Project Toolkit

Communication Plan

Communication Plan

Defining how project information will be communicated to stakeholders throughout the project lifecycle.

Communication Plan

The Communication Plan defines how, when, and what information will be shared with stakeholders throughout the project lifecycle, ensuring the right people receive the right information at the right time.

What is a Communication Plan?

Definition: A Communication Plan is a document that outlines the communication requirements for a project, including who needs information, what they need, when they need it, and how it will be delivered.

Why Communication Planning Matters

Effective communication:

  • Keeps stakeholders informed and engaged
  • Reduces misunderstandings and conflicts
  • Builds trust and confidence
  • Enables timely decision-making
  • Supports change management
  • Prevents information overload
Key Insight: Poor communication is consistently cited as a leading cause of project failure. A well-planned communication approach is essential for project success.

Communication Planning Process

flowchart LR A[Identify
Stakeholders] --> B[Analyse
Needs] B --> C[Define
Approach] C --> D[Create
Plan] D --> E[Implement &
Monitor] classDef blue fill:#108BB9,stroke:none,color:#fff class A,B,C,D,E blue

Key Questions

Question Purpose
Who needs information? Identify audience
What do they need? Define content
When do they need it? Set frequency
How should it be delivered? Choose channel
Who is responsible? Assign ownership

Stakeholder Communication Needs

Different stakeholders have different communication needs:

Stakeholder Information Needs Frequency
Sponsor Status, decisions, risks Weekly/Fortnightly
Project Board Progress, issues, budget Monthly
Team Members Tasks, priorities, blockers Daily/Weekly
End Users Changes, training, timeline As needed
External Partners Dependencies, interfaces As agreed

Communication Methods

Method Best For Pros Cons
Email Updates, documentation Written record Can be ignored
Meetings Discussion, decisions Interactive Time-consuming
Reports Formal status Comprehensive Effort to produce
Dashboards Real-time status Self-service Needs maintenance
Chat/IM Quick questions Fast No audit trail
Workshops Collaboration Engaging Scheduling

Communication Matrix

A communication matrix captures who gets what, when, and how:

Audience Information Frequency Method Owner
Sponsor Status summary Weekly Email + call PM
Project Board Highlight report Monthly Meeting PM
Team Task updates Daily Stand-up Scrum Master
Stakeholders Newsletter Fortnightly Email Comms Lead
Users Training dates As needed Email Training Lead

Communication Plan Content

Essential Sections

Section Content
Purpose Why this plan exists
Stakeholder list Who needs communication
Communication matrix Who, what, when, how
Escalation process How issues are raised
Meeting schedule Regular meetings planned
Tools & channels Systems used

Supporting Sections

Section Content
Key messages Core project messages
Branding guidelines Templates, formatting
Feedback mechanisms How to gather input
Review schedule When plan is reviewed

Meeting Types

Meeting Purpose Frequency Attendees
Stand-up Daily coordination Daily Team
Team meeting Detailed planning Weekly Team
Status meeting Progress review Weekly PM + Leads
Steering committee Governance Monthly Board
Stakeholder forum Engagement Monthly Stakeholders

Effective Communication Principles

  1. Tailor the message - Adapt for your audience
  2. Be consistent - Regular, predictable updates
  3. Be honest - Share good and bad news
  4. Be timely - Don’t delay important information
  5. Be clear - Avoid jargon, be concise
  6. Listen - Communication is two-way
  7. Follow up - Ensure understanding

Managing Communication Challenges

Challenge Solution
Information overload Prioritise, summarise
Stakeholders not reading Change format, highlight key points
Conflicting messages Single source of truth
Remote teams More frequent, varied channels
Language barriers Simple language, visual aids
Time zones Record meetings, async updates

Escalation Process

flowchart LR A[Issue
Identified] --> B[Assess
Severity] B --> C{Within PM
Authority?} C -->|Yes| D[PM
Resolves] C -->|No| E[Escalate to
Sponsor] E --> F[Decision &
Communication] classDef blue fill:#108BB9,stroke:none,color:#fff class A,B,C,D,E,F blue

Communication Templates

Status Update Email Template

Subject: [Project Name] - Weekly Status Update [Date]

Hi [Stakeholder],

**Overall Status**: [Green/Amber/Red]

**Key Progress This Week**:
• [Achievement 1]
• [Achievement 2]

**Planned Next Week**:
• [Task 1]
• [Task 2]

**Risks/Issues Requiring Attention**:
• [Issue if any, or "None"]

**Decisions Needed**:
• [Decision if any, or "None"]

Please let me know if you have questions.

Best regards,
[PM Name]

Stakeholder Newsletter Template

Section Content
Headline Key achievement or milestone
Progress summary 2-3 bullet points
Upcoming milestones What’s coming next
Spotlight Team member or success story
Call to action What you need from them

Executive Summary Format

For senior stakeholders, use the pyramid principle:

  1. Lead with the conclusion - Overall status and key message
  2. Supporting points - 2-3 key facts
  3. Details if needed - Available on request

Communication for Different Scenarios

Good News Communication

Principle Application
Share widely Celebrate success broadly
Credit the team Recognise contributions
Link to objectives Show business value
Build momentum Use for engagement

Bad News Communication

Principle Application
Tell early Don’t delay bad news
Tell personally Face-to-face for serious issues
Tell completely Full picture, not drip-fed
Tell with a plan What you’re doing about it
Tell honestly Own the situation

Change Communication

flowchart LR A[Awareness] --> B[Understanding] B --> C[Acceptance] C --> D[Commitment] D --> E[Advocacy] classDef blue fill:#108BB9,stroke:none,color:#fff class A,B,C,D,E blue
Stage Communication Focus
Awareness What is changing and why
Understanding How it affects them specifically
Acceptance Address concerns, show benefits
Commitment What they need to do
Advocacy Enable them to support others

Virtual/Remote Communication

Best Practices

Practice Guidance
Over-communicate More updates than you think needed
Use video Build connection, read reactions
Record meetings For different time zones
Document decisions Written confirmation
Check understanding Explicitly confirm comprehension
Vary formats Mix written, verbal, visual

Tools and Channels

Purpose Tools
Real-time chat Slack, Teams, Discord
Video calls Zoom, Teams, Meet
Async updates Email, Loom videos
Documents SharePoint, Confluence, Notion
Project tracking Jira, Asana, Monday

Measuring Communication Effectiveness

Metric How to Measure
Reach Email open rates, meeting attendance
Understanding Quiz, feedback surveys
Engagement Questions, participation
Satisfaction Stakeholder feedback
Action Tasks completed, decisions made

Feedback Mechanisms

  • Post-meeting surveys (quick 1-2 questions)
  • Periodic stakeholder satisfaction check
  • Open feedback channels
  • Regular one-on-ones with key stakeholders

Communication Plan Checklist

  • All stakeholders identified?
  • Communication needs analysed?
  • Communication matrix complete?
  • Methods appropriate for audience?
  • Frequency realistic and sustainable?
  • Responsibilities assigned?
  • Escalation process defined?
  • Meeting schedule established?
  • Tools and channels agreed?
  • Templates prepared?
  • Feedback mechanisms in place?
  • Plan reviewed with stakeholders?
Last updated: 13 January 2026
Themes

Planning

Stakeholder Engagement

Governance