Project communication plan template

A project communication plan is a planning document used to manage effective communication with the clients, team and other stakeholder for a project. 

Disseminating knowledge about the name of project is essential to the project’s success. Project sponsors, business unit/support services, project core team members, account managers, process group owners and project leaders are participants in the project.

They desire to know what the status of the project is and how they are affected. Furthermore, they are anxious to participate. The more people are educated about the progress of the project and how it will help them in the future, the more they participate and benefit.

Overview

The purpose of this communication plan is to ensure the (Add your project name here) Project provides relevant, accurate, and consistent project information to project stakeholders and other appropriate audiences. By effectively communicating the project we ensure the accomplishment of its work with the support and cooperation of each stakeholder group.

Communication planning involves defining the information needs, identifying which people need what information, when the information is needed, and how they will get it.  Communication is the cornerstone for our (Add your project name here) Project.   

Our communication plan provides a framework to manage and coordinate the wide variety of communications that take place during the project. The communication plan covers who will receive the communications, how the communications will be delivered, what information will be communicated, who communicates, and the frequency of the communications.

What can be purpose and scope?

This plan provides a framework for informing, involving, and obtaining buy-in from all participants throughout the duration of the NAME OF PROJECT. This communication plan is for the NAME OF PROJECT. It includes a series of meetings and interactive presentations, as well as other means of communication (such as electronic mail) to all participants of this project.

Who is your audience?

This communication plan is for the following audiences:
•    Project Sponsors
•    Business Unit/Support Services
•    Project Core Team Members
•    Account Managers
•    Process Group Owners and
•    Project Leaders
•    ANYONE ELSE INVOLVED

Communications Methodology

The communications methodology utilizes three directions for effective communication: top-down, bottom-up, and middle-out.

Top-Down

It is absolutely crucial that all participants in this project sense the executive support and guidance for this effort. The executive leadership of the organization (executive project sponsor and project sponsor) needs to speak with a unified, enthusiastic voice about the NAME OF PROJECT and what it holds for everyone involved. This will be 'hands-on' change management, if it is to be successful. Not only will the executives need to speak directly to all levels of the organization, they will also need to listen directly to all levels of the organization, as well.

The transition from the project management practices of today to the practices envisioned for tomorrow will be driven by a sure and convinced leadership focused on a vision and guided by clearly defined, strategic, measurable goals.

Bottom-Up

To ensure the buy-in and confidence of the personnel involved in bringing the proposed changes to reality, it will be important to communicate the way in which the solutions were created. If the perception in the organization is that solely the project core team created the proposed changes, resistance is likely to occur. However, if it is understood that all participants were consulted, acceptance seems more promising.

Middle-Out

Full support at all levels, where the changes will have to be implemented, is important to sustainable improvement. At this level (as with all levels), there must be an effort to find and communicate the specific benefits of the changes. People need a personal stake in the success of the project management practices.

How to define Communications Outreach?

Following is a list of communication events that are established for this project.

Weekly Core Team Status Meeting

These status meetings are held every DAY OF WEEK from TIME to TIME. Every member of the core team participates in the meeting. Project manager sends the status report to each member of the core team on SPECIFIC DAY so everyone can review it before the meeting.

Weekly Status to Extended Team

A copy of the weekly status report will also be sent to other participants who are actively involved in the project, such as business unit/support services, account managers, process group owners, and project leaders. It is sent by e-mail immediately following the weekly core team meeting.

Communication of Interview Results

Summarized findings from individual interviews will be sent to all interviewees and the project sponsor(s) by DATE.

Review PM Framework Design with Extended Team

The design of the initial project management framework will be reviewed with the extended team by DATE in a group meeting. This meeting will be held prior to the meeting with project sponsor for final approval.

Review PM Framework Design with Project Sponsor

The initial project management framework design will be reviewed with the project sponsor for approval on DATE.

Review Meetings during PM Framework Implementation

Weekly data gathering and review meetings will be held with project managers of pilot projects during the implementation phase (TIME FRAME).

Review Final recommendations with Project Sponsor

Final recommendations and plan for next phase will be presented to the executive sponsor on DATE for final approval by DATE.