SPM Seminar

Communication Plans
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What is a communication plan?
 In project management, a communication plan is an outline of how you are going to
communicate important, ongoing project information to key stakeholders.
 Your communication plan will help your team understand who should be getting which
notifications and when to loop in project stakeholders.
 Sharing a communication plan can give your team clarity about which tools to use when and
who to contact with each of those tools. Without a communication plan, you might have one
team member trying to ask questions about work in a tool that another team member rarely
checks.
The benefits of a communication plan
Poor communication contributes to project failure, and therefore, it could spell massive financial loss to the
company.
At the opposite end of the spectrum, high-performing businesses communicate more frequently and
do so more effectively than their low-performing counterparts.
A project management communication plan will keep your project on track because it:
 Creates written documentation that the team can reference
 Sets expectations of when stakeholders will receive updates
 Increases stakeholders visibility into the project and its status
 Provides the opportunity for stakeholders to give feedback, which can help the team detect issues
early on and decrease wasted work .
 Increases productivity during meetings or eliminates them altogether
So, if you want your project to be completed successfully and on time, make sure you know how
to create an effective communication plan.
How to make a project management communication plan?
1. Choose a format
Choose a platform where it will be easy to gather feedback on your communication plan and to share or store
the plan for your team and stakeholders to reference.
Many project managers create their communication plan on a word document or a spreadsheet, starting from
a project communication plan template, but you might also consider choosing a more visual option, such as a
timeline or a flowchart, to clearly explain the frequency of communication or the best method to use based
on the stakeholder.
2.Set a communication goal
 Whatever you hope to achieve, the first step to crafting a successful communication plan is to
write that goal down.
 Referring back to the importance of a communication plan, your goal will likely be to keep
stakeholders updated on the project status or even to keep stakeholders mindful of the projects
benefits, so they will continue to advocate for it.
3.Identify stakeholders
 Most projects have many stakeholders, most of whom have different levels of interest in and
influence on the project. You'll need to identify the stakeholders with whom you'll communicate
throughout the project and list them.
 4.Identify Methods Of Communication
 Your CTO never checks his email but is on Slack all day. On the other hand, your head designer never
installed Slack but checks her email constantly.
 And you'll need to hire a skywriter to communicate with your art director.
 One purpose of your communication plan is to get the right eyes on the right information, so along with
listing who your stakeholders are, your communication plan should also list how you intend on
communicating with those stakeholders.

Consider the following methods depending on what your stakeholders are most likely to see or
attend:
 Weekly check-ins
 Meetings, whether in person, over the phone, or through video conferencing
 Meeting summaries
 Status reports
 Formal presentations
 Surveys To-do lists
 Project dashboards
 Collaboration apps, such as Slack or Google Hangouts

5. Determine frequency of communication
 List how often you will send out each type of communication .
(e.g., send a weekly email on Mondays with project progress, links to completed
deliverables, current budget, etc.)
 or how often you need to loop in each stakeholder (e.g., each team member should send
daily emails to update the project manager but only include the executive stakeholder on
the video conference following each milestone).
 In addition to including this information on your project management communications
plan, make sure to schedule communication frequency on your calendar or into your task
management software.
6. Determine who provides communication updates
Most often, this task will fall on the project manager, but if not, the owner of a specific
update needs to be clearly identified in your communications plan.
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Communication Plans

Here is where your presentation SHARON BENITA S

installed Slack but checks her email constantly.

communicating with those stakeholders.

 Meetings, whether in person, over the phone, or through video conferencing

 Surveys To-do lists

 Collaboration apps, such as Slack or Google Hangouts

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