4 Easy Steps to Creating a Communications Plan
The Communications Plan describes the information that must be disseminated to all project
stakeholders, to keep them regularly informed of the project's progress. You can create a
Communications Plan by taking these 4 simple steps:
To begin, you first need to identify all of the stakeholders who require regular information about the
status of the project. Then, identify the information requirements of each stakeholder group. Create a
schedule for the dissemination of that information to those stakeholders throughout the Project
Lifecycle. And finally, define the process for delivering communications throughout the project. Here is
a more detailed description of each step you need to take:
Step 1: List the Communications Stakeholders
Effective communication is all about distributing "the right information to the right people at the right
time." To identify the right people with whom to communicate, you will need to create a list of the
communications stakeholders. A communications stakeholder is a person inside or outside the project,
who requires regular information about the project status. For instance, a Project Sponsor needs to be
kept informed of the overall progress of the project, while an external body may need to be kept
informed of the legislative or regulatory compliance of the project.
Step 2: Identify the Communications Requirements
Now that you have identified the stakeholders, you need to describe their requirements for information
regarding the progress of the project. For instance, they may require information relating to the project
status, risks, issues, changes, performance and delivery against target.
Who needs to know what:
Stakeholder Information How delivered
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Step 3: Build a Communications Schedule
You now have the information needed to communicate "the right information to the right people." To
ensure that you communicate it "at the right time," you need to build a schedule of communications
activities. Communications activities are groups of tasks that are undertaken to disseminate project
information to stakeholders in order to keep them regularly informed of the progress of the project.
Examples of the activities you may need to schedule include: press releases, newsletters, Project Status
Reports, presentations, website news releases and internal project memos.
Stakeholder Information When delivered
Step 4: Define the Communications Process
Now that you have created a detailed Communications Schedule, you need to define the process for
monitoring and controlling the communications undertaken throughout the project.
Purpose of the process: __________________________________________
Steps involved in undertaking the process:
Roles and responsibilities involved in undertaking the process:
Templates used to support the process:
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