Project Management Framework
Execution - Communications Management

How to use the Communications Plan

Effective communication is the key element to any successful project. The Communications Plan should be referenced early in the Execution Phase so the project team understands what information should be shared, how often, by whom, and what methods are most effective for various audiences. Project participants should reference the Communications Plan so they know what to expect regarding the sharing of information.

For Best Results

• Make the Communications Plan readily accessible by the project team members.
• Make sure project stakeholders buy into the Communications Plan, or it may not be used.
• Scale the Communications Plan to fit the complexity, duration, and size of the project.
• Provide the proper level of detail in minutes, status reports, etc.
• Update the Communications Plan when significant changes occur.
• Periodically ask team members if they are getting the right information at the right time.
• Enter communication tasks in the project schedule.
• Be specific when assigning communications tasks (list responsible person or team).
• Invite the right participants to project team meetings.
• Document meeting minutes and distribute to attendees and absentees.
• Get proper approval before disseminating communication, when applicable.

Also Consider

• Utilizing a project website to share project status.
• Scheduling calendar reminders for recurring and/or milestone events that you are responsible for scheduling or announcing.
• Creating distribution lists of team members who you regularly communicate with so as not to omit anyone inadvertently.
• Sharing examples of the project status report and other forms referenced in the Communications Plan so stakeholders and team members can see what they will be receiving.
• Utilizing a communications log that tracks stakeholder contacts. Referencing the log to see if the Communications Plan is being executed as scheduled.
• Delivering only relevant communications. Prioritizing and customizing levels of document distribution to address stakeholders' needs.
• Providing two-way feedback mechanisms so that communication works both ways. Making sure the project manager receives information he or she needs from the rest of the team members and the stakeholders.

Related Links:
Communications Plan
Communications Plan Examples Communications Plan Template
Communications Plan Team Feedback Form

Checklists

COMMUNICATIONS MANAGEMENT
Has the Communications Plan been reviewed by the project team and all internal and external stakeholders?
Do the project team members agree the Plan includes the appropriate type and number of communications for them?
Is the Communications Plan being followed?
Is feedback being solicited on a regular basis regarding the type and amount of project communications?
Are communications taking place in a timely manner?
Have communication tasks in the project schedule been verified to ensure tasks are still valid and nothing should be added?