To download template, click here: Project Communication Plan Template
To see completed examples, click here: Project Communication Plan Completed Examples
For communication tips, click here: Project Communication Tips
Why do a Project Communication Plan?
The Project Communication Plan promotes engagement with the sponsor, senior management and the project team. It also gives your project “cover”. Project communications focus on project priorities and deliverables, as well as risks and issues with the project. Project communications include the project scope, sponsor updates, steering committee meetings, IS&T project reviews, the project plan itself, status reports that the team distributes to one another, and project team meetings and minutes.
Steps:
- IDENTIFY: Map the key groups that are involved in the project at different level
- ANALYZE: Determine what form of communication and frequency is desirable for each group or method of communication
- ENGAGE: Develop and execute communication strategy for each group based on the matrix below
What Makes a Good Communication Plan?
- Specific audiences are identified (project team, steering committee, customers...)
- Communications matrix clearly identifies the following for each audience:
- Type of communication they will receive (status report, status meeting...)
- Purpose of the communication (provide detailed status of project progress....)
- Owner (person responsible) of the communication
- Frequency at which the audience will receive the particular communication (weekly, monthly...)
- The medium to be used to communicate the message (email, live meeting...)
Communication Plans ensure the right people get involved in the project and are kept up to date.
Project Communication Plan Matrix*
Beginning of the Project
What |
Who/Target |
Purpose |
When/Frequency |
Type/Method |
|---|---|---|---|---|
Initiation Meeting |
IS&T project team and Associate Director |
Review business case and ensure internal alignment. |
Before project start date |
Meeting |
Project Kick Off |
Sponsor, Business Owner, project team and stakeholders |
Communicate plans and stakeholder roles/responsibilities. Outline roadmap of project. Encourage communication among stakeholders. |
At or near project start date |
Meeting (see Project Kick Off Checklist) |
Duration of Project
What |
Who/Target |
Purpose |
When/Frequency |
Type/Method |
|---|---|---|---|---|
Team Meetings |
Entire project team. Individual meetings for sub-teams, technical team, and functional teams as appropriate. |
To review detailed plans (tasks, assignments, and action items). |
Regularly scheduled. Weekly is recommended for entire team. Weekly or bi-weekly for sub-teams as appropriate. If agile project, then daily scrums. |
Meeting and Minutes (Weekly Project Status Report Template) |
Phase Transition Walk Throughs |
Entire project team and user groups as appropriate. |
To review work completed and demo deliverables prior to moving to the next phase. |
End of each project phase, as needed. |
Presentation/Discussion |
Steering Committee Meetings (may only apply to larger projects) |
Steering Committee and Project Manager. |
Update Steering Committee on status and discuss critical issues. Work through issues and change requests here before escalating to Sponsor(s). |
Regularly Scheduled. Monthly is recommended. |
Meeting and minutes |
Sponsor Meetings |
Sponsor(s) and Project Manager. |
Update Sponsor(s) on status and discuss critical issues. Seek approval for changes to project plan. |
Regularly scheduled. Recommended monthly and also as needed when issues cannot be resolved, decisions need to be reached, or changes need to be made to project plan. |
Meeting (see Sponsor Status Report Template) |
IS&T Project Reviews |
IS&T extended senior staff and project supporters |
Review project snapshot and overall health of the project. To identify and communicate potential risks and issues that may affect the schedule, budget, or deliverables. |
Quarterly review. Monthly to update snapshot. |
Review Session (see project snapshot report in Daptiv) |
Periodic demos and target presentations |
Specific focus groups, Help Desk or end users |
To gain input and build awareness of the project with special groups and keep groups abreast of project status. |
As you complete critical phases or make major enhancements. |
Presentation/Discussion |
End of Project
What |
Who/Target |
Purpose |
When/Frequency |
Type/Method(s) |
|---|---|---|---|---|
Training |
End users, Help Desk |
To prepare end users to utilize the system on roll out or during a pilot. To prepare help desk to be able to troubleshoot issues on rollout or during a pilot. |
End of project or end of major phase. |
Demos, workshops, hands-on, e-learning |
Post Project Review |
Project Manager, key stakeholders, project supporters and sponsor(s). |
Identify improvement plans, lessons learned, what worked and what could have gone better. Review accomplishments. |
End of of project or end of major phase. |
Meeting/Report |
* Based in part on the PRINCETON PROJECT METHODOLOGY PPM) -- PROJECT COMMUNICATION PLAN
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1 Comment
Karon S McCollin
COP team,
I made a slight change to the communication plan template. I separated training from periodic demos etc. and moved the periodic demos to the duration of the project section. Please let me know if this is ok. I will change the word template if you agree with the change. If you don't agree, I can easily change the wiki page to match the original template.
Karon