequency, and audience prevent confusion.
Improves efficiency - Structured communications minimize meeting overhead and keep the focus on critical project work.
Enhances accountability - With regular updates, project team members are more accountable for deadlines and deliverables.
In short, the project communication plan acts as the single source of truth for disseminating project information to the right stakeholders at the right time. This leads to improved collaboration, decision making, and ultimately, project success.
Elements of an Effective Project Communication Plan
An effective project communication plan should clearly define the following elements:
Communication Goals and Requirements
What are the overall communication goals for the project? Do you need to obtain approvals or sign-offs?
What information needs to be communicated - status reports, milestones, issues, changes?
Are there any specific communications requirements from stakeholders?
Audience and Stakeholders
Who needs to be kept informed about the project - team members, managers, customers, vendors?
What information does each stakeholder group need?
What are the communication responsibilities of each project role?
Communication Methods and Technologies
What communication channels will be used - email, phone, meetings, memos?
What collaboration tools will support communications - shared drives, intranet, project management software?
How often will communications be sent - daily, weekly, monthly?
What format will be used for project communications - verbal, written, formal, informal?
Escalation Process
How will conflicts and issues be communicated and resolved?
When should the project manager be notified about problems?
Who needs to be included in critical project decisions?
Defining these elements will produce a comprehensive plan tailored to your project's unique needs.
How to Create a Project Communication Plan in 4 Steps
Here is a simple 4-step approach to create an effective project communication plan:
Step 1: Identify Your Stakeholders
Make a list of everyone involved in your project. This includes the project team, managers, customers, vendors, and other key players. Document their information and project role.
Step 2: Determine Information Needs
Figure out what information each stakeholder needs to know. Some examples include status reports, requirement documents, testing results, and budget data. A key stakeholder like a project sponsor may need more frequent and detailed communications than an external vendor.
Step 3: Define Communication Methods
Determine the best channels for each set of stakeholders and information type. For example, email might work for status updates to executives while phone is better for urgent issues. Video conferences can connect remote team members. Meetings work well for collaborative discussions.
Step 4: Establish Frequency and Flow
Determine how often each stakeholder group needs to receive information and in what sequence. Daily standups work for project teams while a monthly steering committee presentation may be enough for executives. Document the cadence and flow in a schedule.
Revisit and update the plan regularly throughout your project. Setting clear stakeholder expectations upfront ensures smooth communications all around.
Communication Methods for Project Managers
As a project manager, you have various ways to exchange information with your team members and stakeholders. Here are some of the most common and effective communications methods:
Email – Email works well for delivering written information like status reports, documents, and meeting notes to both internal and external stakeholders. It provides a record of communications.
Meetings – In-person or virtual meetings allow for an interactive exchange of project information. They are good for brainstorming, discussing details, and making decisions.
Phone/Video Calls – Direct calls provide a more personal touch for communications between remote team members, clients, and managers. They work well for quick questions and clarifications.
Instant Messaging – Tools like Slack or Microsoft Teams enable quick collaboration with team members through instant messages, file sharing, and conversations.
Shared Drives – Centralized document storage on SharePoint, DropBox or internal drives gives everyone on the project access to plans, requirements, and other documents.
Intranets – Company intranets allow you to publish and access project information like status reports, dashboards, and memos in a central enterprise-wide location.
Status Reports – Formal, written status reports sent on a regular basis keep stakeholders informed about all aspects of the project. Metrics and dashboards provide visual status indicators.
Presentations – Key project information presented in stakeholder meetings or steering committee reviews help align executives and ensure continued sponsorship.
Matching communication methods to audiences, information needs, and frequency is key to project success. Assess each method's pros and cons when defining your ideal project communication plan.
Top Project Management Software for Communications
Project management systems provide specialized tools to help plan, coordinate, and report on communications across your projects. Here are some popular software options to consider:
Microsoft Project – Lets you store stakeholder contact information, create a visual communication plan, and automatically send status updates via email.
Asana – Enables managing team conversations in tasks, sharing project overviews, and creating custom status reports.
Trello – Allows communication within cards through comments, attachments, and activity log. Helps centralize information.
Jira – Offers agile-style daily standups, unlimited group conversations in issues, and customizable reports.
Basecamp – Provides message boards for team discussions searchable by keywords, notifications, and document sharing.
Wrike – Features a live activity stream for updates, Gantt charts and customizable dashboards to visualize schedules.
Smartsheet – Lets you automate status emails, create task reminders, attach documents, and export reports.
Teamwork – Provides group task conversations, custom fields for updates, and colorful Gantt charts to share progress.
Monday.com – Allows for status updates via pulse surveys, timeline views for schedules, and dashboard snapshots to share with stakeholders.
Evaluate the communication features you need for your project size, complexity, and style when choosing the right software. A tool that aligns with your process will make communications easy.
Implementing Your Project Communication Plan
Creating the project communication plan is only the first step. To gain value, you need to execute the plan consistently and monitor its effectiveness. Here are some tips for successful implementation:
Publish the plan – Share the final plan with all stakeholders. Host a meeting to walk through its key components and clarify any questions.
Set calendar reminders – Use project management software or digital calendars to set reminder alarms for all scheduled communications like status reports or meetings.
Automate where possible – Use tools like Microsoft Project and Power Automate to automatically send status updates rather than manually preparing them.
Send communications promptly – Send communications on time without delay or key information will be missed. Promptness shows you are reliable.
Adapt the plan – Review the plan regularly and adjust it as project scope or needs change. Communicate revisions to stakeholders.
Solicit feedback – Ask stakeholders for input on the frequency, content, and methods of communication. Incorporate feedback into improvements.
Address issues quickly – If challenges or miscommunications do occur, assess them right away and address the root cause. Update your plan with corrective actions.
Improve over time – Note lessons learned after each project to enhance your communications processes for the next initiative.
Taking steps to ensure consistent, high-quality execution of the communications plan will lead to its ongoing success and improvement. With time, it will become an integral part of your project management process.
Communication Plan Template and Example
To summarize the main components covered in this guide, here is a simple template you can use as a starting point to create your own project communication plan document:
Project Name: [Project or Phase Name]
Project Manager: [Name and Contact Info]
Project Description: [Brief summary of project]
Communication Goals and Requirements
[Define overall communications goals, specific requirements, and success metrics]
Stakeholders
Name: [Stakeholder name and role]
Contact Details: [Email address, phone, location]
Information Needs: [Specific communications and cadence this stakeholder requires]
[Add rows to detail all stakeholders]
Communication Methods
Communication Type: [Status reports, memos, presentations, etc]
Audience: [Which groups need this communication?]
Frequency/Format: [How often? What format?]
Owner: [Who is responsible for communication?]
[Add rows to define all communication types]
Escalation Protocols
[How are issues communicated and resolved? Outline specific procedures.]
Use this template to guide your thought process in planning communications. Populate each section with the right level of detail for your project and stakeholders.
Here is an example of a simplified project communication plan:
Project Name: Store Relocation Project
Project Manager: Jane Doe, jane.doe@company.com, 123-456-7890
Project Description: Relocate retail store #405 to new shopping center location.
Communication Goals and Requirements
Keep relocation team, store manager, and regional executives updated on progress to meet relocation date of June 1. Obtain proper approvals for lease, vendors, staffing, and other decisions.
Stakeholders
Name: John Smith, Relocation Team Lead
Contact Details: jsmith@company.com, Office: 234-567-8901
Information Needs: Daily progress status, milestone updates, meeting notes
Name: Julie Martin, Store Manager
Contact Details: jmartin@company.com, Cell: 345-678-9123
Information Needs: Relocation status, staff communications, opening prep
[Additional rows]
Communication Methods
Communication Type: Status Report
Audience: Relocation Team, Store Manager
Frequency/Format: Weekly email with bullet point updates
Owner: Jane Doe, Project Manager
Communication Type: Steering Committee Review
Audience: Regional Executives
Frequency/Format: Monthly PowerPoint presentation
Owner: Jane Doe
[Additional rows]
Escalation Protocols
Major delays or budget overages to be communicated immediately to project manager. Steering committee to be notified if impact is over 2 days or $5K. Project manager will determine mitigation plan.
This example provides a simplified overview of the core communications on this hypothetical retail store relocation project. Details would be expanded based on the project size, industry, complexity, and other specifics.
Key Takeaways for Creating a Project Management Communication Plan
Here are some key takeaways to keep in mind when developing a solid project communication plan:
Identify all stakeholders and their individual communication needs.
Select appropriate methods and technologies for each audience.
Define the frequency, format, and cadence of communications.
Assign clear responsibilities for all communication activities.
Outline issue escalation processes.
Automate repetitive communications where possible.
Review and update the plan regularly throughout the project.
Gather feedback from stakeholders and improve the plan.
With an effective project communication plan in place, you can streamline information sharing, increase transparency, and proactively engage your team members and stakeholders. This will lead to better collaboration and decision-making, fewer surprises, and ultimately, project success!
The Ultimate Guide to Creating a Project Management Communication Plan
Effective communication is the key to the success of any project. A clear and detailed project management communication plan ensures that everyone involved in the project is on the same page throughout its duration. This comprehensive guide will walk you through everything you need to create an effective project communication plan.
A project communication plan clearly defines who needs what information, when they need it, and how that information will be delivered. It helps ensure that project stakeholders are kept informed of key milestones, decisions, and deliverables. With a solid communication plan in place, you can avoid miscommunications that lead to missed deadlines, wasted efforts, and stakeholder dissatisfaction.
In this article, we will cover:
What is a Project Communication Plan and Why It's Important
Elements of an Effective Project Communication Plan
How to Create a Project Communication Plan in 4 Steps
Communication Methods for Project Managers
Top Project Management Software for Communications
Implementing Your Project Communication Plan
Communication Plan Template and Example
Let's get started!
What is a Project Communication Plan and Why It's Important
A project communication plan is a formal document that defines the communication requirements, goals, stakeholders, information sharing, technology uses, escalation paths, and frequency for a project. It serves as a guide for communications throughout the project lifecycle.
Having a well-defined project communication plan in place provides many benefits, including:
Ensures stakeholder alignment - Keeps all stakeholders up-to-date on project status and milestones. This alignment reduces miscommunications and dissatisfaction.
Promotes transparency - Open communication channels allow issues and risks to be identified early and resolved quickly.
Sets clear expectations - Documented communication methods, frequency, and audience prevent confusion.
Improves efficiency - Structured communications minimize meeting overhead and keep the focus on critical project work.
Enhances accountability - With regular updates, project team members are more accountable for deadlines and deliverables.
In short, the project communication plan acts as the single source of truth for disseminating project information to the right stakeholders at the right time. This leads to improved collaboration, decision making, and ultimately, project success.
Elements of an Effective Project Communication Plan
An effective project communication plan should clearly define the following elements:
Communication Goals and Requirements
What are the overall communication goals for the project? Do you need to obtain approvals or sign-offs?
What information needs to be communicated - status reports, milestones, issues, changes?
Are there any specific communications requirements from stakeholders?
Audience and Stakeholders
Who needs to be kept informed about the project - team members, managers, customers, vendors?
What information does each stakeholder group need?
What are the communication responsibilities of each project role?
Communication Methods and Technologies
What communication channels will be used - email, phone, meetings, memos?
What collaboration tools will support communications - shared drives, intranet, project management software?
How often will communications be sent - daily, weekly, monthly?
What format will be used for project communications - verbal, written, formal, informal?
Escalation Process
How will conflicts and issues be communicated and resolved?
When should the project manager be notified about problems?
Who needs to be included in critical project decisions?
Defining these elements will produce a comprehensive plan tailored to your project's unique needs.
How to Create a Project Communication Plan in 4 Steps
Here is a simple 4-step approach to create an effective project communication plan:
Step 1: Identify Your Stakeholders
Make a list of everyone involved in your project. This includes the project team, managers, customers, vendors, and other key players. Document their information and project role.
Step 2: Determine Information Needs
Figure out what information each stakeholder needs to know. Some examples include status reports, requirement documents, testing results, and budget data. A key stakeholder like a project sponsor may need more frequent and detailed communications than an external vendor.
Step 3: Define Communication Methods
Determine the best channels for each set of stakeholders and information type. For example, email might work for status updates to executives while phone is better for urgent issues. Video conferences can connect remote team members. Meetings work well for collaborative discussions.
Step 4: Establish Frequency and Flow
Determine how often each stakeholder group needs to receive information and in what sequence. Daily standups work for project teams while a monthly steering committee presentation may be enough for executives. Document the cadence and flow in a schedule.
Revisit and update the plan regularly throughout your project. Setting clear stakeholder expectations upfront ensures smooth communications all around.
Communication Methods for Project Managers
As a project manager, you have various ways to exchange information with your team members and stakeholders. Here are some of the most common and effective communications methods:
Email – Email works well for delivering written information like status reports, documents, and meeting notes to both internal and external stakeholders. It provides a record of communications.
Meetings – In-person or virtual meetings allow for an interactive exchange of project information. They are good for brainstorming, discussing details, and making decisions.
Phone/Video Calls – Direct calls provide a more personal touch for communications between remote team members, clients, and managers. They work well for quick questions and clarifications.
Instant Messaging – Tools like Slack or Microsoft Teams enable quick collaboration with team members through instant messages, file sharing, and conversations.
Shared Drives – Centralized document storage on SharePoint, DropBox or internal drives gives everyone on the project access to plans, requirements, and other documents.
Intranets – Company intranets allow you to publish and access project information like status reports, dashboards, and memos in a central enterprise-wide location.
Status Reports – Formal, written status reports sent on a regular basis keep stakeholders informed about all aspects of the project. Metrics and dashboards provide visual status indicators.
Presentations – Key project information presented in stakeholder meetings or steering committee reviews help align executives and ensure continued sponsorship.
Matching communication methods to audiences, information needs, and frequency is key to project success. Assess each method's pros and cons when defining your ideal project communication plan.
Top Project Management Software for Communications
Project management systems provide specialized tools to help plan, coordinate, and report on communications across your projects. Here are some popular software options to consider:
Microsoft Project – Lets you store stakeholder contact information, create a visual communication plan, and automatically send status updates via email.
Asana – Enables managing team conversations in tasks, sharing project overviews, and creating custom status reports.
Trello – Allows communication within cards through comments, attachments, and activity log. Helps centralize information.
Jira – Offers agile-style daily standups, unlimited group conversations in issues, and customizable reports.
Basecamp – Provides message boards for team discussions searchable by keywords, notifications, and document sharing.
Wrike – Features a live activity stream for updates, Gantt charts and customizable dashboards to visualize schedules.
Smartsheet – Lets you automate status emails, create task reminders, attach documents, and export reports.
Teamwork – Provides group task conversations, custom fields for updates, and colorful Gantt charts to share progress.
Monday.com – Allows for status updates via pulse surveys, timeline views for schedules, and dashboard snapshots to share with stakeholders.
Evaluate the communication features you need for your project size, complexity, and style when choosing the right software. A tool that aligns with your process will make communications easy.
Implementing Your Project Communication Plan
Creating the project communication plan is only the first step. To gain value, you need to execute the plan consistently and monitor its effectiveness. Here are some tips for successful implementation:
Publish the plan – Share the final plan with all stakeholders. Host a meeting to walk through its key components and clarify any questions.
Set calendar reminders – Use project management software or digital calendars to set reminder alarms for all scheduled communications like status reports or meetings.
Automate where possible – Use tools like Microsoft Project and Power Automate to automatically send status updates rather than manually preparing them.
Send communications promptly – Send communications on time without delay or key information will be missed. Promptness shows you are reliable.
Adapt the plan – Review the plan regularly and adjust it as project scope or needs change. Communicate revisions to stakeholders.
Solicit feedback – Ask stakeholders for input on the frequency, content, and methods of communication. Incorporate feedback into improvements.
Address issues quickly – If challenges or miscommunications do occur, assess them right away and address the root cause. Update your plan with corrective actions.
Improve over time – Note lessons learned after each project to enhance your communications processes for the next initiative.
Taking steps to ensure consistent, high-quality execution of the communications plan will lead to its ongoing success and improvement. With time, it will become an integral part of your project management process.
Communication Plan Template and Example
To summarize the main components covered in this guide, here is a simple template you can use as a starting point to create your own project communication plan document:
Project Name: [Project or Phase Name]
Project Manager: [Name and Contact Info]
Project Description: [Brief summary of project]
Communication Goals and Requirements
[Define overall communications goals, specific requirements, and success metrics]
Stakeholders
Name: [Stakeholder name and role]
Contact Details: [Email address, phone, location]
Information Needs: [Specific communications and cadence this stakeholder requires]
[Add rows to detail all stakeholders]
Communication Methods
Communication Type: [Status reports, memos, presentations, etc]
Audience: [Which groups need this communication?]
Frequency/Format: [How often? What format?]
Owner: [Who is responsible for communication?]
[Add rows to define all communication types]
Escalation Protocols
[How are issues communicated and resolved? Outline specific procedures.]
Use this template to guide your thought process in planning communications. Populate each section with the right level of detail for your project and stakeholders.
Here is an example of a simplified project communication plan:
Project Name: Store Relocation Project
Project Manager: Jane Doe, jane.doe@company.com, 123-456-7890
Project Description: Relocate retail store #405 to new shopping center location.
Communication Goals and Requirements
Keep relocation team, store manager, and regional executives updated on progress to meet relocation date of June 1. Obtain proper approvals for lease, vendors, staffing, and other decisions.
Stakeholders
Name: John Smith, Relocation Team Lead
Contact Details: jsmith@company.com, Office: 234-567-8901
Information Needs: Daily progress status, milestone updates, meeting notes
Name: Julie Martin, Store Manager
Contact Details: jmartin@company.com, Cell: 345-678-9123
Information Needs: Relocation status, staff communications, opening prep
[Additional rows]
Communication Methods
Communication Type: Status Report
Audience: Relocation Team, Store Manager
Frequency/Format: Weekly email with bullet point updates
Owner: Jane Doe, Project Manager
Communication Type: Steering Committee Review
Audience: Regional Executives
Frequency/Format: Monthly PowerPoint presentation
Owner: Jane Doe
[Additional rows]
Escalation Protocols
Major delays or budget overages to be communicated immediately to project manager. Steering committee to be notified if impact is over 2 days or $5K. Project manager will determine mitigation plan.
This example provides a simplified overview of the core communications on this hypothetical retail store relocation project. Details would be expanded based on the project size, industry, complexity, and other specifics.
Key Takeaways for Creating a Project Management Communication Plan
Here are some key takeaways to keep in mind when developing a solid project communication plan:
Identify all stakeholders and their individual communication needs.
Select appropriate methods and technologies for each audience.
Define the frequency, format, and cadence of communications.
Assign clear responsibilities for all communication activities.
Outline issue escalation processes.
Automate repetitive communications where possible.
Review and update the plan regularly throughout the project.
Gather feedback from stakeholders and improve the plan.
With an effective project communication plan in place, you can streamline information sharing, increase transparency, and proactively engage your team members and stakeholders. This will lead to better collaboration and decision-making, fewer surprises, and ultimately, project success!
The Ultimate Guide to Creating a Project Management Communication Plan
Effective communication is the key to the success of any project. A clear and detailed project management communication plan ensures that everyone involved in the project is on the same page throughout its duration. This comprehensive guide will walk you through everything you need to create an effective project communication plan.
A project communication plan clearly defines who needs what information, when they need it, and how that information will be delivered. It helps ensure that project stakeholders are kept informed of key milestones, decisions, and deliverables. With a solid communication plan in place, you can avoid miscommunications that lead to missed deadlines, wasted efforts, and stakeholder dissatisfaction.
In this article, we will cover:
What is a Project Communication Plan and Why It's Important
Elements of an Effective Project Communication Plan
How to Create a Project Communication Plan in 4 Steps
Communication Methods for Project Managers
Top Project Management Software for Communications
Implementing Your Project Communication Plan
Communication Plan Template and Example
Let's get started!
What is a Project Communication Plan and Why It's Important
A project communication plan is a formal document that defines the communication requirements, goals, stakeholders, information sharing, technology uses, escalation paths, and frequency for a project. It serves as a guide for communications throughout the project lifecycle.
Having a well-defined project communication plan in place provides many benefits, including:
Ensures stakeholder alignment - Keeps all stakeholders up-to-date on project status and milestones. This alignment reduces miscommunications and dissatisfaction.
Promotes transparency - Open communication channels allow issues and risks to be identified early and resolved quickly.
Sets clear expectations - Documented communication methods, frequency, and audience prevent confusion.
Improves efficiency - Structured communications minimize meeting overhead and keep the focus on critical project work.
Enhances accountability - With regular updates, project team members are more accountable for deadlines and deliverables.
In short, the project communication plan acts as the single source of truth for disseminating project information to the right stakeholders at the right time. This leads to improved collaboration, decision making, and ultimately, project success.
Elements of an Effective Project Communication Plan
An effective project communication plan should clearly define the following elements:
Communication Goals and Requirements
What are the overall communication goals for the project? Do you need to obtain approvals or sign-offs?
What information needs to be communicated - status reports, milestones, issues, changes?
Are there any specific communications requirements from stakeholders?
Audience and Stakeholders
Who needs to be kept informed about the project - team members, managers, customers, vendors?
What information does each stakeholder group need?
What are the communication responsibilities of each project role?
Communication Methods and Technologies
What communication channels will be used - email, phone, meetings, memos?
What collaboration tools will support communications - shared drives, intranet, project management software?
How often will communications be sent - daily, weekly, monthly?
What format will be used for project communications - verbal, written, formal, informal?
Escalation Process
How will conflicts and issues be communicated and resolved?
When should the project manager be notified about problems?
Who needs to be included in critical project decisions?
Defining these elements will produce a comprehensive plan tailored to your project's unique needs.
How to Create a Project Communication Plan in 4 Steps
Here is a simple 4-step approach to create an effective project communication plan:
Step 1: Identify Your Stakeholders
Make a list of everyone involved in your project. This includes the project team, managers, customers, vendors, and other key players. Document their information and project role.
Step 2: Determine Information Needs
Figure out what information each stakeholder needs to know. Some examples include status reports, requirement documents, testing results, and budget data. A key stakeholder like a project sponsor may need more frequent and detailed communications than an external vendor.
Step 3: Define Communication Methods
Determine the best channels for each set of stakeholders and information type. For example, email might work for status updates to executives while phone is better for urgent issues. Video conferences can connect remote team members. Meetings work well for collaborative discussions.
Step 4: Establish Frequency and Flow
Determine how often each stakeholder group needs to receive information and in what sequence. Daily standups work for project teams while a monthly steering committee presentation may be enough for executives. Document the cadence and flow in a schedule.
Revisit and update the plan regularly throughout your project. Setting clear stakeholder expectations upfront ensures smooth communications all around.
Communication Methods for Project Managers
As a project manager, you have various ways to exchange information with your team members and stakeholders. Here are some of the most common and effective communications methods:
Email – Email works well for delivering written information like status reports, documents, and meeting notes to both internal and external stakeholders. It provides a record of communications.
Meetings – In-person or virtual meetings allow for an interactive exchange of project information. They are good for brainstorming, discussing details, and making decisions.
Phone/Video Calls – Direct calls provide a more personal touch for communications between remote team members, clients, and managers. They work well for quick questions and clarifications.
Instant Messaging – Tools like Slack or Microsoft Teams enable quick collaboration with team members through instant messages, file sharing, and conversations.
Shared Drives – Centralized document storage on SharePoint, DropBox or internal drives gives everyone on the project access to plans, requirements, and other documents.
Intranets – Company intranets allow you to publish and access project information like status reports, dashboards, and memos in a central enterprise-wide location.
Status Reports – Formal, written status reports sent on a regular basis keep stakeholders informed about all aspects of the project. Metrics and dashboards provide visual status indicators.
Presentations – Key project information presented in stakeholder meetings or steering committee reviews help align executives and ensure continued sponsorship.
Matching communication methods to audiences, information needs, and frequency is key to project success. Assess each method's pros and cons when defining your ideal project communication plan.
Top Project Management Software for Communications
Project management systems provide specialized tools to help plan, coordinate, and report on communications across your projects. Here are some popular software options to consider:
Microsoft Project – Lets you store stakeholder contact information, create a visual communication plan, and automatically send status updates via email.
Asana – Enables managing team conversations in tasks, sharing project overviews, and creating custom status reports.
Trello – Allows communication within cards through comments, attachments, and activity log. Helps centralize information.
Jira – Offers agile-style daily standups, unlimited group conversations in issues, and customizable reports.
Basecamp – Provides message boards for team discussions searchable by keywords, notifications, and document sharing.
Wrike – Features a live activity stream for updates, Gantt charts and customizable dashboards to visualize schedules.
Smartsheet – Lets you automate status emails, create task reminders, attach documents, and export reports.
Teamwork – Provides group task conversations, custom fields for updates, and colorful Gantt charts to share progress.
Monday.com – Allows for status updates via pulse surveys, timeline views for schedules, and dashboard snapshots to share with stakeholders.
Evaluate the communication features you need for your project size, complexity, and style when choosing the right software. A tool that aligns with your process will make communications easy.
Implementing Your Project Communication Plan
Creating the project communication plan is only the first step. To gain value, you need to execute the plan consistently and monitor its effectiveness. Here are some tips for successful implementation:
Publish the plan – Share the final plan with all stakeholders. Host a meeting to walk through its key components and clarify any questions.
Set calendar reminders – Use project management software or digital calendars to set reminder alarms for all scheduled communications like status reports or meetings.
Automate where possible – Use tools like Microsoft Project and Power Automate to automatically send status updates rather than manually preparing them.
Send communications promptly – Send communications on time without delay or key information will be missed. Promptness shows you are reliable.
Adapt the plan – Review the plan regularly and adjust it as project scope or needs change. Communicate revisions to stakeholders.
Solicit feedback – Ask stakeholders for input on the frequency, content, and methods of communication. Incorporate feedback into improvements.
Address issues quickly – If challenges or miscommunications do occur, assess them right away and address the root cause. Update your plan with corrective actions.
Improve over time – Note lessons learned after each project to enhance your communications processes for the next initiative.
Taking steps to ensure consistent, high-quality execution of the communications plan will lead to its ongoing success and improvement. With time, it will become an integral part of your project management process.
Communication Plan Template and Example
To summarize the main components covered in this guide, here is a simple template you can use as a starting point to create your own project communication plan document:
Project Name: [Project or Phase Name]
Project Manager: [Name and Contact Info]
Project Description: [Brief summary of project]
Communication Goals and Requirements
[Define overall communications goals, specific requirements, and success metrics]
Stakeholders
Name: [Stakeholder name and role]
Contact Details: [Email address, phone, location]
Information Needs: [Specific communications and cadence this stakeholder requires]
[Add rows to detail all stakeholders]
Communication Methods
Communication Type: [Status reports, memos, presentations, etc]
Audience: [Which groups need this communication?]
Frequency/Format: [How often? What format?]
Owner: [Who is responsible for communication?]
[Add rows to define all communication types]
Escalation Protocols
[How are issues communicated and resolved? Outline specific procedures.]
Use this template to guide your thought process in planning communications. Populate each section with the right level of detail for your project and stakeholders.
Here is an example of a simplified project communication plan:
Project Name: Store Relocation Project
Project Manager: Jane Doe, jane.doe@company.com, 123-456-7890
Project Description: Relocate retail store #405 to new shopping center location.
Communication Goals and Requirements
Keep relocation team, store manager, and regional executives updated on progress to meet relocation date of June 1. Obtain proper approvals for lease, vendors, staffing, and other decisions.
Stakeholders
Name: John Smith, Relocation Team Lead
Contact Details: jsmith@company.com, Office: 234-567-8901
Information Needs: Daily progress status, milestone updates, meeting notes
Name: Julie Martin, Store Manager
Contact Details: jmartin@company.com, Cell: 345-678-9123
Information Needs: Relocation status, staff communications, opening prep
[Additional rows]
Communication Methods
Communication Type: Status Report
Audience: Relocation Team, Store Manager
Frequency/Format: Weekly email with bullet point updates
Owner: Jane Doe, Project Manager
Communication Type: Steering Committee Review
Audience: Regional Executives
Frequency/Format: Monthly PowerPoint presentation
Owner: Jane Doe
[Additional rows]
Escalation Protocols
Major delays or budget overages to be communicated immediately to project manager. Steering committee to be notified if impact is over 2 days or $5K. Project manager will determine mitigation plan.
This example provides a simplified overview of the core communications on this hypothetical retail store relocation project. Details would be expanded based on the project size, industry, complexity, and other specifics.
Key Takeaways for Creating a Project Management Communication Plan
Here are some key takeaways to keep in mind when developing a solid project communication plan:
Identify all stakeholders and their individual communication needs.
Select appropriate methods and technologies for each audience.
Define the frequency, format, and cadence of communications.
Assign clear responsibilities for all communication activities.
Outline issue escalation processes.
Automate repetitive communications where possible.
Review and update the plan regularly throughout the project.
Gather feedback from stakeholders and improve the plan.
With an effective project communication plan in place, you can streamline information sharing, increase transparency, and proactively engage your team members and stakeholders. This will lead to better collaboration and decision-making, fewer surprises, and ultimately, project success!