Communication is key to the success of any project. Project stakeholders must communicate and collaborate to ensure that all pieces, including objectives, requirements, tasks and schedules, deliverables and risks, as well as issues and solutions, are in sync. It is crucial to get project stakeholder buy in early on. A project communication plan is a great way to communicate with and manage stakeholder expectations.
Table of Contents
What is a project management communication strategy?
The basic elements of a project communication strategy
How to create a communication plan for a project
Communication skills are essential
What is a project management communication strategy?
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A project management communication plan (PMCP) is a document that forms part of the project management plan. It lists the stakeholders involved in the project and details the information they will be receiving from the project manager. The plan also identifies when and how often each stakeholder will be notified, and provides feedback to the project manager.
Also read: What is Stakeholder Analysis (PDF)
The basic elements of a project communication strategy
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Stakeholders are required to keep project managers informed about the purpose of the project, its status, performance, and the roles and responsibilities for all parties involved. These are essential information that all parties should have. The project managers can customize the communication plan to meet the specific needs of each project, but the essential elements are the following.
Target audience – Who are the recipients or stakeholders and what are their needs?
Type of information – What type of information should you be looking for?
Frequency – How often do you need communication?
Owner – Who are the responsible people, other than the project manager, who will communicate?
Channel – What type of channel or technology will the sender use to communicate?
Effort calculation: How long will the sender need for communication?
Goal – What is the goal and desired outcome of the communication?
Date – When are important communications expected?
How to create a communication plan for a project
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The project management plan contains all the information necessary to create a comprehensive communication plan. The PM plan will help you to create the project communication plan. It already outlines how the team will execute and monitor the project. The project manager must also decide on other items.
Select a platform
Most communication plans are created by project managers on a document. Many of these documents start with an internal communication plan template. Although the plan document does not have to be editable by all, it should be easily accessible for everyone. Others can use a spreadsheet, a graphic layout or an online project management tool that has document management features.
Set a goal
It is a given that communication is the main goal. It’s important to be more specific about the project’s goals. The goal of the communication plan for the project can, for example, state that it aims at increasing awareness within the company about the project, especially if it will affect a majority of employees.
List stakeholders
The project management plan will contain the list of stakeholders. This allows the project manager the ability to identify the target audience, preferred channel and goals, as well as dates and frequency. Different stakeholder levels will have different levels and influence on the project. Interviewing stakeholders and listing them
