Who is responsible for developing a project communication plan?

2.1 Planning communications

Project communications planning is an activity that allows defining specific behaviors and selecting techniques to gather, manage, delegate and review stakeholder information. Planning communications can be a subsidiary process of determining project stakeholder information and using communications channels to exchange that information between all stakeholders and the project management team. The process focuses on the idea that communication and human interaction can make or break a project, so it is highly important to develop and maintain effective communication, which means that information is provided in the right format and at the right time. Often the process of planning project communications is undertaken early at the project development stage and regularly reviewed throughout the project course in order to ensure continued applicability of the chosen communications channels.

The project manager takes responsibility of developing a communications plan and selecting communications approaches to run the process and establish smooth information exchanging and human interactions throughout the project executing. The project manager uses the following documents to develop the plan:

• The project stakeholder register
• The project stakeholder management strategy

While developing the plan, the project manager should consider enterprise environmental factors because effective communication can be achieved if all specifics of the project environment are considered.

An effective communications plan will allow obtaining the following two major benefits:

• Improved team development: the plan is the basis for collaboration between the project team members, so they can work together and do tasks in collaboration. Through effective communication the project manager can build and  organize the project team easer and quicker. Better communication means better performance.
• Improved project development process: the plan contributes to better organization of project meetings, so stakeholders can be informed of current project status and get project reports.

Project communications plan development aims at determining information needs of project stakeholders, establishing communications models, implementing communications technologies and systems, and selecting communications methods to allow information exchange, human interactions and project reporting. Development of the project communications plan includes the following steps:

• Analyzing communications requirements. The project manager should consider the type and format of information required for establishing communications and information exchange in order to determine the number of communications paths, which are an indication of project communication sufficiency. The key idea of project communications paths is to identify and limit who will participate in project communications and who will send and receive information. For that purpose, the project manager should analyze the organizational chart, the stakeholder management strategy, the stakeholder register, external/internal information needs, relationships between the project members and identify communications requirements.
• Considering communication technology factors. The project manager needs to consider the following factors to transfer information among stakeholders:
  • Urgency: information can be urgent, so it should be updated frequently depending on the urgency.
  • Communications systems: availability of such systems makes it possible to receive information and react to changes.
  • Project staffing: communications systems should be managed by experienced and competent staff.
  • Project duration: available communication technologies need to be used throughout the whole project course, or only at specific stages of the project.
  • Project environment: the project team can communicate with the project manager by face-to-face reviews or by working in a virtual environment.
• Considering communications channel types. There are three communications channel types that the project manager needs to consider once the project has been started. The types can dramatically increase the probability of the project success. The channels are:
  • Upward channel allows using weekly status reports, exception reports, email updates and face-to-face reviews to communicate with senior management and to highlight risks, issues and exceptions.
  • Downward channel allows using verbal exchange, agendas and checklists, email updates, project briefs and logs to communicate with the project team and to provide direction and highlight pending and scheduled tasks, project calendars, and delegate roles & responsibilities.
  • Lateral channel allows using the statement of work, email updates, and Project Charter to communicate with clients, vendors and functional managers and to negotiate resource assignment and budget allocations.
• Selecting communications methods. There are three methods to share information between project participants: Interactive communications, Push communications and Pull communications. The project manager decides on which communication method is to used, and when.

Considering all the listed factors of communications planning, the project manager develops the plan which becomes a critical component of the project management plan. The project communications plan provides the following:

• Information needs of project stakeholders
• Project communication strategy and methods of information exchange
• Personal and group responsibilities for sending, receiving, and securing information on the project
• Duration and frequency for information exchange
• The kick-off meeting, project status meetings and frequency, project review meetings, and Closure meeting.
• Common terminology glossary
• Communication constraints which usually include organizational, regulation, technology policies.

2.2 Distributing information

Project information distribution involves creating conditions that allow relevant information to be distributed and disseminated among the project stakeholders and the project team, as planned. Project information distribution is based on the respective process.

The process of distributing information is an activity that allows making relevant information available for the requesters (the project stakeholders and the project team) in the portions identified in the project communications plan. The distributing information process is used throughout the whole project life-cycle to allow implementing the project communications plan and responding to requests for information. The process can be effectively managed due to implementation of the project information distribution techniques and models listed in the project communications plan.

There are three basic forms of communication that define information distribution formats:

• Face-to-face communications (group or individual meetings)
• Hard-copy communications (letters, paper reports)
• Electronic communications (emails, videoconferences, voice chats)

Effective distribution of relevant information relies on the selection of information distribution methods to ensure the right people (the project stakeholders and the project team) receive and send information about the project helping evaluate and make decisions. Methods for distributing project information include:

• Publishing respective project information from the stakeholders on public computer communications networks
• Organizing individual and group meetings, audio/video conferences, seminars and webinars, phone calls
• Permitting a subscriber to access selected portions of respective project information
• Arranging chats and using project intranet sites

During the process of distributing information, the project manager ensures that communications channels are ‘clear’ and nothing blocks information flows. The project manager takes responsibility for controlling the updating process that is expressed by the following status update information:

• Stakeholder notifications
• Project reports, summaries and records
• Project presentations
• Feedback stakeholder
• Lessons learnt records and logs

Download our free communication plan template, and instantly create a communication plan for your project.

Successful projects run on effective communication. That’s why a communication plan is so important.

Let’s take a closer look at what a project communication plan is and how and why you should develop one for your projects.

What is a project communication plan?

A project communication plan is a simple tool that enables you to communicate effectively on a project with your client, team, and other stakeholders. It sets clear guidelines for how information will be shared, as well as who’s responsible for and needs to be looped in on each project communication.

As the project manager, you’ve already mapped out every task and deliverable to get you across the finish line. Why not do the same for project communications? After all, your project plan needs a steady stream of communication to stay on track.

A communication plan plays an important role in every project by:

• Creating written documentation everyone can turn to
• Setting clear expectations for how and when updates will be shared
• Increasing visibility of the project and status
• Providing opportunities for feedback to be shared
• Boosting the productivity of team meetings
• Ensuring the project continues to align with goals

There’s no single right way to communicate on a project. In fact, your communication plan can and should include a variety of communication methods. Here are a few to consider:

• Email
• Meetings (in-person, phone, or video chat)
• Discussion boards
• Status reports
• Collaboration apps
• To-do lists
• Surveys

So how do you know what’s right for the project? Review past projects to see what worked well—and what didn’t. Then talk to your team, client, and other stakeholders to ensure you take their communication styles into account. After all, a weekly email’s no good if no one reads it!

How to create an effective communication plan for a project

Ready to develop a communications plan for your next project? Writing an effective project management communication plan is as simple as following these 5 steps.

Step 1: List your project’s communication needs

Every project is different, so start by determining the size of the project, the nature of work being done, and even the client’s unique preferences.

Then, make a list of which types of communication this project needs to succeed.

Step 2: Define the purpose of your communications

Bombarding people with too many emails or unnecessary meetings can interfere with their ability to get work done and cause them to overlook important updates. Be purposeful in your plan, and ensure every communication you include has a reason for being.

If you’re feeling really ambitious, go ahead and outline a basic agenda for the topics that will be covered in each meeting or report.

Step 3: Choose a communication method

Do you really need a meeting to share weekly updates, or is your project discussion board enough? Think through how your team works best, so they can stay in the loop while still being productive.

If your client prefers the personal touch of a phone call, build that into your plan too.  

Step 4: Set a cadence for your project communication

Establish a regular frequency for communication to streamline your process and set clear expectations from the get-go.

This not only frees you from fielding random requests for status updates. It also enables project members to carve out space for important meetings and reports ahead of time.

Step 5: Identify the owner and stakeholders related to each communication

As the project manager, you’ll be responsible for most communications, but there may be some you want to delegate to others. Assign ownership to create accountability so your carefully crafted plan can reach its full potential.

While you’re naming names, list the audience or stakeholders for each communication type too. That way key players come prepared to provide updates when needed.

Project communication plan examples and template

You know your team and stakeholders best, so how you organize the details is up to you. Just be sure it’s easy to understand. These examples show you 3 different options for structuring the same communication plan.

Simple matrix communications plan example

This example outlines different project communications and features basic elements every good communication plan should include.

Communication plan example by method

In this sample communication plan, we've grouped project communications by delivery method to make communication planning easier.

Project communication plan example by audience

This project management communication plan example clearly defines who should receive which communication so no one misses an important update.

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Want to use this communication plan format for your upcoming projects? Download our free communication plan template here.‍

How to incorporate a project communication plan in TeamGantt

With TeamGantt, it’s easy to put your communication plan into everyday practice. Here are just a few ways you can streamline and manage project communication using TeamGantt:

• Upload your communication plan, along with the scope document, to the project’s Files tab.
• Add major meetings or presentations as milestones to your gantt chart.
• Collaborate with team members on project tasks and share files using the comments feature.
• Check in on tasks with team members using the Request a progress update feature.
• Share a PDF or view-only URL of your project so clients and stakeholders can stay up-to-date without getting bogged down by nitty-gritty project details.

Ready to see just how quick and easy project management can be? Give TeamGantt a free try today!